Client Billing Setup

As you work cases for your client you will apply payments and run action wizards. Applying payments can calculate commissions and running action wizards can apply other charges to your client.

When it’s time for you to invoice for your work, DebtCol will need to know trading terms, messages on the invoices, whether you have a separate invoice for each case or consolidated, carried forward balance and also how to dispatch your invoices based on how the customer settings are defined. Creating these rules up front means you can set them on your clients then forget about it. Come invoice time, DebtCol will know exactly what type of invoice to create and how to dispatch it.

Transaction Types

Transaction types are the backbone of the financial side of the system. Transaction types are assigned to each charge code you create in order to determine important factors relating to the financial transaction. For example, transactions may be relating to the debt value, while others relate to collection based costs, payments from the debtor, or payments from the client. Some charges are legally recoverable, while others are not. It is within the transaction type maintenance process that you define such key variables.

Here is where you also tie your financial transactions to your General Ledger codes.

The DebtCol program comes with a comprehensive list of pre-defined transaction types, so it would be rare that you would need to create a new one. However, it may sometimes be necessary to break-up a debt into separate components rather than a single total simply referred to as “Debt”. For example. You may need to specify Council debt into three components, land rates, water rates and parks and drainage. To do this you would simply create three new transaction types each with a category of debt to post against the debtor.

In the example above you would also need to create a new Product Type that incorporates the three new transaction types. That product type would then be tied to the appropriate client records so that when new debts are created for those clients, the operator can break-down the debt into those three components. See the section of this user guide that refers to Product Types.

CHARGE CODES

Charge Codes are user defined charges which can be added to action codes or used to create journal entry charges to the client.

SETTING UP INVOICE/statement FORMATS

Setup invoice or trust statements to suit your needs. StandardInvoice.rpt is the DebtCol default invoice format. TrustStatement.rpt is the DebtCol default trust statement format.

INVOICE MESSAGES

Record overdue account and general messages for merging into your client tax invoices.