Activant Prelude Collecting on Past Due Invoices

Activant Prelude

Collecting on Past Due Invoices

This class is designed for…

Financial managersAccounts receivable personnelAnyone who follows up with customers on past due invoices

Objectives

Set up credit collectionsSystem level requirementsCustomer level requirements

Include/exclude from collectionsCredit Collections Type (e.g., good, slow paying)

Credit collection activities and schedules

Generate collection activities and letters based on Credit Collections TypeEnter/view collection notesUse the Credit Collection Activity Report

This course will NOT cover…

Cash receipts Setting up customersEntering sales ordersPrinting invoicesCustom modificationsUser-specific topics or scenarios

Setting Up Credit Collections

Accounts Receivable ParametersAdditional Option ParametersCustomer MaintenanceCredit Collection TypesCredit Collection Activity CodesFollow-Up Collection Activities

Accounts Receivable Parameters

Indicates if security

codes are required

when scheduling collections

Customers’ whose balances are below this amount are excluded from collections.

Systems Menu > Option Parameters > Accounts Receivable Parameters

Additional Option Parameters

Number of days before collection comments

expire.

Determines if credits are included in collections.

Determines if disputed

invoices are included in collections.

Additional Option Parameters > F5-Addit Info

Customer Maintenance

Groups customers

for collections.

Customer Maintenance > F6-A/R > F5-Add Info


N - Include in collectionsY - Do not include in collections D - Exclude from collections if A/R balance is below Credit Collections Min $

Minimum balance to include in collections



B - Mail and faxE - EmailF - FaxM - MailS - Mail and email


Credit Collections Types

Accounts Receivable > Collections Subsystem > Maintenance > Credit Collections Type Maintenance

Credit Collections Activity Codes

Determines if the activity generates a letter.

Accounts Receivable > Collections Subsystem > Maintenance > Credit Collections Activity Maintenance

Credit Collection Activity Codes

Enter the text to appear in the

collection letter.

You can also include a list of

past due invoices.

Accounts Receivable > Collections Subsystem > Maintenance > Credit Collections Activity Maintenance > F5-Document Text

Follow-Up Collection Activities

Type code created in Credit Collections Type Maintenance and

assigned to customers.

Accounts Receivable > Collections Subsystem > Maintenance > Credit Collections Follow-Up Maintenance


Activity codes created in

Credit Collections

Activity Maintenance

The number of days past the customer’s

oldest invoice date that

collections begin



Number of days after

the last follow-up

activity that you will

take final action.

The final action

that you will take.



Past due balance that activates the

override number of

days.

The override

number of days if the customer’s balance is

greater than the

Maximum Delinquent Amount.


Generating Credit Collections Activities

Run Credit Collections Nightly ProcessingEnter notes for scheduled credit collections activitiesGenerate scheduled collection letters

Credit Collections Nightly Processing

Determines which customers to include and which activity to perform by evaluating:

Customer and system optionsCustomer balancesThe date of the last scheduled activity


Accounts Receivable > Collections Subsystem > Processes > Credit Collections Nightly Processing


Scheduled activities are either:Placed in Credit Collections Schedule EntryQueued for Credit Collections Letter Generation

Credit Collection Schedule Entry

Lists all customers that have this activity code as their next

scheduled activity.

Accounts Receivable > Collections Subsystem > Credit Collections Schedule Entry


The customer’s

account balance

information.

Accounts Receivable > Collections Subsystem > Credit Collections Schedule Entry > F5-Review


Past due invoices

and amounts.



Any notes that were

previously entered for

the past due

account.



Notes Type:

P - Permanent

G - General

T - Temporary



Reviewed:

Y – Removed from queue

N – Stays in queue



Accept the default or assign a

new activity and a new

date.


Credit Collections Letter Generation

Sends a letter to all customers assigned to this Credit Collections Type that have a letter scheduled for their next collection activity

Accounts Receivable > Collections Subsystem > Processes > Credit Collections Letter Generation

Credit Collection Letter on Demand

Select the types of invoices to include:

• All overdue invoices

• All undisputed invoices

• Days overdue (enter number of days)

• No invoices

• Select invoices

• Complete list

Accounts Receivable > Collections Subsystem > Processes > Credit Collections Letter on Demand

Entering/Viewing Collection Notes

Enter credit collection notesView, edit, or delete credit collection notesUse the Credit Collections History Inquiry

Credit Collection Notes Maintenance

P - Permanent

G - General (enter the Expiration Days)

T - Temporary (enter the Invoice Number)

Accounts Receivable > Collections Subsystem > Maintenance > Credit Collections Notes Maintenance

Credit Collection Notes Maintenance

Accounts Receivable > Collections Subsystem > Maintenance > Credit Collections Notes Maintenance > F5-Notes

Credit Collections Historical Notes Maintenance

Accounts Receivable > Collections Subsystem > Maintenance > Credit Collections Historical Notes Maintenance

Credit Collections History Inquiry

Accounts Receivable > Collections Subsystem > Inquiries > Credit Collections History Inquiry

Credit Collections Activity Report

Accounts Receivable > Collections Subsystem > Reports > Credit Collections Activity Report

Summary

Set up Credit CollectionsSystem optionsCustomer maintenance settingsCredit collection typesCredit collection activity codesFollow up collection activities

Generate Collection ActivitiesRun Credit Collections Nightly ProcessingRecord scheduled credit collections activitiesGenerate collection letters

Summary

Collection NotesCredit Collection Notes MaintenanceCredit Collection Historical Notes MaintenanceCredit Collections History Inquiry

Credit Collections Activity Report

For More Information…

Action Bar Help keys from the Collections Subsystem menu screensVisit Activant on the web: http://distribution.activant.com/

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Accounts Receivable Manual

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Activant Prelude Collecting on Past Due Invoices

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