Summary

If an outstanding invoice is generated and processed in collections two transactions will take place. The original invoice is adjusted to zero and a new AR customer account is created and labeled AR Collection Account.

Step by Step

1     Open or create an AR Collections batch.

• Open the Collections Batches window (AP> Collections). The Batches window will display all the open Collections batches.
• Select a batch and click DETAILS to open the selected batch.
• Select a batch and click the Delete button to delete the selected batch. All uncommitted transactions in the batch will be deleted.
• Click the Create New Batch button to create a new batch. This will open the Create Batch window.
  • If there are open batches in the Collections process, you can create a new batch without affecting the open batches.
• The Batch Month and Batch Year fields default to the current date and are used for reference only and do not affect the transaction or journal entry date of the transactions in the batch. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate ste
• Click CREATE to create the new Collections batch.

2     Open the Batch Overview page. 

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Collections process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag   must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Collections process.

3     Generate the collections.

• Open the Generate Collections window (AR> Collections> Generate).
• Click the Age From drop-down menu to select either Transaction Date or Due Date. This will determine which date you will age from.
  • The Age From Date will default to today's date.
• The Minimum Age Days field is used to limit the accounts you would like to include in the batch by age days.
• The Action field allows you to specify how AR balances will be processed.
  • Select Move to new cycle (default behavior) to create new transactions for the balances in a new billing cycle.
  • Select Write off balances to set the account balance to zero on commit.
• Enter a New Account Cycle or click the field search button   to select a billing cycle from a list.
• The New Tran Date will default to the current date, but you can override it. It is the date that will be associated with the collections on the customer’s account.
  • The transaction date will also be used on the description of the invoice and the accounts created by the Collections process.
• Enter a New Due Date. This is a required field and the specified date can be used in the future for calculating penalties.
• Check the Billing Cycles toggles that contain the transactions you would like to send to collections.
  • If the billing cycle you want is not in the field there is already a collections batch started for that billing cycle.
• Check the Fee toggles you would like to send to collections.
  • Check the toggle in the section header to highlight all of the displayed fees.
• Click ADD to add accounts to the Account data grid.
  • Filter the displayed accounts and click the Select button when you have selected an account to include in the Collections batch.
  • Selecting an account to include in the batch will override the filters above. If you add accounts to the Accounts section, only those accounts will be included in the batch.
• Click the Submit button when complete. This will close the Generate AR Collections window.
  • If there are no invoices generated in the batch, the batch will close and delete.

4     Edit the AR Collections Charges.

• Open the Edit window (AR> Collections> Edit).
• The Edit window is used to remove unwanted accounts from the collections batch.
• Select an account and click REMOVE and confirm to remove that account from the batch.

5     Print the Proof List. 

• Open the Proof List window (AR> Collections> Proof List).
• The Report Type drop-down menu is used to specify the amount of detail that will be included in the report.
  • The Summary report displays the Invoice Number, Transaction Date, Customer Name, Account Number, Description, Amount, and report Total. This report does not provide the line item detail of the Detail report.
  • The Detail report will display everything included in the Summary report as well as the Fee Code, Debit Account, and Credit Account. The report is totaled by Invoice and Report.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

6     Print the GL Distribution Report.

• Open the GL Distribution window (AR> Collections> GL Distribution).
• Enter a Journal Entry date. This date will determine the fiscal period of the journal entry.
• The Report Type drop-down menu is used to specify the amount of detail that will be included in the report.
  • The Summary report displays the Fund, Account Number, Description, Debit Amount, and Credit Amount. The report also provides totals by Fund and Report.
  • The Detail report displays everything included in the Summary report as well as the line item details for each fund included in the report.
• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

7     Print the Turnover Report.

• Open the Turnover Report window (AR> Collections> Turnover Report).
• The Collections Turnover report is the report you would submit to a collections agency.
• The Social Security Number Options field is used to select how the social security numbers on the employee records will display on the report.
  • Select Do not print if the social security numbers should not display on the report. The SSN column will still display on the report, but the social security numbers will display as ***-**-****.
  • Select Print Last 4 Digits if the last four digits of each employee record should display on the report.
  • Select Print Full SSN if the entire social security number should display on the report.
• The Driver's License Number Options field is used to select how the driver's license numbers on the employee records will display on the report. These options are similar to the SSN options.
• The Turnover Report will display the Customer Number, Customer Name, Account Number, Account Description, Social Security Number, Driver's License Number, Mailing Address, Transaction Type, Invoice Number, Transaction Date, Invoice Description, the Amount to Collections, and the report total.
  • The Turnover report has been modified to show a positive amount in the Amount to Collections column.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

8     Export the Turnover report.

• Open the Turnover Export window (AR> Collections> Turnover Export).
• The Export step will create an ASCII CSV file containing the same information that is included in the Turnover Report processed above.
• The Configuration drop-down menu is used to select the standard Turnover Export or a user-configured data export file.
  • User-configured export files are created and maintained on the Export Configuration Maintenance window (SS> Maintenance> Export Configuration).
  • The Option fields below will be disabled when exporting a user-configured file.
• The Social Security Number Options field is used to select how the social security numbers on the employee records will display on the report.
  • Select Do not print if the social security numbers should not display on the report. The SSN column will still display on the report, but the social security numbers will display as ***-**-****.
  • Select Print Last 4 Digits if the last four digits of each employee record should display on the report.
  • Select Print Full SSN if the entire social security number should display on the report.
• The Driver's License Number Options field is used to select how the driver's license numbers on the employee records will display on the report. These options are similar to the SSN options.
• Click the Export Settings button to preview the formatting for the exported report.
• Click the Submit button to export the report.
  • You can view the progress of the export on the Jobs Viewer window (SS> Utilities> Show Scheduled Jobs).

9     Commit the AR Collections batch.

• Open the Commit Collections window (AR> Collections> Commit).
• The Journal Entry date field will populate with the date that was entered when creating the Distribution Report list in AR> Collections> GL Distribution. This date will determine which fiscal period and year the journal entries will be posted to. If you want to modify the date that is in this field you will have to return to the GL Distribution step. If you return to the GL Distribution step you will have to reprint the Turnover Report.
• Click the Commit button to commit the batch.
• The format of the account and invoice descriptions created by the Collections process is AR Collections MM/DD/YYYY.
  • The date used in the description is the Transaction Date entered on the Generate step of the process.
  • The format of the Collections accounts allows you to see when an account was sent to collections in AR.