COLLECTIONS MANAGEMENT Microsoft Dynamics GP 2013 Version 2015.1 March, 2015 CONTENTS CHAPTER 1: INTRODUCTION TO COLLECTIONS MANAGEMENT ............................................................................5 COLLECTIONS MANAGEMENT........................................................................................................................................................................ 5 FEATURES AND BENEFITS ............................................................................................................................................................................. 5 CHAPTER 2: COLLECTIONS MANAGEMENT SETUP ................................................................................................6 INSTALLATION AND REGISTRATION OF COLLECTIONS MANAGEMENT ..................................................................................................................... 6 SETTING UP COLLECTIONS MANAGEMENT ....................................................................................................................................................... 7 SETTING UP FAX PRINTER AND INVOICE FORMATS ............................................................................................................................................ 10 SETTING UP A COLLECTOR ID ...................................................................................................................................................................... 11 SETTING UP A COLLECTOR SIGNATURE .......................................................................................................................................................... 12 SETTING UP COLLECTOR SECURITY FOR NOTES AND CUSTOMER RECORDS .............................................................................................................. 13 SETTING UP REMINDER LEVELS .................................................................................................................................................................... 15 CHAPTER 3: CUSTOMERS.................................................................................................................................... 16 ENTERING CUSTOMER COLLECTION INFORMATION ........................................................................................................................................... 16 CREATING AN ACTION ID ........................................................................................................................................................................... 17 ASSIGNING CUSTOMER ACCOUNTS TO A DIFFERENT CREDIT MANAGER ................................................................................................................ 19 CHAPTER 4: DAILY PROCEDURES ........................................................................................................................ 21 COLLECTIONS MANAGEMENT MAIN WINDOW OVERVIEW ................................................................................................................................ 21 VIEWING COLLECTION INFORMATION ............................................................................................................................................................ 22 ENTERING CUSTOMER NOTES AND TASKS ....................................................................................................................................................... 23 WORKING WITH COLLECTOR TASKS ............................................................................................................................................................... 25 DELETING COLLECTIONS NOTES .................................................................................................................................................................... 26 CREATING A CUSTOMER QUERY ................................................................................................................................................................... 27 CALCULATING AVERAGE SALES PER DAY ....................................................................................................................................................... 29 CHAPTER 5: COLLECTIONS DOCUMENTS AND LETTERS ...................................................................................... 32 MODIFYING PRE-DEFINED COLLECTIONS LETTERS ............................................................................................................................................ 32 CREATING NEW COLLECTIONS LETTERS ......................................................................................................................................................... 34 CREATING REMINDER LETTERS .................................................................................................................................................................... 35 PRINTING COLLECTIONS LETTERS ................................................................................................................................................................. 38 PRINTING COLLECTIONS STATEMENTS AND INVOICES ....................................................................................................................................... 40 SENDING LETTERS TO CUSTOMERS BY E-MAIL................................................................................................................................................. 41 PRINTING COLLECTIONS REPORTS ................................................................................................................................................................ 43 CHAPTER 6: COLLECTIONS INQUIRIES ................................................................................................................. 46 VIEWING OPEN CUSTOMER DOCUMENTS ...................................................................................................................................................... 46 VIEWING CUSTOMER PAYMENT INFORMATION............................................................................................................................................... 48 VIEWING COLLECTOR PERFORMANCE ........................................................................................................................................................... 49 VIEWING CUSTOMER RECEIVABLES INFORMATION .......................................................................................................................................... 50 VIEWING COLLECTIONS MANAGEMENT INFORMATION USING SMARTLIST ............................................................................................................ 52 © Copyright Professional Advantage 2015 2 CHAPTER 7: COLLECTION PLANS ............................................................................................................................... 55 ATTACHING A COLLECTION LETTER TO AN ACTION ........................................................................................................................................... 55 USING THE INVOICES TO ATTACH FIELD ........................................................................................................................................................ 56 SETTING UP COLLECTION PLANS .................................................................................................................................................................. 56 USING COLLECTION PLANS ......................................................................................................................................................................... 58 COLLECTION PLAN PROCESSING ................................................................................................................................................................... 61 USING THE INVOICE FOLDER FIELD ............................................................................................................................................................... 66 USING THE CHECK FOR COLLECTION PLANS THAT ARE DUE ON LOGIN FIELD ....................................................................................................... 67 USING THE COLLECTIONS CREATE SAMPLE DATA WINDOW .............................................................................................................................. 68 CHAPTER 8: LETTER FUNCTIONS ......................................................................................................................... 70 INVOICE FUNCTIONS .................................................................................................................................................................................. 70 AGING PERIOD FUNCTIONS......................................................................................................................................................................... 72 CUSTOMER INFORMATION FUNCTIONS ......................................................................................................................................................... 73 COLLECTOR INFORMATION FUNCTIONS ......................................................................................................................................................... 74 REMINDER LETTERS FUNCTIONS .................................................................................................................................................................. 75 CHAPTER 9: COLLECTIONS