Support : Account Maintenance : Usage Reports by Email : FAQs

Usage Reports by Email: Frequently Asked Questions

How will connect time affect my monthly electronic invoice?

This new option will cause the data format of your monthly electronic invoice to change slightly -- two additional columns of data will be included for Connect Time charges and units. Note, this impacts all customers not just those who switch to Connect Time. The new format will first be used for the January 2002 invoice (which you will receive in the first week of February 2002). The new format will still be a tab-delimited text file but will include two new fields at the end of each record:

• "Connect Quantity" = Variable length; 14 characters maximum
• "Connect Amount" = Variable length; 16 characters maximum

When should I expect to receive the electronic invoice in my mailbox?

Invoice reports will be transmitted by approximately the fifth calendar day of each month. A coversheet will also accompany your invoice. The coversheet provides instructions on how to generate the reports.

How will the message arrive in my email box?

A .TXT data file will be sent as an email attachment in a tab-delimited format. By importing this .TXT file into the Dialog-supplied Excel template, customers can produce usage summary reports that supplement their monthly invoice sent by postal delivery. This new capability makes it easier for you to receive, view and distribute usage reports by user number, subaccount, and database electronically. The report options include the User Number Summary for File Usage for all or specific users under your billto account number, Account Management reports for all or specific user numbers, and Account Management reports for all or specific subaccounts that you may have on your accounts. These report options should allow some organizations to eliminate the need to distribute the hardcopy invoice reports since they may elect to distribute the reports electronically.

What does tab-delimited mean?

There are tabs in the file that separate the field values. There is also a carriage return line feed at the end of each record. When the data is imported in this format the tabs are eliminated but they act as cell separators for the columns in spreadsheet programs. The data will be correctly placed in the designated columns. The carriage return linefeed separates the records into rows.

If tab-delimited, how do I import it into my spreadsheet?

Dialog has created the macros needed to use the .TXT with Excel 5.0 or higher. You may download the macros from our Web site at http://support.dialog.com/account/invoice/.

What will be the format of the tab-delimited file?

The first row of data within the file defines the column names for the remainder of the file. Subsequent rows contain usage data in the column order defined by the column headings.

The format of the file may change over time. Dialog will release new macros as needed. Any customer-developed macros used to process the .TXT usage data must use the column headings as the definition of the location and purpose of the data. The list below shows how the .TXT data file is currently defined.

Column Headings	Description
User Number	Fixed length 6
Sub Account	Variable length; maximum 32
File Number	Variable length; maximum 3
User Name	Variable length; maximum 30
Service	Variable length - either "Dialog Services" or "Dialog Select"
File Name	Variable length; maximum 21
Search Quantity	Variable length = 0.000; maximum length 14
Search Amount	Variable length = 0.00; maximum length 16
Output Quantity	Variable length = 000; maximum length 10
Output Amount	Variable length = 0.00; maximum length 16
Alert Quantity	Variable length = 000; maximum length 10
Alert Amount	Variable length = 0.00; maximum length 16
Other Quantity	Variable length = 0.000; maximum length 14
Other Amount	Variable length = 0.00; maximum length 16
Discount/Surcharge	Variable length = 0.00; maximum length 16
Tax	Variable length = 0.00; maximum length 16
Billto Period	Variable length; maximum 14 This field only appears in the first line.
Billto Name	Variable length; maximum 30 This field only appears in the first line.
Connect Quantity	Variable length; maximum length 14
Connect Amount	Variable length; maximum length 16

How do I make the reports from the .txt file?

Dialog will provide the needed macro and instructions at http://support.dialog.com/account/invoice/. The coversheet that accompanies your email file will also note information and instructions.

What macro is being used?

The Dialog-provided macro uses Excel pivot tables. From one opening screen, you will be able to display any of the reports you wish. You will also be able to import the data into other applications or develop your own macro formats. Please note that any changes or modifications to the macro or reports done by customers cannot be supported by Dialog.

How can I get the macros?

The macro is available at http://support.dialog.com/account/invoice/. Each month, a customer will receive instructions in the coversheet along with the reports. The coversheet will contain the URL and basic instructions on how to download. The macro only needs to be downloaded once. Dialog will advise customers about macro updates to help ensure that the latest macro version is being used.

Can I get a hard copy of my account management report if I need a copy?

No. All information that was provided in hard copy will be available in the emailed reports.

Can I print the report created from the macros and the data file?

Yes. Please use the PRINT REPORT button provided at the top of the report instead of the Print option from the toolbar File menu.

What is File 0: Parking File and what are these charges for?

File 0: Parking File is a repository for all non-file-specific charges related to the Dialog system. Charges would include fees for items like SearchSaves, postal handling fees, taxes, etc.

How will this affect my request for occasional credits?

Dialog will continue to have an electronic version of the session detail. If you request a credit, you must send a letter specifying the user number, search date, file number, and any other information needed to process the credit. We will reproduce the portion that is of concern and will make it available to you. So, instead of you having to provide us with the detail for a credit request, we will research the credit request directly with your assistance.

What if I do not have an email account? How do I set one up? Is there someone to assist me?

How to Sign Up for Internet Email explains the email requirements for this product and gives the names of some of the more popular packages.