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Microsoft Dynamics GP

Collections Management

Copyright Limitation of liability

Copyright 2010 Microsoft. All rights reserved. This document is provided as-is Information and views expressed in this document, including . URL and other Internet Web site references, may change without notice. You bear the risk of using it. Some examples depicted herein are provided for illustration only and are fictitious. No real association or connection is intended or should be inferred.

Intellectual property

This document does not provide you with any legal rights to any intellectual property in any Microsoft product. You may copy and use this document for your internal, reference purposes.

Trademarks

Microsoft, Microsoft Dynamics, and Outlook are trademarks of the Microsoft group of companies. FairCom and c-tree Plus are trademarks of FairCom Corporation and are registered in the United States and other countries. All other trademarks are property of their respective owners.

Warranty disclaimer

Microsoft Corporation disclaims any warranty regarding the sample code contained in this documentation, including the warranties of merchantability and fitness for a particular purpose. Use of this product is covered by a license agreement provided with the software product. If you have any questions, please call the Microsoft Dynamics GP Customer Assistance Department at 800-456-0025 (in the U.S. or Canada) or +1-701-281-6500.

License agreement

Publication date

May 2010

ContentsIntroduction ............................................................................................................................................... 1Whats in this manual...................................................................................................................................1 Symbols and conventions ............................................................................................................................2 Resources available from the Help menu..................................................................................................2 Send us your documentation comments ...................................................................................................4

Chapter 1: Collections Management Setup ................................................................. 5Setting up Collections Management ..........................................................................................................5 Setting up fax printer and invoice formats ...............................................................................................7 Setting up a collector ID...............................................................................................................................8 Setting up a collector signature...................................................................................................................9 Setting up collector security for notes and customer records ..............................................................10 Setting up reminder levels......................................................................................................................... 11

Chapter 2: Customers.................................................................................................................... 13Entering customer collection information...............................................................................................13 Creating an action ID..................................................................................................................................14 Assigning customer accounts to a different credit manager ................................................................15

Chapter 3: Daily procedures .................................................................................................... 17Collection Management Main Window overview .................................................................................17 Viewing collection information.................................................................................................................18 Entering customer notes and tasks...........................................................................................................19 Working with collector tasks .....................................................................................................................20 Deleting collections notes ..........................................................................................................................21 Creating a customer query ........................................................................................................................22 Calculating average sales per day ............................................................................................................24

Chapter 4: Collections documents and letters ...................................................... 27Modifying predefined collections letters.................................................................................................27 Creating new collections letters ................................................................................................................28 Creating reminder letters...........................................................................................................................29 Printing collections letters .........................................................................................................................32 Printing collections statements and invoices ..........................................................................................34 Sending letters to customers by e-mail....................................................................................................34 Printing collections reports........................................................................................................................36

Chapter 5: Collections inquiries .......................................................................................... 39Viewing uncompleted customer documents ..........................................................................................39 Viewing customer payment information ................................................................................................42 Viewing customer receivables information.............................................................................................43

COLLECTIONS

MANAGEMENT

i

C O N T E N T S

Chapter 6: Letter functions ...................................................................................................... 45Invoice functions.........................................................................................................................................45 Aging period functions ..............................................................................................................................47 Customer information functions ..............................................................................................................47 Collector information functions................................................................................................................48 Reminder letters functions ........................................................................................................................49

Index .............................................................................................................................................................. 53

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C O L L E C T I O N S

M A N A G E M E N T

IntroductionYou can use Collections Management to create a list of customers that meet specific user-defined criteria. For example, you can run a query on Monday to generate a list of customers that have an overdue balance on that day. When you run the same query on Tuesday, customers who have made a payment will be removed from the list and other customers with newly overdue payments will be added to the list. You also can create customer notes and tasks, mark tasks completed or paid, print a task list, and use the tasks list to locate customer contact information. You also can use Collections Management to complete the following tasks: Enter customer information Create an action ID to keep track of an activity Transfer customer accounts to different credit managers Enter new customer notes and tasks Add descriptions to the predefined letters that are provided Create new collections letters, such as reminder letters Send letters to customers using e-mail Calculate the average sales per day Calculate the average number of days that payments are outstanding in a rolling period

This introduction is divided into the following sections: Whats in this manual Symbols and conventions Resources available from the Help menu Send us your documentation comments

Whats in this manualThis manual is designed to give you an understanding of how to use the features of Collections Management, and how it integrates with the Microsoft Dynamics GP system. To make best use of Collections Management, you should be familiar with systemwide features described in the System Users Guide, the System Setup Guide, and the System Administrators Guide. Some features described in the documentation are optional and can be purchased through your Microsoft Dynamics GP partner. To view information about the release of Microsoft Dynamics GP that youre using and which modules or features you are registered to use, choose Help >> About Microsoft Dynamics GP. The manual is divided into the following chapters: Chapter 1, Collections Management Setup, explains how to set