Number Porting & CSR¶
Workbook: RX3 Zoom Phone Number Porting and CSR Capture · Tabs: Document Checklist, Carrier Accounts, Number Inventory, Port Waves
You columns are yours to complete. RX3 columns we complete. An asterisk marks a required field.
Before you start¶
- Why the bill comes first
- The invoice is the only document that ties together the billing telephone number, the account number, the exact service address, and the legal entity name the carrier holds. Port requests are validated character for character against carrier records, and a mismatch in any one of those fields causes a rejection and restarts the clock. Send the full PDF from the carrier portal, not a summary page, a payment stub, or a screenshot.
- One row per billing account
- Sites usually have more than one. A PRI or SIP trunk on one account, and a separate POTS account carrying the elevator phone, fire alarm, and fax line. They bill separately, they have different account numbers, and each needs its own bill, CSR, and LOA.
- Column ownership
- AMBER headers are completed by the customer. NAVY headers are completed by RX3. An asterisk (*) marks a required column.
- Port the BTN last
- Porting the billing telephone number generally closes the underlying account, which strands any number still on it. Mark Is BTN on the Number Inventory tab and schedule that number in the final wave, after everything else has ported cleanly.
- If it is not on the CSR, it cannot port
- The Customer Service Record is the carrier's authoritative number list. RX3 reconciles the customer's number inventory against it and flags anything missing. Numbers the customer believes they own but that do not appear on any CSR need to be traced before a port date is set.
- Toll-free is a different process
- Toll-free numbers move by RespOrg change rather than LNP. Capture them here so they are not forgotten, but they run on their own timeline and do not belong in a standard port wave.
- FOC dates are requested, not chosen
- The customer's requested date goes on the port request; the carrier returns its own Firm Order Commitment date. Do not schedule staff communications, cutover calls, or after-hours coverage until the FOC is confirmed in writing.
- Sensitive data
- This workbook contains account numbers and port-out PINs. Return it through the secure link RX3 provides rather than by email attachment, and treat it as confidential once populated.
Delete the example row
Row 4 of every tab is a formatted example shown in gray italic. Delete it before returning the workbook. The Example column below shows the same values.
Document Checklist tab¶
The items the customer must supply before a port request can be submitted. Mark Provided = Y as each is sent. The first row - last full month's invoice, every page, for every account - is the item that most often holds up a port, because everything else is validated against it.
Most recent invoice - last full month, ALL pages¶
Required From: Customer · Applies To: Every losing carrier account
The single most important item. It is the authoritative source for the billing telephone number, account number, exact service address, and the legal entity name the carrier has on file. Send the complete PDF from the carrier portal - a summary page, a payment stub, or a screenshot is not sufficient. One bill per account.
Customer Service Record (CSR)¶
Required From: Customer or RX3 · Applies To: Every losing carrier account
The carrier's authoritative list of every number on the account. A number that does not appear on the CSR cannot be ported. RX3 can request this on the customer's behalf once a signed LOA is on file.
Signed Letter of Agency (LOA)¶
Required From: Customer · Applies To: Every losing carrier account
Legal authorization to port. The signer name, title, and service address must match the CSR character for character - mismatches are the number one cause of port rejections.
Account number and PIN / passcode¶
Required From: Customer · Applies To: Every losing carrier account
Required on the port request. Many carriers set a port-out PIN that differs from the online login and must be retrieved by calling the carrier.
Authorized signer name and title¶
Why It Is Needed: Must be a person the carrier recognizes as authorized on the account, not simply an IT contact. · Required From: Customer · Applies To: Every losing carrier account
Full number list with disposition¶
Why It Is Needed: Every number marked Port, Retain, or Disconnect. Numbers left unclassified are the ones that get stranded. · Required From: Customer · Applies To: All accounts
Alarm, elevator, fax, and modem line inventory¶
Required From: Customer · Applies To: All sites
These are routinely missed. They are often POTS lines on a separate account with a separate bill, and they frequently cannot or should not be ported. Each still needs a decision.
Requested port dates and cutover windows¶
Why It Is Needed: Drives the wave plan. FOC dates are requested, not guaranteed - carriers confirm their own date. · Required From: Customer · Applies To: All waves
Toll-free number list (if any)¶
Required From: Customer · Applies To: All accounts
Toll-free numbers move by RespOrg change, not by LNP. Different process, different timeline - captured here only so nothing is missed.
Carrier Accounts tab¶
One row per billing account being ported from. A site with a PRI and a separate POTS account for the elevator and fire alarm has TWO rows. Every field on this tab must match the carrier's records exactly - copy from the bill and the CSR, not from memory.
| Field | Filled in by | Allowed values | Example |
|---|---|---|---|
| Account Label * | You | — | Main Campus - Granite |
| Losing Carrier * | You | — | Granite Telecommunications |
| Billing Telephone Number (BTN) * | You | — | +17205551000 |
| Account Number * | You | — | ACCT-88213004 |
| Account PIN / Passcode * | You | — | 4417 |
| Authorized Name on Account * | You | — | Patricia Nguyen |
| Authorized Title * | You | — | Director of Business Services |
| Authorized Email * | You | — | pnguyen@customer.edu |
| Authorized Phone | You | — | +17205551001 |
| Service Address Line 1 * | You | — | 1060 Smith Road |
| Service Address Line 2 | You | — | Suite 200 |
| City * | You | — | Colorado Springs |
| State * | You | — | CO |
| ZIP * | You | — | 80905 |
| Account Type * | You | Business · Residential · Government · Education |
Business |
| Service Type * | You | PRI · SIP Trunk · POTS · Centrex · Key System · Cable · Wireless · Other |
PRI |
| Last Month's Bill Provided * | You | Y · N |
Y |
| Bill Period Provided * | You | — | June 2026 |
| CSR Requested | RX3 | — | 07/06/2026 |
| CSR Received | RX3 | — | 07/11/2026 |
| CSR Matches Bill | RX3 | Y · N · Discrepancy |
Y |
| LOA Status | RX3 | Not Sent · Sent · Signed · Rejected |
Signed |
| Port Status | RX3 | Port Status | Requested |
| Notes | You | — | Two PRIs on one BTN - port BTN in the final wave |
Number Inventory tab¶
One row per number or per consecutive block. Account Label must match the Carrier Accounts tab exactly. Mark Is BTN = Y for the billing telephone number on each account - porting the BTN generally closes the account, so it is scheduled last. Every number needs a Disposition; unclassified numbers get stranded.
| Field | Filled in by | Allowed values | Example |
|---|---|---|---|
| Account Label * | You | — | Main Campus - Granite |
| Number / Block Start * | You | — | +17205554100 |
| Block End | You | — | +17205554199 |
| Quantity * | You | — | 100 |
| Number Type * | You | BTN · Single DID · DID Block · Toll-Free · Fax · Alarm · Elevator · Modem · Analog Other |
DID Block |
| Current Use / Assigned To * | You | — | Staff direct dial range |
| Disposition * | You | Port · Retain with Carrier · Disconnect · Replace with New Number · Undecided |
Port |
| Is BTN * | You | Y · N |
N |
| Port Wave | You | — | Wave 2 |
| Listed on CSR | RX3 | Y · N · Not Checked |
Y |
| Rate Center | RX3 | — | COLORADO SPRINGS |
| Portable | RX3 | Y · N · Pending |
Y |
| Notes | You | — | Sequential block - verify no gaps against CSR |
Port Waves tab¶
One row per cutover wave. Group by risk, not by convenience - a small pilot wave first, the BTN last. Requested FOC Date is what RX3 submits; the carrier confirms its own date, which RX3 records separately.
| Field | Filled in by | Allowed values | Example |
|---|---|---|---|
| Wave Name * | You | — | Wave 1 |
| Description * | You | — | Pilot - IT department and front office |
| Accounts Included * | You | — | Main Campus - Granite |
| Number Count | RX3 | — | 25 |
| Includes BTN | RX3 | Y · N |
N |
| Requested FOC Date * | You | — | 08/12/2026 |
| Confirmed FOC Date | RX3 | — | — |
| Cutover Window * | You | — | Tue 8/12 10:00 PM - 2:00 AM MT |
| Wave Status | RX3 | Port Status | Not Started |
| Rollback Contact * | You | — | Patricia Nguyen +17205551001 |
| Notes | You | — | Low-risk validation wave before staff cutover |
Value lists¶
Port Status¶
Not Started · Requested · Received · Submitted · FOC Received · Ported · Cancelled