Collections Quick Guide

Note: If feasible, Process your invoices before commencing collection work, so that any recently-received payments will be posted to the accounts.
  1. Using Collections > Select Invoices, search for invoices needing collection activity, using such search criteria as: Days old > 90; or Stage = whatever stage letter you worked on last time.
    Search results appear in the upper grid.
  2. Select the invoices you want to move to the next stage from this list. Right-click on any invoices you need to examine in more detail.
  3. Click in the Add column to select the invoices you want to move and then use the Add button on the right side of the screen to transfer those invoices to the lower grid.
  4. Repeat steps 2 through 4 until all invoices you wish to process as one stage are listed in the lower grid.
  5. Optionally, edit white fields (use horizontal scroll bar) to indicate Collection Agency, Date, etc. Use Autofill (right-click) to copy the data in the first row of a selected column to all the other invoices.
  6. Complete the four fields at the bottom of the screen to indicate what stage the invoices are moving to, the date, the person doing this, and optional comment. Filling in the Stage activates the Move to button.
  7. Click the Move to button to create collection records for the selected invoices.
  8. Optionally use the Collections > Letters menu choice to individually edit any of the specific letters that will be sent. (If you want to edit the standard collection letter for this stage, do this before step 7.)
  9. Press F2, select the Collection Letters report. Enter the date that you used in step 7 (today is the default, and is probably correct), and print the report.
  10. If you make follow-up phone calls, enter the results in the Collections > Letters section. Retrieve the appropriate record (by searching by invoice# and stage) and store your comments in the Response box.