Group Collection Rule Maintenance

Menu Path: Credit and Collections $Images\bluerarw.gif$ Module Setup $Images\bluerarw.gif$ Collection $Images\bluerarw.gif$ Group Collection Rule Maintenance

Purpose

Define valid collection groups and collection divisions.

Overview

Use Group Collection Rule Maintenance to define valid collection groups and collection divisions for the following purposes:

Creating default collection options (to avoid having to set these up individually for every billing customer)
Analyzing data - Collection group and/or collection division selection is available in Collection Management Aging Analysis. Also, these fields can be used for custom reporting and/or Cognos Business Intelligence purposes.

Every billing customer must be assigned to a collection group and a collection division.

Note You should organize billing customers into logical collection groups and collection divisions. For example, you could use collection groups to group billing customers that have the same processing options. You could use collection divisions to group billing customers that are in the same industry.

For database information for this window, see Group Collection Rule Maintenance Database Information.

Creating Collection Groups and Collection Divisions

To create a collection group or collection division:

Select the Collection Groups or Collection Divisions radio button.
Click the New button in the ribbon.
Enter the code and name for the collection group or collection division.
Enter the collection rules for the collection group or collection division.
Click the OK button in the ribbon. The collection group or collection division is created.

Updating Collection Groups and Collection Divisions

To update a collection group or collection division:

Select the Collection Groups or Collection Divisions radio button.
Enter the collection group or collection division code in the Collection Group Code or Collection Division Code field.
Click the Update button in the ribbon.
Edit the collection rules for the collection group or collection division.
Click the OK button in the ribbon. The collection group or collection division is updated.

Deleting Collection Groups and Collection Divisions

To delete a collection group or collection division:

Select the Collection Groups or Collection Divisions radio button.
Enter the collection group or collection division code in the Collection Group Code or Collection Division Code field.
Click the Delete button in the ribbon. The Confirm Delete dialog box appears, and asks you to confirm the deletion of the collection group or collection division.
Click the Yes button. The collection group or collection division is deleted.

Note You cannot delete a collection group or collection division if it has already been assigned to a billing customer.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Group Collection Rule Maintenance window.
New	Click this button to create a new collection group or collection division.
Update	Click this button to update the selected collection group or collection division.
Delete	Click this button to delete the selected collection group or collection division.
OK	Click this button to accept an action. This button is only available after you click the New, Update, or Delete button in the ribbon.
Cancel	Click this button to cancel an action. This button is only available after you click the New, Update, or Delete button in the ribbon.
First	Click this button to display the first collection group or collection division.
Prev	Click this button to display the previous collection group or collection division.
Next	Click this button to display the next collection group or collection division.
Last	Click this button to display the last collection group or collection division.

Fields and Buttons

Field or Button	Description
Navigation	Select whether to view, create, update, or delete collection groups or collection divisions.
Display Currency	Click the Lookup button to select the currency for all amounts displayed in this window. This field defaults to the default general ledger currency. The Lookup button is disabled when you are creating or updating a collection group or collection division.
Collection Group Code/Collection Division Code	Enter the collection group code or collection division code, or click the Lookup button to select an existing collection group code or collection division code.
Name	Enter a name for the collection group or collection division.
Sequence	Enter a number for the display sequence if you want the collection group or collection division to display in an order other than by code.

Collection Tasks Tab Fields and Buttons

Field or Button	Description
Refresh Collection Tasks	Select this check box to have collection tasks automatically refreshed when Collection Task Refresh is run. Tasks will then appear in Collection Task Management. Note If you are in regular contact with certain large customers (e.g., Wal-Mart) to resolve open accounts receivable items and do not need to be reminded, clear this check box.
Past Due Grace Days	Enter the number of days to add to the due date before considering a transaction past due for collection task purposes. Example The due date for an invoice is 6/30/2020 and the grace days is 7. This invoice is not considered past due for creating a collection task until 7/8/2020.
Minimum Past Due Balance	Enter a minimum past due balance for creating collection tasks. In Collection Task Refresh, collection tasks are created based on past due accounts receivable transactions. This field provides a way to avoid creating a collection task for a minor past due balance. Example If all past due invoices equal 75, and the minimum past due balance is 100, then no collection task will be created. Note If both the Minimum Past Due Balance and Minimum Past Due Percentage fields are used, then both conditions must be met prior to creating a collection task.
Minimum Past Due Percentage	Enter a minimum past due percentage for creating collection tasks. In Collection Task Refresh, collection tasks are created based on past due accounts receivable transactions. This field provides a way to avoid creating a collection task for a minor past due balance measured on a percentage basis. Example If the past due accounts receivable balance equals 10,000, the total accounts receivable outstanding is 100,000, and the minimum past due percentage is 5%, then the past due percentage is 10% (10,000 / 100,000) and a collection task is created. Note If both the Minimum Past Due Balance and Minimum Past Due Percentage fields are used, then both conditions must be met prior to creating a collection task.
Due Date Reminder	Select this check box if you want the software to create reminder collection tasks to remind customers of soon-to-be-due invoices, based on the reminder lead days entered in the Reminder Lead Days field.
Reminder Minimum Amount	If the Due Date Reminder check box is selected, enter the minimum amount of invoices for which to create reminder collection tasks.
Reminder Lead Days	If the Due Date Reminder check box is selected, enter the number of days prior to invoice due dates for which to create reminder collection tasks.
Reminder Priority	If the Due Date Reminder check box is selected, enter the priority to assign to reminders when creating reminder collection tasks. Note Priority can be in ascending or descending priority.
Create Prepayment Invoice Reminder Tasks	Select this check box to create prepayment invoice reminder tasks that indicate when open accounts receivable transactions and associated prepayment transactions can be cleared for customers in the collection group or division. For information on processing accounts receivable prepayments, see Accounts Receivable Prepayment Process Flow.

Past Due Balance Tab Fields and Buttons

Field or Button	Description
Offset Unapplied Payments	Select this check box to offset unapplied payments against the oldest past due invoices to determine whether to create a past due collection task. Example There are two past due invoices totaling 2000. There are three unapplied payments totaling 1800. If this check box is selected, then the past due balance is considered to be 200, otherwise it is 2000.
Offset Credit Memos	Select this check box to offset credit memos against the oldest past due invoices to determine whether to create a past due collection task. Example There are two past due invoices totaling 2000. There are three credit memos totaling 1800. If this check box is selected, then the past due balance is considered to be 200, otherwise it is 2000.
Offset On-Accounts	Select this check box to offset on-accounts against the oldest past due invoices to determine whether to create a past due collection task. Example There are two past due invoices totaling 2000. There are three on-accounts totaling 1800. If this check box is selected, then the past due balance is considered to be 200, otherwise it is 2000.
Include Debit Memos	Select this check box to include debit memos in the calculation of past due balance to determine whether to create a past due collection task. Example There are two past due debit memos totaling 1000. If this check box is selected, then the past due balance includes this 1000, otherwise these debit memos are excluded.
Include Finance Charges	Select this check box to include finance charges in the calculation of past due balance to determine whether to create a past due collection task. Example There are two past due finance charges totaling 500. If this check box is selected, then the past due balance includes this 500, otherwise these finance charges are excluded.
Include Chargebacks	Select this check box to include chargebacks in the calculation of past due balance to determine whether to create a past due collection task. Example There are two past due chargebacks totaling 2500. If this check box is selected, then the past due balance includes this 2500, otherwise these chargebacks are excluded.
Include Disputed Invoices	Select this check box to include disputed invoices in the calculation of past due balance to determine whether to create a past due collection task. Example There are two past due disputed invoices totaling 300. If this check box is selected, then the past due balance includes this 300, otherwise these disputed invoices are excluded.
Include C.O.D. Invoices	Select this check box to include C.O.D. invoices in the calculation of past due balance to determine whether to create a past due collection task. Example There are two past due C.O.D. invoices totaling 200. If this check box is selected, then the past due balance includes this 200, otherwise it is excluded.

Past Due Buckets Tab Fields and Buttons

Field or Button	Description
Past Due Days	Enter the number of days to include in the past due bucket you are creating. These past due buckets are displayed for billing customers in Collection Task Management. Example If the first past due bucket being created is 1-15 days past due, enter 15. If the 2nd past due bucket being created is 31-40 days, enter 10. Note The last bucket must contain 999 past due days. This will help prevent situations where significantly past due transactions might be excluded.
Priority	Enter the priority assigned to a past due task in Collection Task Management.
Add	Click this button to add another past due bucket to the Collection Aging grid.
Remove	Click this button to remove the selected past due bucket from the Collection Aging grid.
Collection Aging	This grid displays collection aging buckets for the collection group or collection division. This grid includes the following columns: Past Due Bucket # - This column displays the sequential number of each past due bucket. Example If the first past due bucket is for 1-15 days past due, then this bucket is bucket 1. Past Due Days - Enter the past due days for each bucket. Past Due Aging Label - Enter the label associated with each past due bucket. This label initially defaults based on the previous buckets past due days, but can be manually overridden. Example If the first past due bucket being created has 15 past due days, then the label defaults to 1-15 . Priority - Enter the priority assigned to a past due task in Collection Task Management. This defaults to buckets of 30, 30, 30, and 999 days.