Log Collection Calls

Accounts Receivable Menu -> Collections -> Log Collection Calls

After the collection call has been made to the customer, record the call and make notes using this Log Calls utility.
 Refer to the A/R Daily / Weekly Procedure for procedural information and process flow.

The notes recorded by call date can be printed on the Print Call List the next time it is printed.
 Any child invoices and payments are included in the parent customer account balances and they are not displayed separately for the child customer number.

CUSTOMER NUMBER

Type in the customer's number, or type in the first few characters of the customer alpha-key for a matching list of customers, or use the customer look up window as outlined in Accounting Customer Search.

ACCOUNT BALANCE

The customers posted account balance displays.
 This an information field only and cannot be modified.

UN-POSTED INVOICES

This field is only displayed if the option to Include Current Invoices in Customer Account is activated in the Company Security Parameters.

The sum of any unposted invoices for this customer displays.
 This an information field only and cannot be modified.

AVG COLLECTION

The average days that this customer takes to make payment displays.
 This an information field only and cannot be modified.

DATE OF CALL

Accept today's date, or type in the correct date the customer was contacted.

DATE OF NEXT CALL

Initially the date of the prior "next call" is displayed, and this is updated when the Date Of Call is entered to display as due 7 days later.
 Accept this default recall date of 1 week or enter the preferred date to recall the client if the overdue invoices are not paid.

Note: If payment is received before this date, the next call date will be ignored and the customer will not appear on the Call List.

CREDIT LIMIT

Accept the limit or over-type it with a new limit to update the customer's record in CustomerInformation.
 If the Credit Limit is changed an audit record is written to Override Report.

The Prompt for Clerk Changing Customer Credit flag in the Company Security Parameters can be set to prompt the operator for his clerk code when the Credit Limit or Credit Rating is changed as outlined in Clerk Confirmation.
 For further security the Check Operator Password control can also be set to require password verification to make the credit information change.

A setting in the Company Security Parameters can be set to prompt the operator for a valid Reason Code for over-rides including changing the Credit Limit, as outlined in Prompt for Reason Code.

DATE CREDIT REVIEWED

The date of the last credit review will display.
 Accept the date or over-type it with the correct credit reviewed date.

CREDIT RATING

Accept the customer current credit rating or over-type it with the new credit rating, or select one from the drop-down list, to update the customer's record in CustomerInformation and if the Credit Rating is changed for a Parent customer then all the associated Child customer records will also be updated.
 If the Credit Rating is changed an audit record is written to Override Report.

The Prompt for Clerk Changing Customer Credit flag in the Company Security Parameters can be set to prompt the operator for his clerk code when the Credit Limit or Credit Rating is changed as outlined in Clerk Confirmation.
 For further security the Check Operator Password control can also be set to require password verification to make the credit information change.

A setting in the Company Security Parameters can be set to prompt the operator for a valid Reason Code for over-rides including changing the Credit Rating, as outlined in Prompt for Reason Code.

PAYABLES CONTACTS #1

Accept the current payables contact or over-type it with the correct contact name to update the customer's record in CustomerInformation.
 These names appear on Aged A/R Reports, the Collection Call List and the Customer Account Inquiry to assist when contacting the customer.

PAYABLES CONTACTS #2

Accept the current payables contact or over-type it with the correct contact name to update the customer's record in CustomerInformation.

TELEPHONE NUMBER

Accept the phone # or over-type it with the correct # to update the customer's record in CustomerInformation.

FAX NUMBER

Accept the Fax # or over-type it with the correct # to update the customer's record in CustomerInformation.

COMMENT

Accept the current customer comment or over-type it with a new comment to update the customer's record in CustomerInformation.
 This comment line appears during contract and invoice entry for the counter clerks to view.
 It does not print on the documents.

CUSTOMER NOTES

Window to view the Customer Notes, as outlined in Customer Notes.

Note: A window is provided on the Notes detail to view the customer's account as outlined in the detail section of Customer Account Inquiry.

COLLECTION COMMENTS

Window to view the Collection Comments for this customer, as outlined in Collection Comments.

Note: A window is provided on the Notes detail to view the customer's account as outlined in the detail section of Customer Account Inquiry.

REASON FOR CALL

Enter an optional reason code can to be assigned to the next collection call that is planned for this customer, or select one from the drop-down list as setup in Call Reasons.

The date of the next planned call and the reason for that call are then included on the collection report information generated from Print Call List.
 The Next Call information including the reason and the date, can also be viewed in the "Credit Information" window in Customer Information.

PAYMENT EXPECTED

This field can be used to record the date a payment from the customer is expected.
 It is an information only field, that can also be viewed in the "Credit Information" window in Customer Information.

Finished?

Click the ACCEPT button to accept the log entries or CANCEL button to abort the process.

Print Invoice Queue If Counter Invoices have been selected for printing in the Account Activity window, with a check mark in the 'P' PRINT column, the Invoices to be Printed queue displays on the screen with the Date, Invoice #, Original Amount, and Balance for each invoice.
 Invoices can be deleted from the queue as required.

Finished?
 A printer can be selected from the Printer option located on the menu bar at the top of the screen.

Click ACCEPT to print the invoices or CANCEL to abort.

Topic Keyword: ARCF40