Collection Task Management

Menu Path: Credit and Collections $Images\bluerarw.gif$ Collection Processing $Images\bluerarw.gif$ Collection Task Management

Purpose

Manage collection tasks for billing customers assigned to your collection team(s).

Overview

Use Collection Task Management to centrally manage all collection-related tasks for assigned billing customers if you are a collection team member.

Note Every billing customer must be assigned to a collection team. Users can be given collection team privileges in User Extended Options, and then can be associated with one or many collection teams in Collection Team Maintenance. Only tasks for billing customers that are in a user’s collection team appear. This feature allows for an extra degree of user security.

Example Customer A is in collection team East, Customer B is in collection team West, and Customer C is in collection team South. If a user is a member of collection teams East and South, then Customer B’s collection tasks would never appear for this user.

For database information for this window, see Collection Task Management Database Information.

There are several types of collection tasks:

Reminder
Past Due
Dispute
NSF
Collection Agency
Credit Hold
Manual

Reminder Collection Tasks

These collection tasks are created in Collection Task Refresh if there are any invoices that need customer reminders. The customer can be reminded using Customer Open Accounts Receivable Management or Reminder Letter Print.

The following collection rules affect reminder tasks:

Due Date Reminder
Reminder Amount
Reminder Lead Days
Reminder Priority

Past Due Collection Tasks

These collection tasks are created in Collection Task Refresh if there are past due accounts receivable transactions. These collection tasks can be closed in Batch Credit and Collection Task Refresh or Collection Task Refresh.

The following collection rules affect past due tasks:

Past Due Grace Days
Minimum Past Due Balance
Minimum Past Due Percentage
Offset Unapplied Payments
Offset On-Accounts
Offset Credit Memos
Include Debit Memos
Include Finance Charges
Include Chargebacks
Include Disputed Invoices
Include C.O.D. Invoices

Dispute Collection Tasks

These collection tasks are created in Collection Task Refresh if there are disputed accounts receivable transactions. An accounts receivable transaction can be marked as disputed in Customer Open Accounts Receivable Management or Chargeback Task Management. These collection tasks can be closed in Batch Credit and Collection Task Refresh or Collection Task Refresh when there are no longer any disputed accounts receivable transactions.

There are no collection rules that affect dispute tasks. The presence of one disputed accounts receivable transaction triggers the creation of a collection task; an invoice that is partially paid will also be designated as in dispute.

NSF Collection Tasks

These collection tasks are created in Non Sufficient Funds Reverse Deposit Entry. These collection tasks can be closed in Batch Credit and Collection Task Refresh or Collection Task Refresh when the NSF invoice has been paid or applied in full.

There are no collection rules that affect NSF tasks.

Collection Agency Tasks

These collection tasks are created in Collection Task Refresh if a customer has been assigned to a collection agency in Customer Collection Rule Maintenance. These collection tasks can be closed through Batch Credit and Collection Task Refresh or Collection Task Refresh when there are no open accounts receivable transactions for this customer.

There are no collection rules that affect collection agency tasks.

Credit Hold Tasks

These collection tasks are created when sales orders are credit checked. These collection tasks can be released (closed) in this program (or Credit Task Management).

There are no collection rules that affect credit hold tasks. The tasks are controlled by credit rules. If the Collection Team Past Due Credit Release check box is selected in Customer Credit Rule Maintenance or the Collection Team Past Due Credit Release Option for Group check box is selected in Group Credit Rule Maintenance, then sales orders that only have a past due condition can be released by collection personnel.

Manual Tasks

These collection tasks are created in Collection Task Refresh if there are any manual task accounts receivable transactions. An accounts receivable transaction can be marked to be a manual task in Customer Open Accounts Receivable Management. These collection tasks can be closed in Batch Credit and Collection Task Refresh or Refresh Collection Tasks when there are no longer any manual task accounts receivable transactions for a billing customer.

There are no collection rules that affect manual tasks.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Collection Task Management window.
Show Data	Click this button to display collection tasks based on the selected criteria.
Open Accounts Receivable	Click this button to display Customer Open Accounts Receivable Management, which allows you to manage and view open accounts receivable transactions for the billing customer of the selected collection task.
Payment History	Click this button to display Customer Payment History Inquiry, which allows you to view payments made by a paying customer.
Order	Click this button to display Order Edit, which allows you to view and update information for an order associated with the selected collection task. Note If you are not authorized to use Order Edit, the Order Entry window appears instead, and allows you to view and update information for the associated order. If you are not authorized to use Order Edit or Order Entry, the Order Inquiry window appears instead, and allows you to view order information for the associated order.
Credit	Click this button to display Customer Aging and Credit Inquiry, which allows you to view credit and aging information for customers.
Credit Hold	Click this button to display Credit Hold Inquiry, which allows you to view the reason an order is on credit hold, and then release the order. You can only use this button if the following are true: You select a credit hold task. The only credit hold condition for the selected task is a past due hold. When the sales order was created, the Collection Team Past Due Credit Release check box is selected in Customer Credit Rule Maintenance or the Collection Team Past Due Credit Release Option for Group check box is selected in Group Credit Rule Maintenance. Selecting one of these check boxes allows the collection team to release orders from credit hold if the only credit hold condition is a past due hold. This is sometimes used by larger organizations that have a credit department separate from a collection department. The collection team is sometimes given this option, and these orders appear in Collection Task Management. Example An order goes on hold for credit limit and past due conditions. This order can only be released by the credit team. An order goes on hold for past due conditions only. This order can be released by the credit team or the collection team.
Contacts	Click this button to display Contact Maintenance, which allows you to view, create, edit, and delete customer contacts for the customer of the selected collection task. The icon for this button includes a check mark if contacts exist for the customer associated with the selected collection task.
Customer	Click this button to display Customer Maintenance, which allows you to define customers and prospects.
Apply and Resolve	Click this button to display Open Item Apply and Resolve, which allows you to apply and resolve open accounts receivable transactions.
Attachments	Click this button to display Attachment Entry, which allows you to view and enter attachments for a selected collection task.
Task Notes	Click this button to display Notes Entry, which allows you to view and enter notes for a selected collection task. Note Every time you review a collection task, a note is automatically created to indicate the order was reviewed.

Lookup Tab Fields and Buttons

Field or Button	Description
All Customers	Select this check box to display collection tasks for all billing customers. This check box is selected by default. For information on the functions of billing customers, see Structure and Concepts.
Customer Code	Enter the customer code of a billing customer for which to display collection tasks, or click the Lookup button to select a customer code. This field is only enabled if you clear the All Customers check box. For information on the functions of billing customers, see Structure and Concepts.
Customer Name	Enter the name of a billing customer for which to display collection tasks, or click the Lookup button to select a customer name. This field is only enabled if you clear the All Customers check box. For information on the functions of billing customers, see Structure and Concepts.
All Collection Teams	Select this check box to display collection tasks for all collection teams. This check box is selected by default. For information on setting up collection teams, see Collection Team Maintenance.
Team	Enter a collection team for which to display collection tasks, or click the Lookup button to select a collection team. This field is only enabled if you clear the All Collection Teams check box. For information on setting up collection teams, see Collection Team Maintenance.
From	Enter the first reminder date in a range of dates for which to display collection tasks, or click the drop-down arrow to select a date. This defaults to one year ago.
To	Enter the last reminder date in a range of dates for which to display collection tasks, or click the drop-down arrow to select a date. This defaults to the current date.
Status	Select whether to display open, closed, or both open and closed collection tasks. Every collection task is initially marked as open.
Reviewed	Select whether to display tasks that were reviewed, not reviewed, or both reviewed and not reviewed. Every collection task is initially marked as not yet reviewed. Double-click a task, or click the Credit Hold Inquiry button in the ribbon to mark the task as reviewed. Note If you select Yes, you can select to display tasks last reviewed by all users or a specific user.
Primary Sort	Select a primary method of sorting collection tasks. You can select one of the following: Collection Task Customer Code Customer Name Priority Ascending Priority Descending Reminder Date Status
All Users	Select this check box to display collection tasks last reviewed by all users. This check box is only available if you select the Yes radio button, and is selected by default.
User ID	Enter a user ID to display only collection tasks last reviewed by a specific user, or click the Lookup button to select a user ID. This field is only enabled if you clear the All Users check box.
Secondary Sort	Select a secondary method of sorting collection tasks. You can select one of the following: Collection Task Customer Code Customer Name Priority Ascending Priority Descending Reminder Date Status
All Tasks	Select this check box to display all collection task types. This check box is selected by default.
Reminder	Select this check box to display reminder tasks. This check box is only enabled if you clear the All Tasks check box.
Past Due	Select this check box to display past due tasks. This check box is only enabled if you clear the All Tasks check box.
Dispute	Select this check box to display dispute tasks. This check box is only enabled if you clear the All Tasks check box.
NSF	Select this check box to display NSF tasks. This check box is only enabled if you clear the All Tasks check box.
Collection Agency	Select this check box to display collection agency tasks. This check box is only enabled if you clear the All Tasks check box.
Credit Hold	Select this check box to display credit hold tasks. This check box is only enabled if you clear the All Tasks check box.
Manual	Select this check box to display manual tasks. An accounts receivable transaction can be marked to be a manual task in Customer Open Accounts Receivable Management. This check box is only enabled if you clear the All Tasks check box.
Prepayment Invoice	Select this check box to display prepayment invoice tasks. This check box is only enabled if you clear the All Tasks check box.
Collection Tasks	This grid displays collection tasks based on the selected criteria. This grid includes the following columns: Reminder Date - Enter the next date you want each collection task to appear. This defaults to the day the collection task was created, but can be manually overridden. Customer Name - This column displays the billing customer name for each collection task. Collection Team - This column displays the collection team associated with the billing customer for each collection task. Collection Task - This column displays one of the following collection task types for each collection task: Reminder, Past Due, Dispute, NSF, Collection Agency, Credit Hold, or Manual. Order Number - This column displays the sales order number for credit hold tasks. Order Amount - This column displays the amount of the order for each collection task associated with an order. Priority - Enter a priority for each collection task. The priority can be between 0 and 9, and can be in ascending or descending order. Task Status - This column displays the status (Open or Closed) for each collection task. Reviewed - The check box in this column is selected for each collection task that has been reviewed. A task is automatically marked for review when you double-click it. Last User To Review - This field displays the user ID of the last user to review each collection task. Reviewed Date - This column displays the date each collection task was last reviewed. Reviewed Time - This column displays the time each collection task was last reviewed. Created By - This column displays the user ID of the user that created each collection task. Created Date - This column displays the date each collection task was created. Created Time - This column displays the time each collection task was created. Oldest Past Due - This column displays the past due bucket name of the oldest accounts receivable transactions. Day of Week - This column displays the day of the week associated with the reminder date for each collection task. Collection Agency - This column displays the collection agency associated with the billing customer for each collection task. Credit Status - This column displays the status code for credit hold tasks. Credit Release - Select the check box in this column to release orders for credit hold collection tasks. This is a quick way to release orders that are only on past due hold. Closed Date - This column displays the date each collection task was closed. Closed by - This column displays the user ID of the user that closed each collection task. Customer Code - This column displays the billing customer code for each collection task. Status Note - Enter additional information for each collection task.
Tasks	This field displays the total number of displayed tasks.