CitrusDB 2.1 Help File

• Un-tar and un-gzip the citrus file wherever you want the CitrusDB program to be located on your web server.
• Create a MySQL database called "citrus" using the citrus.sql file. You can do this using a utility like phpMyAdmin or the command line like the one shown here:

        mysqladmin create citrus
        mysql citrus < /path/to/citrusdb/citrus.sql 
  

• Create a MySQL database user with access to the citrus database you just created.
• Edit the configuration file: /citrusdb/include/config.inc.php
• Change the database host, to your server name, often this will be the localhost it is all on one server. Enter your database username and password that you just created before.

        $sys_dbhost='localhost';
        $sys_dbuser='username';
        $sys_dbpasswd='password';
  

• Change the path to citrus variable to the filesystem path of your installation:

  On a unix installation it may be something like these depending on where you installed your citrus files:

        $path_to_citrus='/home/username/citrusdb';
  
        or
  
        $path_to_citrus='/var/www/citrusdb';
  

  On a windows installation it may be something like:

        $path_to_citrus='C:\apache\htdocs\citrusdb';
  

• Change the hidden hash var to your own secret hashphrase. You will never need to remember this hashphrase so you can make it as complicated as you want.

        $hidden_hash_var='youmustchangethis';
  

• Edit the $lang variable to point to your local language file. This localization file holds the values for all the text in CitrusDB as well as the currency symbol used. Please note that CitrusDB can only work with one currency.

  $lang = './include/local/us-english.inc.php';
  

• Set the gpg command that will be used for encryption of stored credit card data. In order to use gpg you must generate a public and private keypair. It is probably a good idea to generate a gpg keypair just for citrusdb to use. This public key can then be used on the order side to store credit card numbers before they are imported as well as storing cards entered directly into citrusdb.

  To generate a keypair run the command: gpg –gen-key

  I recommend using the shortest recommended key length of 1024 bits since this key will be used over and over again, using the shorter key length will make decryption faster. This is a trade off of speed vs. strength. One could also use gpg with the symmetric encryption option or any other encryption system that can output an OpenPGP ascii armor message format. Symmetric encryption could be significantly faster, however it will require protection of the passphrase that is used when encrypting the card data.

  The example shown below stores the gpg key as the www-data user in their home directory. This home directory was created for the user that the web server is running as. This is the easiest way to make sure that the web server running citrusdb has access to the keys that it will use to encrypt and decrypt the card data. If the web server you run citrusdb is inside your network and dedicated to your internal use this should not be an issue. If you are unable to do this, then you will need to modify the permissions of your .gnupg folder and the keyrings inside of it to be readable by everyone. This is less desireable as it may expose them to other users of that system as well as cause permission problems in the future if you edit keys.

        $gpg_command = "/usr/bin/gpg --homedir /home/www-data/.gnupg
        --armor --batch -e -r 'CitrusDB'";
  

• Set the gpg decrypt command that is used when decrypting the cards for batch exports or when re-keying the data. The decrypt command must include the –passphrase-fd 0 command because the passphrase will be passed to gpg by citrus's decryption function.

        $gpg_decrypt = "/usr/bin/gpg --homedir /home/www-data/.gnupg
        --passphrase-fd 0 --yes --no-tty --skip-verify --decrypt";
  

• Set the gpg sign command will be used by citrus to verify the passphrase entered before creating a batch file.

      $gpg_sign = "/usr/bin/gpg --homedir /home/www-data/.gnupg
      --passphrase-fd 0 --yes --no-tty --clearsign -u 'CitrusDB'";
    

• Set the regular url and ssl url prefixes for your database url. The ssl url is required for entering billing data or when exporting credit card data. You may use a self-signed certificate for this function as long as all the users of the database have that SSL certificate installed into their browsers. If you have other compensating controls or do not want to use ssl, you can enter the same http url in both variables.

  $url_prefix = "http://server.example.com/citrusdb/";
  $ssl_url_prefix = "https://server.example.com/citrusdb/";
  

• add a cron job to run the statusupdate script (available in the citrusdb folder) every night or after billing is done for the day. This script will update the customer's account status and create a file that can be used to activate and deactivate customer services automatically.
• Go to your web site address /citrusdb/index.php, you can log in with username "admin", password "test" to start.

You have now finished the main installation of CitrusDB. It's a good idea to login and change your admin password first. If you are not going to install the customer account manager can skip to Chapter 2 - Setup, to continue to setup of the internal CitrusDB application.

CitrusDB also includes an online customer component for customers to view information about their own account, request changes, and make updates. The online customer account manager is stored in the /online folder of the CitrusDB download. It is a simple interface for customers to login using their customer number and password of their choice.

The online folder is meant to be installed on a separate web server. If you have a firewall, you'll want to configure it to allow access to the database server from this web server, so that the online component can query the customer information. It is also recommended to make a new login name and password for use by the online customer component that has more restrictions than your normal database user from the main system. This new database login name should restrict the access to your citrus database to SELECT only, allowing INSERT for only the customer_history table and SELECT, INSERT, UPDATE, and DELETE for the session2 table.

The online customer system is configured similarly to the main system by editing the config.inc.php file inside the citrusdb/online/include folder. There are some additional variables to configure for the online customer system.

The $payment_url variable should be set to whatever online form or payment system you have such as authorize.net, paypal, your own custom form etc.

The $notify_user variable holds a username from the internal system that will be notified of new requests that customers make online.

When a there is a new installation or critical security update, you will want to be able to upgrade your installation to the latest release. To update from an older version to a newer one:

• Backup the php files by copying them to another location and backup your citrus database by using a utility like mysqldump.

        mysqldump –user <username> –password <passwd> db_name > backup.sql
  

• After you have backed up your current installation, replace the old citrusdb files with the new ones from the package you downloaded
• Edit the config.inc.php in /citrusdb/include with the database and path information from your old config file.
• To update your database schema from the old to the new, open the update.php file in your web browser (www.example.com/citrusdb/update.php) and click the Update button.
• Your database has now been updated, and you are ready to use your new version of CitrusDB.
• If you are upgrading from version 1.x to 2.x you will need to make sure you have setup the new gpg commands in the config file and then run the encryptcards script to encrypt the cards in the database.

After you have installed CitrusDB the first thing you should do is login with the default username (admin) and password (test) and then go update the password to something new. To update the password, click on the Tools icon, and then click on Change Password. Enter a new password for the default admin user.

The login system will stop your login attempts from your IP address if you fail to login with the correct username and password after 5 tries in the last 24 hours. If this happens, your IP address must be removed from the login_failures table by the database administrator.

The Organization Configuration section holds information about the company or organization using CitrusDB. This should be the first thing you configure when setting up CitrusDB. The information is used in many places for invoices, billing, and customer messages.

The Billed By field holds the organization's brand name. If you have more than one organization brand name you can add multiple organization brands using the Add link to create more than one organization listing. This is used to create bills under different brand names and different credit card batches for those brands. If your organization does not need multiple brands you can simply edit the default configuration.

Enter the organization's name that will appear on the bill in the Billed By field. Then the street, city, state, zip, phone, and email information. The billing phone and billing email will appear on the printed and emailed invoices.

Credit Card Export Variable Order is the order of the variables that are exported in the credit card batch file for processing by your credit card processing system. You can export a number of different variables. All the available variables are listed at the bottom of the organization screen. Please note that you need to put the $ in front of the variable name so that they are evaluated correctly. CitrusDB will insert the words "CREDIT" or "CHARGE" in quotes at the beginning of the variables, depending on what kind of credit card transaction this is. The recommended export format uses comma and quote delimited items. You must keep the commas between the items and quotes around them to make sure other systems can import the information correctly.

"$mybilling_id","$invoice_number,"$billing_ccnum","$billing_ccexp","$abstotal"...

Export File Prefix is is appended to the beginning of all credit card batch files exported by citrus. If you have multiple organizations exporting from the same citrus system, you can use this file prefix name to identify which exported batches belong to which organization.

Past Due Days are the number of days an account is past due before the status is updated by the statusupdate script to one of the three different past due status types: Past Due, Turned Off, or Canceled. Past Due accounts will be noted as past due and will be notified in email by the statusupdate script about their status. A Turned Off status will cause the account to send a disable message to the account activation system, which can then disable access to the account. An account in a Turned Off status should be disabled and non-working. The Canceled status is for accounts that have been through the first two phases of being past due and have not yet paid for services. Canceled will send a delete message to the account activation system. The account should be removed from your systems, and if you have a collections department or processing system, can be forwarded to them for past due amount recovery.

Carrier Dependent Past Due Days are for third party services that have special requirements when they are turned off. They act the same as normal Past Due Days however they have a Shutoff Notice period in between being Past Due and having their service being Turned Off. This shutoff notice is to notify the customer that their service will be turned off and also to notify the billing group that the service is in jeopardy of being shutoff. The billing group will receive notifications when this service is to be turned off or canceled, since they will need to be able to contact the third party service carrier to handle type of cancel request.

The next fields are the four different kinds of invoice notes that are printed at the bottom of the invoices according to the account status. The Default Invoice Note is printed on an account in good standing, usually this is a note thanking them for using your services. The Past Due Invoice Note is printed on invoices while an account is in the Past Due status. The Turned Off Invoice Note is printed on invoices while an account is in the Turned Off status. The Collections Invoice Note is printed on invoices for accounts in the collections status. These messages can be overridden by entering a custom message in the Notes field on the customer's billing record.

The declined subject and message field hold the data used in the email that is sent to customers when their credit card has been declined. Here you should enter a message that will prompt them to contact you and get their billing information up to date.

The last field is an invoice footer field that holds text that will be placed at the bottom of every invoice.

After you have setup the organization information you are ready to save your changes and continue setting up your CitrusDB system.

The settings tool holds system wide settings for citrus.

At the top of the Settings screen you will see a Citrus Database Version and Citrus Software Version. The database version is the version of the SQL Schema that is being used. The software version indicates the version of the software application files. These two versions should be the same. If they are different it may mean that you have not run the update script to update your database to the correct version or that you are running a Pre-release version of CitrusDB.

The Path to Credit Card File should be set to a file path on the server to a folder that is outside the path of the web server and other network processes. When credit card and account activation data is created it will be saved to a new file inside this folder. You can then write scripts that will automatically process new files left in that folder, or download those files to process them manually. You should make a new folder to store this data in, for example, on a Unix system you can set this to something like

   /var/billing 

and on a Windows system it can be set to a path such as

   C:\billing

This will keep this data outside of the web server path, but will still allow it to be accessed by 3rd party scripts running on the server that can process this data automatically.

The Default Group is used by the support notes and privileges system to allow notifications to certain users. Normally leaving this as the default of "users" is recommended.

The Billing Group is a group that you will need to create if you are using the carrier dependent services functions. The status update script will send the billing group notes if a carrier dependent service is in a bad billing status, like past due, turned off, or canceled with fees owed.

The Shipping Group is a group that you will need to create if you are going to use the Ship Field Asset feature. Ship Field Assets lets you associate a field asset like a CPE or other device with that customer's service. The shipping group will get a note when a field asset is setup to be shipped.

The carrier dependent cancel url is for third party carrier dependent services. This can link to an internal web form or other form when a carrier dependent service is canceled to notify the third party carrier that this service is to be canceled.

The Billing Date Rollover time should be set to the time of day when new accounts created after this time will not be billed until the next billing day. This is used to prevent new accounts from being given the current billing date after the batch has already been processed for the day. This time field is in 24 hour time format.

The Weekend indicators allow the billing system to automatically skip certain days when assigning new billing dates to new customers. This is especially usefull for billing around weekends, so that a new customer's billing date does not fall on a weekend. You can choose what days of the week you want to assign as weekends here.

The Users Tool will allow you to add CitrusDB database users. This is used to add your staff personnel that will be using the database to access customer information and billing. The user tool will show you a list of current users. In the default installation there will be two users present. An admin user that has all privileges to edit everything about the database, and an online user that is used to demonstrate the online customer account manager's message notification. If you have not yet done so, you should change the password for both the Admin user and Online Request user to something new.

To add a new user click Add New Database User. You will then be presented with a form to fill out, including the user's real name, their username, and their password. You will also choose their tool privileges here. Admin privileges will allow access to add new users, edit billing types, add new services, and add new modules. The Manager privilege will allow access to the credit card import/export features, invoices, payments, reports, and account activation. All other users should have No selected for both Admin and Manager privileges.

You can edit existing users by clicking the Edit link next to their name. This will allow you to change their tool privileges, their username, and their password. You can also delete a user by clicking the Delete link next to their name. When you delete a user or change their username, any notes they have made will stay in the database under their old username. You will also need to update any groups they are a part of to include their new username.

The Groups tool is used to assign users to different groups for notification and permission purposes. By default all the users who are added to the database are put in the "users" group. This should probably not be changed, since it affects access to many pieces of the system. You can add as many other groups as necessary. For instance, if you have a group of people who perform shipping duties, you might make a shipping group and assign them to this group. When a particular piece of equipment is needed you can send a note to the shipping group, which will notify all the individuals in that group about your message. When someone in the group marks the message finished, it will dissapear from view of all the people in the group.

This is also where you will add the billing group you specified in the settings tool if you are using the carrier dependent service functions.

The Edit Billing Types tool will allow you to edit what billing types are available in the customer's billing record. CitrusDB comes with a number of billing types already created, so you may not need to create more. In fact, it may be better to delete those that you do not need, so they don't get in the way. There are 6 methods of billing:

• creditcard: For billing via a credit card batch export.
• einvoice: For emailing invoices. The invoice is in text format, and will be sent to the email address indicated on the billing record.
• invoice: For printed invoices.
• prepaycc: For prepayments done with a creditcard. A prepaid account will not have it's payment dates updated until payment is made, it will not go into a Past Due status, it will become Not Renewed, and should be turned off if left un-renewed.
• prepay: For prepayments done via checks, cash, or electronic funds transfer. A prepaid account will not have it's payment dates updated until payment is made, it will not go into a Past Due status, it will become Not Renewed, and should be turned off if left un-renewed.
• free: For free accounts. These accounts will never be billed and will never be past due. The free billing type can be used for items like demo accounts or temporary free items.

If you need to add new billing types, they can be added using the form at the bottom of the Edit Billing Types tool window. You will need to provide the name of the new billing type. This will show up in the list in the billing record. The frequency of the billing type. This frequency is used to determine how often (in months) that billing type is processed. For example a Monthly billing type would use a frequency of 1, a Yearly billing type would use a frequency of 12 (for the 12 months between bills). There is also a special case frequency of 0 (zero) for a free or one time billing type. Lastly, select what billing method this new billing type will use, creditcard, prepay, invoice, einvoice, etc.

You can remove billing types from the database, however before doing so you will want to make sure that none of your current billing records are using that billing type, otherwise they may not get billed properly.

CitrusDB has a table in the database called "holiday". This table consists of just one date field called "holiday_date" that holds dates that are billing holidays when billing is not preformed. If a new customer's billing date should fall on one of these days it will be moved up a day until it does not fall on a holiday. You should determine what holidays there are during the year that are not already covered by the weekends setting when billing will not be performed and add those dates to the table. This table can only be edited by using a database editor such as phpMyAdmin or SQL insert queries.

CitrusDB comes with a default example service, credit, and prorate services. To make CitrusDB work for your organization you will have to add your services using the Edit Services tool. CitrusDB can support many different kinds of services, one time services and fees, recurring services, taxes and fees, linked or bundled services, and services with measured usage or hourly cost.

Open the Edit Services tool to see all your current services. Click Add New Service to begin adding the services that you provide.

Setup Fees and Bundled services are added like any other service using the Add New Service function. After you have added the setup fee or bundle service, choose the Link Services item to connect them to the service it goes with. For example, you may make a link From a Monthly Service Account to a Service Account Setup Fee. Now whenever a Monthly Service Account is added, the Setup Fee is automatically added to the service record also.

CitrusDB comes with some default tax rates for certain locations. This data may be incorrect or out of date, please consult your local tax code to make sure you are billing for the correct tax amounts.

To add a new tax rate click the Taxes link in the Service Editor. and then click on Tax Rates. At the bottom of the Tax Rates screen is a form to add new Tax Rates. The Description holds the name of the tax, for example “Massachusetts Sales Tax”. The Rate holds the percentage of the tax, for a 5% tax enter “0.05”. The If-Field holds the name of the field in the customer record that is checked to see if this tax applies to the customer. For example, if the tax is based on what state a customer is in, enter “state”. The field names are the names according to the SQL database names for matching customer table columns, and will usually be in all lower case. The last field is the If Value, if this tax is for customers who are only in the state of Massachusetts, enter “MA” in the Value field. You can leave the If Field and If Value fields blank if the tax is applied regardless of the customer attributes.

You can remove tax rates by clicking on the Delete link. Make sure you do not have any services associated with that tax rate before removing it, or you may not bill them correctly.

Field assets refer to devices out in the field like customer premises equipment (CPE) or other devices you want to track that are associated with a service.

To add Field Assets to a service first you must setup what Field Assets types are available for each category of service. Open the edit services tool and click on Edit Field Asset Types. Here you can enter the device description, choose the status of current for devices that you are currently shipping to your customers. If you have devices in the field but do not ship them to customers anymore you can change the device to the old status using this same edit screen. You can enter the weight of the device here which is not used yet, but may be used some day to calculate a shipping fee. Finally choose what service category that this device belongs to.

Now that you have added your Field Assets when you edit a customers' service you will see a choice called Ship Field Asset under the service attributes. If you want to track a field asset shipment you can then choose the type of field asset you are shipping and then enter the device details and shipping information. This will now associate this device with that service record and will show you that device on the service edit screen.

If one returns the field asset device you can edit the customer's service record and click on Return Device and enter information about why the device has been returned.

CitrusDB comes with a number of searches pre-installed in the searches table. Search fields are edited in each module's search.php file and show up on the search page. You will probably want to create search queries for your new service attributes, so you can find services by the specific attributes that have been specified in their options/attributes table. You can add new searches by adding a new row to the searches table. For example in the query field:

   SELECT * FROM customer WHERE phone LIKE '%%s1%%' 

This will allow you to search the customer table for a phone number. The %%s1%% will be replaced with the information filled out in the search form. Then link to the search row id using a small input form in the corresponding module search.php page. In this case you would edit the /modules/customer/search.php file and add new html for a form:

   <form ACTION="index.php?load=dosearch&type=fs" METHOD="POST">
   Find Phone Number: <input type=text name=s1>
   <input type=hidden name=id value=4> 
   <-- "4" is the id of the row in the searches table -->
   <input type=submit name=submit value="search" class=smallbutton>
   <form>

You can search with multiple field inputs by naming each field s1, s2, s3, s4, or s5.

You can add a link to the right of the service attribute field that will allow users to query a web address with that service attribute. This can be used for things like checking the finger results on a Unix server or checking other account status through a website. The URL Options Links are stored in a table called options_urls. You can add new links or edit existing ones using SQL queries or a utility like phpMyAdmin. The URL link is matched by the name of the attributes table field, so any attributes table with a matching name will get a link next to it. For example if you have a username field and you want people to be able to run a finger.cgi on any attribute table field with a name of username you would make a new entry into the options_url table with the fieldname of username and a url such as

   http://www.example.com/finger.cgi?%s1%

the %s1% is a place holder where the value of the attribute will be put into the URL.

You have now completed the setup of CitrusDB to work with your organization. You can now begin adding customers and billing them for services!