AR: Collections

Overview

AR Collections allows users to view and manage invoices that have been designated for collections.

The collections process was developed to improve the visibility of overdue invoices and allow for the assignment of responsibility for the collection of each invoice. The Collections Screen is the center point of the collections process showing the details and status of each invoice. Invoices are grouped and totaled by customer.

A summary of invoices in Collections display. These totals include the filtered records in the grid.

Once a Customer is selected or an invoice is selected, Action may be taken on one or multiple invoices for a Customer.

Related Topics and Tasks

Working with AR Collections

Collections screen

Key Functionality

The AR Collections screen does not have its own Security Group.

The AR Collections screen is part of the AR ALL Security Group.

This screen has the Read-Only Feature. For more information see Learning about Read-Only Security.

Tip:  For more information see Security Groups Overview and Security Groups By Module.

  • Press ALT + F to open the File menu
  • Press ALT + W to open the Window menu
  • Press ALT + H to open Help
  • Press ALT + C to Collapse all rows in the grid
  • Press ALT + E to Expand all rows in the grid
  • Press ALT + R to Refresh after making changes to the filter criteria
  • Press ALT + S to Reset the initial filter criteria
  • Press ALT + A to open the Actions menu

Invoices can be filtered by Customer or Invoice information, as well as by collection status. Several other options can also be used for filtering. By default, the invoices are filtered by those having an active Status (not in a Closed status), includes Sub-Customers, and the Collector is the Current User.

  • Collector
  • Tier
  • Job (primary job on the invoice)
  • Invoice, Customer (and Include sub-customer check box)
  • Outsourced to
  • Days Over - Days since due date
  • Amt Due over - Invoices with remaining balance exceeding dollars
  • Credit Score From/To - Will select customers based on the Customer Master File Credit Score
    • Select all invoices for customers selected unless other filter option further narrow the criteria
  • Diary Follow Up From/To - Will select invoices based on collections diary entries
  • Show Closed - From/To - Will show closed invoices (paid in full or written off) within the date range specified
    • Does not include any closed invoices unless date range is filled in
    • WinTeam does not mix 'Closed' invoices with other statuses due to confusion with totals by status. All other statuses are totaled by Remaining amount. Closed invoices are totaled by total invoice amount. Mixing these would be confusing. If a range is entered for closed dates, only closed invoices will display.

Include Status

Select the check box next to each Status to filter with.

Initiated

Flagged for Collections

No Collector Assigned

Dispute Status = blank or Resolved

Remaining Due > 0

Outsourced to = blank

Assigned

Flagged for Collections

Collector is assigned

No CMF Diary entries exist for the invoice

Dispute Status = blank or resolved

Remaining Due > 0

Outsourced to = blank

In Dispute

Flagged for Collections

Collector Assigned

Dispute status = 'In Dispute'

Remaining Due > 0

Outsourced to = blank

Promised

Flagged for Collections

Collector Assigned

CMF Diary Entry exists for the invoice

Type of Collections

Max follow up date is today or in the future

Remaining Due > 0

Dispute Status = blank or resolved

Outsourced to = blank

Lapsed

Flagged for Collections

Collector Assigned

CMF Diary Entry exists for the invoice

Type of Collections

Max follow up date is before today

Note:  When a collections diary entry has been made, but no follow up date has been set, the invoice is still considered Lapsed, rather than assigned, since it still meets the spirit of the Lapsed status - some action has been taken, but no 'promised/follow-up date' is present.

Remaining Due > 0

Dispute Status = blank or resolved

Outsourced to = blank

Outsourced

Flagged for Collections

'Outsourced To' is populated

Remaining Due > 0

Note:  Outsourced overrides an invoice in a dispute status.

Closed

Flagged for Collections

Remaining Due = 0

Closed date = last paid date

Actions menu

Once a Customer is selected or an invoice is selected, Action may be taken on one or multiple invoices for a Customer.

From the Customer record

  • a Diary entry can be made for the Customer. No invoices would be associated with the Diary entry
  • a Diary Report can be ran for the selected Customer. The AR Diary report options will be filtered for the Customer

From an Invoice record

  • a Diary entry can be made for the Invoice. The Invoice Number displays as a Related Invoice in the Diary entry

  • a Collector can be assigned or reassigned

  • the invoice can be designated to outsource to a Vendor

  • the Dispute Status of an invoice can be updated

    • This will create a new Diary Entry with the associated invoices and a type of 'Dispute'. Notes are required
  • a Diary Report can be ran for the selected Invoice. The AR Diary report options will be filtered for the Customer and the selected invoice(s)

Total Balance

The total balance is the Customers' balance for all open invoices, not just invoices in Collections.

Collection Balance

Displays the total of the invoices displayed in the grid based on the filters applied.

Collection Invoices

The number of the invoices displayed in the grid based on the filters applied. The invoices that display in the sub grid should equal this number.

The sub grid displays the invoices that are in Collections or have previously been in Collections.

Invoice Number

Displays the Invoice Number. Double-click on the Invoice Number to open the associated invoice

Total Applied

Displays the total of payments that have been applied to the invoice. Double-click on the amount to display Payment Details.