Summary

Comments are an optional feature that can be used to add comments to UB customer accounts to track customer communications or customer service issues. For example, "09/15/10-Customer called regarding their past due balance." Comments can also be used to add alerts to UB customer accounts that will display when the account is opened in either the Cash Entry window (CR> Cash Receipts) or the UB module (UB> Maintenance> Account). The alert will display as an information window and it will display the description of the comment. For example, "Only accept cash from this customer." 

Comments are entered on UB customer accounts using the Comment tab of the Account Master Maintenance window (UB> Maintenance> Account> Comment tab). When entering a comment on a UB customer account, you must select a comment status. The comment status groups and classifies the comments on reports and can be used to add the alert to the customer account. Comment statuses are created and maintained on the Comment Status Maintenance window (UB> Maintenance> Comment Status).

After comments have been attached to customer accounts, you can run the Comments by Status Report (UB> Reports> Comments by Status) to view a list of comments that have been added to customer accounts.

Comments can also display on the Aging, Proof List and Shut Off Report generating in the Past Dues process (UB> Past Dues).

Step by Step

1     Open the Account Master Maintenance window of the customer you would like to add the comment to (UB> Maintenance> Account).

• Open the Comment tab. The Comments tab is used to add and display the customer comments on the UB customer account.

2     Create a comment.

• Click the Create icon to add a new comment to a UB customer account. This will create a new line item in the Comments section of the window.
  • You can also create a new comment by pressing INSERT.
• Select a Status from the drop-down menu.
  • Only comment statuses that have been created on the Comment Status Maintenance window (UB> Maintenance> Comment Status) will display in the drop-down menu.
  • The comment status will determine if the comment status will create an alert window.
  • After a status is selected, the Status Description field will populate with the value entered in the Description field of the comment (UB> Maintenance> Comment Status> Description field).
  • The Status will default to the comment status with the lowest value sorted alphabetically. This will be the Active status unless you have created a comment status that precedes it.
• The Creation Date field will populate with the current date and cannot be modified.
  • When running the Comments by Status report (UB> Reports> Comments by Status), the report can be filtered by the Creation Date if you enter a date in the Entry Date From and/or Entry Date To fields.
• The Close Date is used to enter the date a comment is closed. This date will populate with the current date if you select the Closed comment status from the Status drop-down menu.
  • Entering a close date will not change the status of the comment status to Closed.
• The Creator field will populate with the username of the Springbrook Application user that is creating the comment.
• Enter the comment in the Comment Body section of the window.
  • You can paste the text from a document into the Comment Body section by right clicking the mouse inside the section.
    • You can also paste text into the section by pressing CTRL+V.
  • The right click feature also allows you to cut and copy the text in the Comment Body section.
• Click the Save icon when complete.

3     Change the status or close a comment.

• If you change the status of an existing comment, the alerts attached to the status will no longer apply and the popup windows will not display.
• Select Closed from the drop-down menu to close a comment. This will populate the Close Date field with the current date. Once a comment has been closed, you can filter comments by close date in the Comments by Status Report in UB> Reports.
  • If you enter a date in the Closed Date field that is in the future but you do not change the comment status to Closed, the comment will not automatically close when the close date is reached.
• Click the Save icon when complete to save the changes to the Comment tab.