Collection Task Refresh

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

Purpose

Create, update, and/or close collection tasks.

Overview

Use Collection Task Refresh to create and/or update collection tasks that appear in Collection Task Management. Collection Task Refresh should be run for all customers during off-hours (e.g., 1 AM each morning) using Scheduling Assistant.

$Images\warning.gif$ Use the database server as Scheduling Assistant to complete the refresh process quickly.

Collection Task Creation and Closing

This program is unbundled into several processing sections:

Creation of new collection tasks
Closing of existing collection tasks

The Creation and/or Closing sections of this program are also executed in the background for specific customers in certain programs (see table below). This helps to keep Collection Task Management up-to-date dynamically throughout the day, rather than having to wait until the next day for updated information.

The following table lists programs that create or close each type of collection task.

	Collection Task Refresh	Customer Collection Rule Maintenance	Batch Credit and Collection Task Refresh	Non Sufficient Funds Reverse Deposit Entry	Customer Open Accounts Receivable Management
Reminder	Create/Close	Create/Close	Create/Close
Past Due	Create/Close	Create/Close	Create/Close
Disputed Invoice	Create/Close	Create/Close	Create/Close
NSF Payment	Close		Close	Create
Collection Agency	Create/Close	Create/Close
Manual	Close				Create/Close

Processing Performed

The following table lists the processing performed when you refresh collection tasks:

Collection Task	Create/Close Process
Reminder	Reminder Collection Tasks are defined for billing customers in Group Collection Rule Maintenance and/or on the Collection Tasks tab in Customer Collection Rule Maintenance. There can only be one open reminder collection task per billing customer. If the billing customer has an open reminder collection task and there are no more reminder invoices that have yet to be reminded, the collection task is closed.
Past Due	Past Due rules are defined for billing customers in Group Collection Rule Maintenance and/or on the Collection Tasks tab in Customer Collection Rule Maintenance. There can only be one open past due collection task per billing customer. If the billing customer has an open past due collection task and is no longer past due, the collection task is closed. Note If there is an open past due collection task, the oldest past due column is updated if it changes.
Dispute	Any accounts receivable transaction can be marked as disputed in Customer Open Accounts Receivable Management. If there is a disputed accounts receivable transaction, a dispute collection task is created. There can only be one open dispute collection task per billing customer. If there is an open dispute collection task, and there are no more accounts receivable transactions marked as disputed, this collection task is closed automatically. Disputes are given a priority of 5 (midpoint of 0-9).
NSF	During Non Sufficient Funds Reverse Deposit Entry, a NSF collection task is created. When it is paid, it is closed automatically.
Collection Agency	A collection agency collection task is created when a customer is assigned to a collection agency. Note A collection agency collection task is mutually exclusive with a past due task (the two cannot exist for the same billing customer). If there is an open past due task, it is changed to a collection agency task when a collection agency is assigned.
Manual	A manual collection task is created in Customer Open Accounts Receivable Management by selecting the check box in the Manual Task column. If there is an open manual collection task, and there are no more accounts receivable transactions marked as manual, this collection task is closed automatically.

Other Refresh Processing

Process	Description
DSO Net Open Balance	The Net Open Balance used for Days Sales Outstanding (DSO) calculations is updated (dso-net-open-amt in eis-monthly-cust-ar).
High A/R Balance	The high accounts receivable balance is updated if the current accounts receivable balance is higher than the previous high accounts receivable balance (high-balance in eis-monthly-cust-ar).

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Collection Task Refresh window.
Print	Click this button to refresh collection tasks for the selected range of billing customers.

Select Tab Fields and Buttons

Field or Button	Description
All Customer Names	Select this check box to refresh collection tasks for all billing customer names. This check box is selected by default.
From (Customer Name)	Enter the first customer name in a range of billing customers for which to refresh collection tasks, or click the Lookup button to select a customer name. This field is only enabled if you clear the All Customer Names check box.
To (Customer Name)	Enter the last customer name in a range of billing customers for which to refresh collection tasks, or click the Lookup button to select a customer name. This field is only enabled if you clear the All Customer Names check box.
All Customer Codes	Select this check box to refresh collection tasks for all billing customer codes. This check box is selected by default.
From (Customer Code)	Enter the first customer code in a range of billing customers for which to refresh collection tasks, or click the Lookup button to select a customer code. This field is only enabled if you clear the All Customer Codes check box.
To (Customer Code)	Enter the last customer code in a range of billing customers for which to refresh collection tasks, or click the Lookup button to select a customer code. This field is only enabled if you clear the All Customer Codes check box.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. If you select this option, you cannot output using Scheduling Assistant. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information. If you select this option and select to output to Scheduling Assistant, you are prompted to select recipients for an email, and Scheduling Assistant sends an email with the report attached as an Excel file.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	Select whether the task is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs, and optionally set up an alert to be created when the task completes. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.