When a customer account is referred to a collection agency, you must send information to the collection agency regarding the payment and collections activity on that accounts. This information is exported to the collection agency in the form of an XML file. This feature is facilitated by the Customer Notifications capability.
To export an Agency File to one or more collection agencies:
From the Applications menu, select BackOffice Management > Customer Notifications > Collections > Agency File Export. This launches the Collections Agency File Export Wizard and displays the Select Template form.
Select the notification template and delivery method (File or Email) you want to use from the drop-down lists.
Click Next. This displays the Agency File Export Criteria window which lists all collection agencies that have been assigned to customer accounts.
Note:
The Pending Customers column identifies the number of customer accounts that need to be exported to this agency (all customer accounts with an Agency Status of “Must Be Sent”).
Select/check the collection agencies to which you want to export Agency Files and click Next. This displays the Agency File Export Confirmation window which lists all customer accounts that are assigned to the selected collection agencies and have an Agency Status of “Must Be Sent”.
The Agency File Export Confirmation window provides the following information:
Account Number
Customer account number referred to the collection agency.
Customer Name
Name on the customer account.
Total Amount Due
Total amount due on the account, including the current balance.
Days Past Due
Total number of days the account is past due.
Assigned To
Collections person/group assigned to the account.
Uncheck any customer accounts that you do not want to include in this file export and click Finish. This displays the following confirmation window:
Click OK. This updates the collections information for each customer account included in this export to indicate the account’s information was exported to a collection agency:
Agency Status is changed to “Sent to Collection Agency”.
Status Action Date is set to the current date and time.
A Notification entry is added to each customer account that indicates the date and time the Agency File was exported to the collection agency. The Notes field in each notification entry includes the total balance due (Total Balance) and the number of days the account is past due (Days Past Due). These entries appear in the Notification History and Collections Letter History Search Results, as well as the Notifications tab of the Customer # windows.