Add/Edit Collection Templates

The Collection Templates tab in the Billing Config category on the System Settings screen allows you to define various collections templates in your database. These templates are comprised of reminders for various tasks to attempt to collect from your customers, including emails, phone calls, letters, text messages, etc.

Each field on the New Collection Template section is defined below.

No.	Label	Definition
1	Template Name	Name of the collection template.
2	Balance Limit	Amount in dollars and cents that must be met to apply the template.
Collection Steps
3	New Template	Click to select a new step option from the dropdown and then click the Add button to add a new step to the collection process for the template. See the sections below for information on entering different types of collections steps.
4	Description	Description of the step in the collection process.
5	Grace Period	Number of days after the account is overdue before the step is executed.
6	Day	Number of days after the account is overdue before the step is executed.
7	Details	This field is not currently available.

The following actions are available when creating templates on the Collections tab.

Add a new step to the collection process by selecting an option from the New Template dropdown and clicking the Add button. See the sections below for information on entering different types of collections steps.

Letter

The Letter collection step allows you to set a reminder to send a physical letter to the customer as a part of your collection efforts.

Each field on the Add/Edit Collection Step window for the Letter option is defined below.

No.	Label	Definition
1	Description	Description of the step in the collection process.
2	Grace Period	Number of days after the previous collection step was executed that the current step should be executed in the collection process. The Grace Period does not refer to the number of days that the account is overdue unless you are creating the first step for the collection process.
3	Content	Content of the letter you want to send to your customer.

Email

The Send Email collection step allows you to set a reminder to send an email to the customer as part of your collection efforts.

Each field on the Add/Edit Collection Step window for the Send Email option is defined below.

No.	Label	Definition
1	Description	Description of the step in the collection process.
2	Grace Period	Number of days after the previous collection step was executed that the current step should be executed in the collection process. The Grace Period does not refer to the number of days that the account is overdue unless you are creating the first step for the collection process.
3	From Email	Email address to display when sending the collection email.
4	CC	Additional email addresses where you want to send the email as a carbon copy (CC). For example, you could CC your own accounting department.
5	BCC	Additional email addresses where you want to send the email as a blind carbon copy (BCC). For example, you could BCC your own accounting department.
6	Subject Line	Subject line for the collection email.
7	Include Invoice	Select whether to include an invoice with the collection email. Include Invoice options include None, Latest, and All Overdue.
8	Subject Line	Subject line for the collection email.
9	Content	Content or body of the email you want to send to your customer.

Phone Call

The Phone Call collection step allows you to set a reminder to call the customer to attempt a collection.

Each field on the Add/Edit Collection Step window for the Phone Call option is defined below.

No.	Label	Definition
1	Description	Description of the step in the collection process.
2	Grace Period	Number of days after the previous collection step was executed that the current step should be executed in the collection process. The Grace Period does not refer to the number of days that the account is overdue unless you are creating the first step for the collection process.

Text Message

The Text Message collection step allows you to set a reminder to text the customer to attempt a collection.

Each field on the Add/Edit Collection Step window for the Text Message option is defined below.

No.	Label	Definition
1	Description	Description of the step in the collection process.
2	Grace Period	Number of days after the previous collection step was executed that the current step should be executed in the collection process. The Grace Period does not refer to the number of days that the account is overdue unless you are creating the first step for the collection process.
3	Content	Content of the text message you want to send to your customer.

Manual

The Manual collection step allows you to set a reminder to take a manual action to attempt a collection, like sending an account to collection or writing off a past due balance. This collection step type allows you to create any step that isn't included in our standard collections options.

Each field on the Add/Edit Collection Step window for the Manual option is defined below.

No.	Label	Definition
1	Description	Description of the step in the collection process.
2	Grace Period	Number of days after the previous collection step was executed that the current step should be executed in the collection process. The Grace Period does not refer to the number of days that the account is overdue unless you are creating the first step for the collection process.

Disconnect

The Disconnect collection step allows you to set a reminder to disconnect the customer as part of your collection efforts.

Each field on the Add/Edit Collection Step window for the Disconnect option is defined below.

No.	Label	Definition
1	Description	Description of the step in the collection process.
2	Grace Period	Number of days after the previous collection step was executed that the current step should be executed in the collection process. The Grace Period does not refer to the number of days that the account is overdue unless you are creating the first step for the collection process.

2-Way Suspend

The 2-Way Suspend collection step allows you to set a reminder to suspend the customer as part of your collection efforts.

Each field on the Add/Edit Collection Step window for the 2-Way Suspend option is defined below.

No.	Label	Definition
1	Description	Description of the step in the collection process.
2	Grace Period	Number of days after the previous collection step was executed that the current step should be executed in the collection process. The Grace Period does not refer to the number of days that the account is overdue unless you are creating the first step for the collection process.

1-Way Suspend

The 1-Way Suspend collection step allows you to set a reminder to suspend the customer as part of your collection efforts.

Each field on the Add/Edit Collection Step window for the 1-Way Suspend option is defined below.

No.	Label	Definition
1	Description	Description of the step in the collection process.
2	Grace Period	Number of days after the previous collection step was executed that the current step should be executed in the collection process. The Grace Period does not refer to the number of days that the account is overdue unless you are creating the first step for the collection process.

Block LD

The Block LD collection step allows you to set a reminder to place an LD Block on the customer as part of your collection efforts.

Each field on the Add/Edit Collection Step window for the Block LD option is defined below.

No.	Label	Definition
1	Description	Description of the step in the collection process.
2	Grace Period	Number of days after the previous collection step was executed that the current step should be executed in the collection process. The Grace Period does not refer to the number of days that the account is overdue unless you are creating the first step for the collection process.