GreenFlag SM Collection Desk

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1 GreenFlag SM Collection Desk by Transworld Systems Inc. and Sikka Software Corporation User s Guide

2 2 Table of Contents Table of Contents...2 Introduction...3 Configuration...4 FS Settings...5 Transworld Systems Setup...7 Using Collection Desk...8 Decision Accounts/Payments...10 New Accounts Table...11 Payments Table...14 Print Report...16 Sent Accounts/Payments...17 Not Sent Accounts/Payments...20 Closed/Paid Accounts/Payments...21 Archives...22 How to Contact Us...23

3 3 Introduction GreenFlag SM Collection Desk is a software application developed and hosted by Sikka Software Corporation on behalf of Transworld Systems Inc. It is a tool that allows you to pull overdue accounts from your Financial System (FS), evaluate them, and send notifications to Transworld Systems to start collections. By specifying selection criteria, such as the number of days past due, minimum and maximum balances, and others, you can control which accounts are going to be retrieved from the FS. The application aggregates multiple invoices into one main account per customer and allows you to specify the preferred type of Profit Recovery service. Remember you have two choices: You can use GreenFlagSM Accelerator and Transworld Systems will contact the customer in the name of your office or you can use GreenFlagSM Profit Recovery and Transworld Systems will contact the customer in their own name as a collection agency. All accounts sent to Transworld Systems are maintained in the system and have a unique transmittal ID. It allows you to track these accounts and send stop notifications to Transworld Systems when a payment is received from the debtor, or when you just want to stop collections on this account.

4 Configuration When Collection Desk first starts, it will ask you to enter the client numbers which are the unique numbers that Transworld Systems has assigned to your practice for different types

4 4 Configuration When Collection Desk first starts, it will ask you to enter the client numbers which are the unique numbers that Transworld Systems has assigned to your practice for different types of service, first party (GreenFlag SM Accelerator) service or third party (GreenFlag SM Profit Recovery) service. You must enter at least one of the two numbers to be able to use Collection Desk. If you are using both services, you should enter both client numbers. After this initial setup, the application will display the Control screen for you to further configure the application to suit your specific needs. The configuration settings on the Control screen are grouped into two categories: FS settings and Transworld Systems setup.

5 Financial System Settings FS settings allow you to define the selection criteria that determine which balances and payments will be retrieved from the financial system to form start and stop

5 5 Financial System Settings FS settings allow you to define the selection criteria that determine which balances and payments will be retrieved from the financial system to form start and stop notifications. Service Setting: Service Settings are now getting saved for each Service Type i.e. Accelerator, Profit Recovery and Collection. Based on those each Service Type settings Decision screen will display records. Export Charges Past Due For: This setting is a minimum age threshold for charges. It specifies the number of days a charge must be past due for a start notification to be generated. This setting is based on the date of customer responsibility. Generally GreenFlag SM Accelerator is started at 30 days and GreenFlag SM Profit Recovery is started at 60 or 90 days. If you are unsure, contact your Transworld Systems Sales Agent.

6 6 Do Not Export Charges Older Than: Option to filter out those Accounts which older than # of days specified in Do Not Export Charges Older Than. Minimum Balance: Minimum value for the amount due for which a start notification will be generated. Maximum Balance: Maximum value for the amount due for which a start notification will be generated. Include All Charges if at Least One Charge is Past Due: This setting allows you to consolidate all open balances for a debtor (including those that are not past due) if at least one balance is past due. # Days for Archive: Determines the number of days after which start and stop notifications will be auto-archived from Collection Desk. Please note, this setting does not impact your Transworld service. Backup and Restore location: This way Collection Desk customer can keep their Collection Desk backup on different network machine and later can restore if Collection Desk installed pc got crashed.

7 7 Transworld Systems Setup Transworld Systems setup settings allow you to specify default values for start and stop notifications submitted to Transworld Systems. Account Type: The default client account type. If you have entered two client numbers for your FS, you will be able to choose which account to use for sending notifications to Transworld Systems. Each start notification would contain the client number that is displayed below. To change the client number or add a new one, click the 'Client #' link next to it. Service Code: This Parameter is disappearing when service type is Accelerator or Collections. GreenFlag Profit Recovery service code can be diplomatic, intensive or the one used for bad checks. PIF Code: This Parameter is disappearing when service type is Accelerator or Collections. The default stop type for paid in full stop notifications. It determines whether or not to send a thank you letter to the debtor. If you have changed any of the setting, click Save button for the changes to take effect.

8 8 Using Collection Desk Collection Desk contains the following screens: Control Use this screen to view and change the configuration settings. Decision Use this screen to send new start or stop notifications to Transworld Systems. Sent This screen displays active notifications (those that have been submitted to Transworld Systems for processing, but not yet closed or archived). Not Sent This screen displays accounts and payments that you do not want to send to Transworld Systems for some reason. For example, if you wish to postpone collections on some accounts, you can move them to this screen. Closed/Paid This screen displays accounts that have been closed, either paid in full or closed by you. Archives This screen displays archived accounts and payments (those that have been auto-archived by the system or manually moved to the archive by you). There are also three command buttons on the main screen: OCP login Login to Transworld System's Online Client Portal. Help Displays help. Exit Closes the application. On all the screens, except the Control screen, you can see the tables with data. The following features of the application will help you easily review and manipulate this data: Sorting You can sort the records in the tables by clicking the header of the column you want to sort data on. For example, if you click the Customer Name header, all the records will be rearranged, so the Customer Name will appear sorted in the ascending order. To sort it in the descending order, just click the header one more time. Blocked Columns Some columns in the tables are not permitted to make corrections in. The column header color indicates which columns are blocked for editing and which are not. The columns with gray headers are blocked.

9 9 Column Width Resizing You can change the width of a column in the table by moving the cursor to the right edge of the column header. When the cursor changes its appearance, press the mouse button and drag the line to the left or right. Window Resizing The application window can be resized by dragging one of the edges of the window. Please note that there is a minimum size for the main window (the initial size), and you cannot resize the window to the smaller size. You can click the Minimize or Maximize buttons in the upper right corner of the window to minimize the window to the icon or to maximize it to the full screen, respectively. When you resize the main window, the tables are also proportionally resized. Tables Height Resizing If there are two tables on the screen, you can increase the height of one table and correspondingly decrease the height of another table. To do it, move the cursor to the area between two tables and, when the cursor changes its appearance, press the mouse button and drag the line separating two tables in either direction, up or down.

10 10 Decision Accounts/Payments Click Decision button to open the Decision screen. The main purpose of this screen is to allow you to send start collections notifications and stop collections notifications to Transworld Systems. A start notification is a request to open an account and start collections from the debtor. A stop notification is an update to the previously submitted account. It can be a notification to stop collections on the account because it has been paid in full, or it can be a notification to correct the balance to be collected from the debtor because it has been partially paid. Please note that Transworld Systems has no access to your financial system, and by sending stop notifications you inform them about any changes on the account. There are two tables on the Decision screen, the one containing new accounts and the one containing new payments. CollectionDesk will populate the data in these tables automatically during the nightly refresh (or any other time you have selected to perform synchronization with the financial system). The data in the tables will also be refreshed each time you change configuration settings and click Save button. Configuration settings determine which data will be pulled from the financial system (refer to the Configuration section of this user s guide for the detailed description). You can review and correct the records before sending them to Transworld Systems - add notes, choose the appropriate type of service, change the amount of money you want to be collected from a debtor, and choose which records you want to be sent to Transworld Systems by marking them accordingly. Only the records marked as 'Send' would be actually sent, and the others marked as 'Not Send' would be moved to the list on the Not Sent screen. The records marked as 'Pending' would remain on this screen.

11 11 New Accounts Table This table contains overdue accounts that you can select to send to Transworld Systems as start notifications. Collection Desk retrieves from the financial system data that meet the criteria specified on the Control screen. All invoice records are aggregated per customer. Customer Owes column contains the combined balance owed by a customer. It's the value in this column that would actually be sent in a start collections notification. It is based on the values of Orig.Bal., Cur.Bal., and Sent to TSI columns, and can be changed if you want to send to

12 12 Transworld Systems different balance. Below is the description of the columns, in which the star symbol (*) before the name indicates that the value in this column is not going to be sent in the start notification (it s included in the table for your information only). Inv./Ref.# is an invoice/reference numbers. Customer Name is the name of the customer. * Orig.Bal. Contains combined overdue balance for a specific customer. Its value depends on the date of customer responsibility and selection parameters set on the Control screen, such as aging ('Export Charges Past Due For:'), and whether 'Include All Charges if at Least One Charge is Past Due:' box is checked. * Cur.Bal. column contains current overdue balance of the customer. * Sent to TSI column contains a value only if the balance (or part of it) was already sent to Transworld Systems. Customer Owes column contains a portion of the original balance that the customer is responsible for. You can change the value in this column if you want to send the balance different from the one suggested by the system. Date of Responsibility is the date of pending invoice due date. You can correct the value in this column if you believe that the date of responsibility was different. Service Type and Service Code values are set to the default values specified on the Control screen, but can be changed per record. * Send/Not Send is used to mark the records to be sent to Transworld Systems or to be moved to Not Sent list. Notes column is used to enter any notes you want to send to Transworld Systems regarding this account. Added Date of Last Payment and Amount and Date of Last of Service columns in Decision screen. Red mark: Red mark records (i.e. Missing Info records) can be moved to Not Sent screen. Beside the data that you can see in the table columns on the screen, each start collections notification will also contain the following data: Client # Transworld Systems client number entered on the Control screen. It could either be the client number corresponding to GreenFlag SM Accelerator, or the client

13 13 number corresponding to GreenFlag SM Profit Recovery. The Selected Account Type: label shows which account type the records would be submitted to. Debtor Address, City, State, Zip Retrieved from the financial system. If any of these data are missing, Collection Desk will not be able to send these notifications to Transworld Systems. If this happens, open the financial system and enter any missing data. SSN, Debtor Phone, Secondary Phone, Secondary Address Retrieved from the financial system. This information is considered supplementary, not required to generate the start notification. Transmittal # A unique number assigned to each start notification when you click Send Accounts/Updates to TSI button to trigger transfer. Click Send Accounts/Updates to TSI button to initiate transfer. The records marked as Send or Not Send will disappear from this screen and appear on the Sent or Not Sent screen, respectively. Note that start and stop notifications will not appear immediately on the Transworld System's Online Client Portal. The files containing start and stop notifications will be transferred to Transworld Systems on a nightly basis.

14 14 Payments Table Payment table reflects the payments received from the debtors. When you get a payment from the debtor whose balance has been sent for collections, and enter this payment in your financial system, the corresponding record will appear in the lower table of the Decision screen (after the data synchronization has been performed). You can review the records in the Payments table, select appropriate stop type, choose which records you want to send to Transworld Systems by selecting Send option in the drop-down list, and click Send Accounts/Updates to TSI button. The records contained in this table will be sent to Transworld Systems as stop collections notifications. Below is the description of the columns, in which the star symbol (*) before the name indicates that the value in this column is not going to be sent in the stop notification (it s included in the table for your information only). Client # Transworld Systems client number that the corresponding start notification contained. Transmittal # is a unique number assigned to start notifications. Each stop collections notification would have this reference to the original start notification. * Customer Name is the name of the Customer. Amount Paid column contains the amount of money paid by the guarantor. New Balance column contains the remaining balance on the original account. If the total balance has been paid in full, then the value in this column would be zero. Stop Type contains one of the eight possible values for the stop notification. If the balance has been paid in full, the application will set this value to the one of two values, Paid in Full or Paid in Full Send Thank You Letter, depending on the PIF Code setting on the Control screen. If the balance has been paid partially, the application will set this value to Partial Payment. * Send/Not Send is used to mark the records to be sent to Transworld Systems or to be moved to Not Sent list. After you click Send Accounts/Updates to TSI button, the records marked as Send or Not Send will disappear from this screen and appear on the Sent or Not Sent screen, correspondingly.

15 On Decision: Start Grid (i.e. Submit New Account) clicking on any Customer Name column, CollectionDesk will display Customers Information UI which displays all the Invoices under that Customer.

15 15 On Decision: Start Grid (i.e. Submit New Account) clicking on any Customer Name column, CollectionDesk will display Customers Information UI which displays all the Invoices under that Customer. Print Report Reports for all screens: Provided two options Print Preview / export to CSV. User can Print Preview in Crystal Report viewer or user can export the data in csv.

16 16 Following is the Print Report format

17 17

18 Sent Accounts/Payments There are two tables on this screen. The upper one contains the accounts that have been sent to Transworld Systems, but have not been paid yet and have not been archived.

18 18 Sent Accounts/Payments There are two tables on this screen. The upper one contains the accounts that have been sent to Transworld Systems, but have not been paid yet and have not been archived. These are the active accounts Transworld Systems performs collections on. The lower table contains all sent stop notifications that have not been archived. For ease of use added Service Type column in Sent, Not Sent, Closed/Paid and Archives screen to identify for using which Service Type records got submitted. If Collection Desk customers are using multiple Services from TSI then using Service Type user can identify which records are submitted using which Service Type Start and stop notifications will be moved to the archive automatically when the number of days set in the # Days for Archive parameter on the Control screen have passed since the records had been submitted to Transworld Systems. Date Sent column in each table shows the date when a start or a stop notification has been sent to Transworld Systems. You can also move

19 records to the archive manually. Check the records you want to move to the archive (in the upper or the lower table) and click Archive button. These records will be moved to the Archives screen.

19 19 records to the archive manually. Check the records you want to move to the archive (in the upper or the lower table) and click Archive button. These records will be moved to the Archives screen. If you know that some accounts are never going to be paid, like in the case of bankruptcy, you can manually stop collections on these accounts by checking them in 'Accounts Submitted' table and clicking Stop Collections button. You will be prompted to choose 'Stop Type' for every account you wish to stop collections on and confirm that you really want to close these accounts. As the result, new stop collections notifications will be sent to Transworld Systems and the selected accounts will be moved to the Closed/Paid screen. Note that Stop Collections button affects only the records checked in the upper table. ***Collection Desk users should be coached not to "write off" anything that is sent to Transworld Systems. If it is written off after it is sent to Collection Desk using a code other than the "TSI Payment Code / Agency Payment Code" Collection Desk will pick it up on the Decision screen and suggest they transmit the payment to Transworld Systems. It has been a standard practice to for Offices to "Write Off" balances that are sent to collections. We discourage an office manager from doing this, they are only creating more work for themselves. When they do get a payment they will need to adjust the "Write Off" back on, or they will have a credit balance on the customer account. Regarding the check box on the control screen: By default the check box is UN-CHECKED for "Include all Charges is at least One Charge is Pat Due"***

20 Not Sent Accounts/Payments This screen contains the records that have not been sent to Transworld Systems (marked 'not send' on the Decision screen).

20 20 Not Sent Accounts/Payments This screen contains the records that have not been sent to Transworld Systems (marked 'not send' on the Decision screen). If you wish to activate any of these accounts, mark them in the upper table and click Activate button. All the selected records will be removed from this screen, and you will see the balances appear again on the Decision screen. You can also move checked records, accounts and payments, to the archive by clicking Archive button.

21 21 Closed/Paid Accounts/Payments The table on this screen contains all the accounts that have been either paid in full or closed by you manually. You can move any of the records to the archive by checking them in the table and pressing Archive button. Archives

22 22 This screen displays all accounts and payments moved to the archive. If any of the records have been moved to the archive by mistake, and you want to un-archive them, check these records and click Activate button. How to Contact Us

23 23 To contact your Transworld Systems Sales Agent you can reach them at Transworld Systems Customer support can be reached at 888-4GO-GREEN if your sales agent is not available. Transworld Systems Technical support can be reached at 888-4GO-GREEN For technical support with the interface itself call Sikka Software at ( ) or us at

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