BEAM New Release - Version 265

Transcription

1 BEAM New Release - Version 265

2 Contents DEBT COMMANDER/ACCOUNT CENTER ADDED ABILITY TO SUBDIVIDE PORTFOLIOS BY LOTS ENHANCED ABILITY TO DISTRIBUTE ACCOUNTS WITHIN BEAM ADDED SMS SENT TO SECONDARY CALL RESULT SELECTIONS ADDED STATE/PROVINCE COLUMN TO MAIL MANAGER DISPLAY ADDED DO NOT TEXT MESSAGE SETTING FOR CELL PHONES IN ACCOUNT CENTER ADDED USE CHARGE-OFF DATE CHECK BOX TO MEDIA REQUEST FORM IN ACCOUNT CENTER ADDED INTEGRATION TO LCI BANKRUPTCY & DECEASED DEBTOR SCRUB AND MONITORING ADDED INTEGRATION WITH LEXIS NEXIS BANKRUPTCY & DECEASED DEBTOR SCRUBS AND MONITORING - 18 Table of Contents

3 New Features Debt Commander/Account Center Added Ability to Subdivide Portfolios by Lots BEAM now gives debt buyers the ability to group their purchased portfolios into pools, tranches or what BEAM identifies as Lots. You can group or segregate accounts into Lots based on whatever criterion you choose. For example, you may want to group pools of accounts from the same single issuer into Lots or group same products together using a Lot designation. To assign Lots during a new file import, you must first identify the Lot(s) in your Excel spreadsheet. A Lot in BEAM is an alpha-numeric field that can contain any combination of letters and/or numbers. BEAM will not automatically define a Lot a designation for you. You must do it. Let s say you have a new portfolio that contains accounts from multiple issuers. You want to outsource them and/or track them separately throughout their collection lifecycle in BEAM. Inserting a column into your spreadsheet will allow you to add the corresponding Lot for each account based on your grouping criteria. Once you have updated your spreadsheet you are ready to proceed with your import. From the BEAM Bar, click on Maintenance> File Convert Wizard to open the File Conversion Wizard: 1 P a g e

4 Notice the BEAM field called Lot and map the corresponding data from your Excel spreadsheet into its designated Lot. Once you have mapped all of the requisite fields, save your template and click Finish to load your purchased portfolio into BEAM. To view your new business import in Preview mode click on Debt Commander from the BEAM Bar: To find the column titled Lot in the Debt Commander Grid view you must move the slider bar all the way to the right; it s the last column in the Grid view. After you have accepted the Preview you will notice that the portfolio now has a + sign next to it. By clicking on the + sign you can expand the tree view to see all of the Lots that you have designated in your portfolio. 2 P a g e

5 You can now search for a particular Lot or a group of Lots using Global Search. Press the F3 key or click on Search in the BEAM bar. Lot is found in the family of Account search elements in the Global Search window: Users can affect their search for Lot using the normal operators found in Global Search: You also now have the ability to designate Lots in a previously loaded portfolio. It is important to note that Lots can only be designated in a single portfolio. You cannot designates Lots to a group of accounts outside of an individual portfolio. You must target a specific one. Simply right-click on the portfolio and select the Load Lot File option. 3 P a g e

6 This opens the Lot Importer: Clicking on the Generate Template will allow you to save the import template. Enter the BEAM Account ID s from your portfolio and designate their corresponding Lot. 4 P a g e

7 Enhanced ability to distribute accounts within BEAM Users now have an enhanced ability to distribute accounts out onto the collection floor. Right-click on a saved Global Search, a Global Folder, a Queue, a Portfolio, or a Placement: Choose Move Contents to Queue>Mulitple Queues and the following display will appear: 5 P a g e

8 You can easily perform the following steps: Select the Queues to move the accounts to Assign a maximum number of accounts to be moved Indicate whether you want linked accounts (accounts in your distribution that belong to the same debtor) to be moved to the same destination Queue Choose whether you want the accounts to be distributed via Shuffle (a true randomization) or by Deal (distribution based on your Sort Direction parameters) Change the Flex Tag on the accounts being moved Enter a description of the distribution in the event that you need to reverse the move and Skip any accounts from the move that have an active restriction on them As an example, let s move accounts out on the collection floor and distribute them between two collector on Team 1: T1 Mary Jones and T1 Susan Sams. Let s only move 100 between the two of them; 50 accounts each and keep any Linked accounts in this move together such that they go to the same queue and don t get split between the two: Let s also indicate that we want BEAM to randomize this move between the two collector queues like we would shuffle a deck of cards and then simply give one to the first collector and the next one to the second collector: Let s automaically change the Flex Tag to New Bizz and enter a desripyion for the move. We should be sure NOT to move any accounts in this distribution that have Restrictions on them. 6 P a g e

9 Neither queue has any accounts in it. Click the OK button BEAM will shuffle 100 accounts at random and distributes them to each of the colelctor queues. Remember that since we chose to Keep Linked Accounts Together, the 100-account move was not a perfect split between the two collectors. If you moved accounts erroneously, you can move them back to their originating queue by selecting the View History button and then highlighting the move that you would like to reverse: 7 P a g e

10 Simply click the Move Back button. **NOTE** If an account gets further moved after this distribution takes place (the collector moves it to supervisor queue, admin moves it to support queues or a Workflow move an account), using the Move Back button will move that account all the way back to the original queue it came from when it was moved during the chosen the Move History. Added SMS Sent to Secondary Call Result selections Users now have the ability to select SMS Sent as a Secondary Call Result when recording a call note with a Primary Call Result of either Contacted Debtor or Contacted Debtor Spouse. Added State/Province column to Mail Manager Display Due to the increased regulatory scrutiny of state-specific correspondence, the Mail Manager grid view will now allow you to view the state the letter or was sent to. 8 P a g e

11 Added Do NOT Text Message setting for Cell Phones in Account Center When adding a cell phone number or changing an existing phone number on an account you now have the ability to identify whether the number can be sent SMS text messages or not. By default the Do NOT Text Message is checked. Added Use Charge-Off Date check box to Media Request form in Account Center When submitting a media request for statements from the Docs page in the Account Center, you can now use the charge-off date instead of having to enter a date range Added integration to LCI Bankruptcy & Deceased Debtor Scrub and Monitoring LCI's Bankruptcy Notification System provides automated bankruptcy and deceased scrub services. Their service provides an initial scrub of your portfolio and ongoing notification if consumers file bankruptcy or have been flagged as deceased. There are two types of scrubs now available in BEAM: an initial one-time scrub or a scrub with LCI s monitoring service. A scrub with monitoring adds your scrubbed accounts to a watch list that is checked against LCI's bankruptcy and deceased records database daily for bankruptcies and weekly for deceased records. When a hit is found, LCI will automatically send back the bankruptcy or deceased record information. With deceased record monitoring, the account is removed from the watch list when there is a positive hit. 9 P a g e

12 Bankruptcy monitoring is a bit different. The account remains on the watch list until your organization removes it. The reason for this is that a bankruptcy case goes through the court system and will have periodic updates such as a dismissal or a discharge. LCI will continuously send updates on the bankruptcy case as it finds them until the account is removed from the watch list. In order to enable the LCI Module, your organization must first contact Beam Software Sales and fill out an order form so Beam Technical Support staff can setup and configure this feature in your BEAM database. The LCI setup can be found in the Data Services tab under Organization Settings. Click on Maintenance>General Settings to get to your Organizations Settings. Double-clicking on it will open the LCI configuration window: 10 P a g e

13 To enable the initial one-time Scrub or Watch List services click the corresponding checkbox: Authority Level is the hierarchy of permission a user needs in order to request a particular data service. Order Data Service is a Modifier to the Collections Center Entitlement (click to see the Beam Software Entitlements document in your default web browser). Enter the corresponding Collection Expense Category in order to track the expenses associated with running LCI scrubs. After these settings have been configured click the Save button: Enter in the FTP credentials that have been provided to you by LCI. These are not provided by Beam Software and must be obtained from LCI. 11 P a g e

14 Click the Save button. Now the LCI services will be available under the Data Services node in Debt Commander: To access them click on the Data Services node. Notice LCI Scrub under Batch Reports/Scrubs and LCI Watch List under Watch Lists. To add an account/accounts to an initial one-time LCI scrub, select accounts from the Debt Commander grid view grid and simply drag them onto the Scrub node: A window will pop up that will allow the user to select what debtors to scrub for the account and what type of scrub, Bankruptcy or Deceased, to request. 12 P a g e

15 You can choose to run the scrub on the Primary Debtor or on All Debtors for an account. You can choose the Bankruptcy scrub or the Deceased record scrub or both: To add accounts to a LCI scrub and Watch List service simply expand the Watch Lists tree view click on the + sign for LCI Watch List. Notice that the LCI Watch List is broken into two sub nodes: Select your accounts from the Debt Commander grid view and drag them onto the corresponding Watch List. 13 P a g e

16 You must check one of the Monitoring Types in order to proceed. It does not matter if you choose Bankruptcy after clicking on the Deceased LCI Watch List node or vice versa. BEAM will process the appropriate Watch List based on the node you have selected in the tree view. By single-clicking on the Bankruptcy or Deceased record Watch List, all of the accounts currently in the Watch List will display in the Debt Commander grid view. To remove accounts from a Watch List simply highlight them in the grid and right-click your mouse. Choose Remove Selected Accounts from Watch: Confirm the removal: Those accounts will now be removed from the corresponding Watch List. Adding and removing accounts to/from a Watch List adds the accounts to a list to be processed using the Scheduled Tasks feature. 14 P a g e

17 To configure the automated processing of LCI scrubs and watch lists go to the BEAM Web Portal and click on View/Edit under Scheduled Tasks in the tree view: Look for the Auto Process LCI option and click on enable task: Now choose edit schedule to establish the automated processing for Scrubs and Watch Lists. You can choose to have the task run using the same recurring schedule each week. You can also choose to BEAM to run this task repeatedly throughout the day: When the scheduled task runs, it will automatically create and send the files to LCI. It will also retrieve and return scrub files that have been previously submitted as well as files with new hits that have been sitting on the LCI watch list monitor service. BEAM will then load the files into the system as follows: 15 P a g e

18 1. If the account does not have an active Exception or existing Debtor Block that matches the returned hit, BEAM will add a new Exception on the account for the appropriate debtor. 2. If the account already has an active Exception that matches the returned hit, BEAM will automatically update the information in the Exception. 3. If the account has an active Debtor Block or an Account Restriction matching the returned hit, BEAM will automatically update the information in the Debtor block or Account Restriction. 4. If the account has an active Debtor Block or Account Restriction and the hit is for a bankruptcy case that has changed the status to Dismissed or Discharged, BEAM will remove the Debtor Block, remove the Account Restriction, and send a Bea-Mail to all users in your organization with the ability to restrict accounts. Every action that results from a returned hit will automatically be added to the account history and viewable in the Account Center. Once each month, LCI will create a file that includes all of the accounts they have on their watch list. When the Auto Process LCI Scheduled Task runs, it will pick up this file and BEAM will use it to reconcile 16 P a g e

19 the accounts LCI has on its watch list with the accounts BEAM has on its watch list. If there are any discrepancies, a Bea-Mail will be sent to the all of your organization s users with account restriction abilities. 17 P a g e

20 Added integration with Lexis Nexis Bankruptcy & Deceased Debtor Scrubs and Monitoring Lexis Nexis provides scrubbing and monitoring services for debtor phones and addresses. It also provides its contactability score as well as bankruptcy and deceased record information. In order to enable the Lexis Nexis Batch Module, your organization must first contact Beam Software Sales and fill out an order form so Beam Technical Support staff can setup and configure this feature in your BEAM database. Once the module is activated you access it by navigating to Maintenance>General Settings in your BEAM bar. In the Data Service Access Control window, click the Make Available box next to the service you want to enable and then select the appropriate Collection Expense Category (Coll Exp Category). You may have to create a new Coll Exp Category by clicking on the New Coll Exp Category button in the window. Double-click on the Lexis Nexis icon: 18 P a g e

21 To enable the Lexis Nexis Batch (scrub) or the Lexis Nexis Monitor simply click the corresponding checkbox: Authority Level is the hierarchy of permission a user needs in order to request a particular data service. Order Data Service is a Modifier to the Collections Center Entitlement (click to see the Beam Software Entitlements document in your default web browser). Enter the corresponding Collection Expense Category in order to track the expenses associated with running Lexis Nexis scrubs and monitoring: After these settings have been configured click the Save button: Enter in the FTP credentials that have been provided to you by Lexis Nexis and click Save. These are not provided by Beam Software and must be obtained from Lexis Nexis. 19 P a g e

22 In order to schedule the batch the process and monitor service you must navigate to the BEAM Web Portal and go to Scheduled Tasks in the menu tree view. Click on View/Edit: In the Auto Process Lexis Nexis window, click the edit schedule option: From here you can schedule the day(s) and time(s) you want BEAM to automatically process your Lexis Nexis files. You can choose to have the task run using the same recurring schedule each week. You can also choose to BEAM to run this task repeatedly throughout the day: Return to the Scheduled Tasks screen and click enable task in the Auto Process Lexis Nexis window. 20 P a g e

23 In Debt Commander, the Lexis Nexis Batch Mode and Lexis Nexis Monitor nodes will be available (as long as you have checked the Make Available boxes in General Settings). When you expand the tree under the Lexis Nexis Monitor node will see five sub-nodes: ALL, Bankruptcy, Deceased, Phone, and Address. Clicking on each sub-node will display a grid view of the accounts that you have requested the monitoring service for. The ALL node will contain accounts for which all Lexis Nexis Monitor services have been requested. To request Monitor services for an account or group of accounts, select the accounts in the Debt Commander grid view and drag &drop them onto a corresponding service sub-node. The Scheduled Task will trigger the system to automatically perform the Lexis Nexis Batch Mode scrub or Lexis Nexis Monitor service. When results are returned from Lexis Nexis they will be handled in BEAM as follows: Phones and addresses will be added to the accounts as Active phones and addresses. In the Account Center you will see Added by Lexis Nexis in the Added By field under the phone or address description. Contactability Scores will be added in the Scores field under Debtor information on the right side of the Main screen in Account Center. A Bankruptcy (BK) hit will result in the system creating an Account Exception. If there is an existing BK exception created by Lexis-Nexis that is pending, BEAM will update that exception. When the BK hit has a BK Disposition of Dismissed/Discharged/Closed and the Account Exception is accepted, BEAM will update the Account Restriction as a Debtor Block. If the hit is for BK Dismissed, BEAM will clear the Debtor Block and remove the Account Restriction as long as there are no other Debtor Blocks on the account. In all other cases, BEAM will simply create a new Account Exception. 21 P a g e

24 A Call Note will also be created when BEAM applies or updates bankruptcy information on an account. A Bea-Mail will be sent to all users that have the active Account Exception Processing Entitlement for all Dismissed and Discharged bankruptcies. A Deceased (DCD) hit for DCD Found or Potential DCD Found will result in BEAM automatically either creating or updating the Account Exception. If BEAM detects a hit for No DCD, it will remove all pending Account Exceptions created by Lexis Nexis. A Call Note will be created when BEAM applies or removes DCD information on an account. 22 P a g e