Maintaining A Case
Case Details Page
The Case Details page contains all the details relating to the selected debt including names, addresses, financial details, arrangement entered and recent note history. Here you will also be able to action the case using pre-defined actions to produce letters, charges, litigation and case closures.
Moving through the list of found debts
If you have accessed the Case Details page through building a list in the “My Lists” page, you can move forward and backward through your list by simply clicking the appropriate button as shown in the above diagram. The Case Details will change accordingly.
To drill-down on the debtor and view/change additional stored information such as additional addresses, phone numbers, contacts, birth dates, email address, ABN and ACN, simply click the name of the debtor which appears as a red hyperlink as per the diagram below.
Note: User Security settings can be set to disable this feature.
IMPORTANT: Where there are multiple parties responsible for paying the debt, use your navigation buttons at the bottom of the table. Be sure to click the name of the debtor you wish to drill-down on first
Once you have clicked on the debtor name you wish to drill-down on, the following page will appear.
Here you can amend the debtor’s details, clicking “Save” on the Action Bar to commit your changes.
Next to the common address fields you will find the following image:-
This can be clicked on to perform a google maps search if desired.
IMPORTANT: Changes to important debtor details will be recorded in the note history
The trading name of the debtor will be shown below the table as indicated in the diagram below.
At the top of the Case Details page, the client details (Creditor) will appear including contact persons, phone and fax. The sales rep assigned to the client will also be displayed here. Click the hyperlink to view the client details.
To drill-down on the client and view/change client information such as additional addresses, phone numbers, contacts, email address, simply click the red hyperlink in customer details.
If the level of your security access allows you to modify client information, the following page will appear.
If the level of your security access does not allow you to modify client information, the following message will appear.
Click ok to view the client details. You will not be able to make any changes to the client.
If a Plaintiff has been assigned to the case, the Plaintiff’s name will appear under the client name as show below. Click to Hyperlink to add or maintain a Plaintiff on the case.
Pre-defined action wizards and commands can be located in the action select box, located at the top of the case details page.
So instead of finding the pre-defined action wizards in your Debtor Actions, Client Actions, Litigation and Close/Re-Open buttons, you can locate and execute them from the action field.
To view all pre-defined action wizards and commands, click the down arrow of the action field. See example below.
The content of the action list is in three parts. The first part is the code, followed by the description of the action wizard/command. The last part indicates if the shortcut is an action wizard (Act) or a command (Cmd).
Simply click on the item of your choice and click the execute button:-
Once you become more familiar with the codes, you can type the code in the action field and the system will automatically attempt to locate it in the list. See example below.
Tip: If you wish to alter a value from an item in the action list, enter the action followed by the value you wish to update to in the “Action Parameter” field. For example, to update the status to DEM, select the ST action then type DEM into the Action Parameter field, then click the button next to the field.
Financial Hardship Flag
You can flag a case where the debtor has shown legitimate financial hardship. When a case has been flagged in this way, the background colour on the Case Details page is changed to red, making it distinct from other cases and easy for the user to see there is financial hardship for the debtor.
Simply run the shortcut FH from the shortcut field, then save the case.
Set Outlook Calendar Reminders
From the shortcut field enter REMIND and the following dialog box will appear:-
Enter the calendar reminder details where indicated then click “Add Reminder” to add to your Outlook Calendar.
Tip: to view the Outlook Calendar item without saving the case, tick “Display Reminder Without Saving”. The Outlook calendar item will appear on the screen
Most Recent Notes
The case details page will show you the most recent notes added to the case.
To view complete note history, click the “Full History” button above the notes table.
To produce a detailed report on a case which includes all notes, click the button labeled “Report” on the Action Bar.
You will be prompted with the following:-
Choosing the type of report and method of dispatching where indicated.
All non-private notes are included by default. Select whatever notes you want included then click “Generate” to create the report. A new private note is added to the case history which contains a copy of the report as an attachment.
Note: Case Report formats can be changed based on Job Types and these can be defined in the System Settings. Contact DEBTCOL Software for more information.
Next Due date and Days Old
On the Case Details page, the Next Due date is a calculated date. It is the earliest date out of the Diary Date and Review Date.
Because you can link actions together for automated work cycles, it may sometimes be necessary to review a case just prior to the next action being executed by the system. Automated actions use the diary date to know when the system needs to generate the next action. In this instance you would update the review date from the case manager and make it a day earlier than the diary date. This is the way to ensure the case is included in the operator work queue for review, before the system takes over and automatically runs the next action.
The diary date and review date are shown on the main page. Click on these fields to update them.
Tip: The action shortcut to change the Review Date is DR
Tip: The action shortcut to change the Diary Date is DD
Tip: The diary date can also be changed when making a note, by changing the date in the field
Tip: When updating the review date or diary date from the action field, you may follow the command by typing into the “Action Parameter” field a plus or minus sign and a number that represents the number of days to increase or decrease the date by.
For example: DD+10 will set the diary date to 10 days from today.
Related Files (All attachments and documents for a case)
All documents generated via the Case Manager and all attachments uploaded to the case can be accessed easily via the related files file manager.
Simply click “Related Files” on the side-bar.
To view all attachments click the folder labeled “Attachments”
To view all documents generated via DebtCol, click the folder labeled “Generated Documents”
To view only financial transactions, click the "i" button next to the “Other Costs” on the case details page.
This page will show you the complete list of financial transactions affecting the case starting with the opening balance at the top.
The values in the column labeled “Debtor $” contains financial transactions affecting the debtor balance.
The column labeled “Debtor Balance” and coloured in yellow contains the debtors running balance. The value in the last row will be the current balance.
The column labeled “Client Non Disb $” contains non-disbursement financial transactions affecting the client.
The column labeled “Client Disb $” contains disbursement financial transactions affecting the client.
The column labeled “Cost of Recovery” contains values relating to the cost of the item to the agency. For example, if a company search is performed and charged to the client, the user can drill-down on the charge and enter an invoice relating to the work. This will allow the user to see what the profit on the item is.
The column labeled “Remitted” relates to trust money banked and contains a tick where such a payment has been remitted to the client.
Tip: To see a copy of the trust statement containing the trust payment, drill-down on the note and click the statement number hyperlink. User Security settings may disable this.
The column labeled “Invoiced” relates to client charges and contains a tick where such a charge has been invoiced to the client.
Tip: To see a copy of the tax invoice containing the client charge, drill-down on the note and click the invoice number hyperlink. User Security settings may disable this.
The column labeled “Costs Paid” relates to cost of recovery values and contains a tick where the related creditors invoice has been paid.
Payment History Page
While you have selected a case, you can view all payments recorded by clicking the button next to the “Payments” on the case details page.
See below diagram for an example.
Tick the check box labeled “Client Display” to view payment amounts remitted to the client, or tick “Debtor Display” to view the actual payment amounts made by the debtor.
Click the “Print” button to print a copy of the screen.
To view the full financial details of the case, click the "i" button next to the “Balance Due” on the case details page.
See below diagram for an example.
Claim Details Page
Motor Vehicle Insurance claims require some additional data fields to record vehicle details, vehicle owner details, driver details and incident details. Click the button labeled “Claim Details” on the Navigation Bar to view/amend these details.
Here you can record a debtors income, expenses and assets.
A surplus is then provided which can be used to determine if the debtor can pay or service a payment arrangement plan.
My Legals Page
Each major step or stage of the legal process is recorded against the case. To view specific charges, payments, issue and service dates against each step, click the "i" button next to the “Legal Costs” on the case details page.
The top left table contains a list of each legal step. Click on the row containing the step you wish to view and the data on the screen will refresh with the selected step data.
To view a schedule of debtor interest calculated and applied, click the "i" button next to the “Interest” on the case details page.
See below diagram for an example.
The miscellaneous page will show you a variety of information relating to the case you are currently in, such as associated dates and outsourcing information. To view this miscellaneous information, click the button labeled “Miscellaneous” on the Navigation Bar.
Special Notes Page
Special Notes can be recorded against a case so that each time a user accesses the case in the case manager; an alert appears with the special notes date.
Click the “Special Notes” button on the Navigation Bar to add or amend debtor special notes and to view client special note.
Client Special Notes are recorded in the client maintenance record on the “Preferences” page in the text area labeled “Special Notes”.
IMPORTANT: The Client Special Notes cannot be altered from this page. You must alter them from within the Client maintenance page.
Note: User Security settings can disable case alerts.
User Defined Page
If you need to record information against a case and there are no preset fields to record it in, click on the “User Defined” button on the Navigation Bar.
Here you can record any information inside the 5 available merge fields. These merge fields are available for documents and reports.
Recurring Values Page
If the debt is for arrears of loan payments and the loan has not yet reached its completion date, the DebtCol system can keep track of when the next loan installment is due and increment the debt amount accordingly, as they fall due.
If the debt was created with recurring debt information, click the tab labeled “Recurring Values” to view these details. Here you will see a ledger of installment debits, credits and when the next installment is due.
You can delete the recurring debt schedule by clicking “Delete” on the Action Bar.
You can amend the installment schedule details by changing the data in the fields and saving the case.
If the case was not created with a recurring debt schedule, these fields will be blank. Simply fill them out with the relevant recurring debt data and save the case to setup the schedule.
IMPORTANT: The Mass Processing Schedule is responsible to monitoring and maintaining the recurring debt schedule. If the mass processing schedule is not run, the DebtCol system will not be able to increment the debt balance by the new installment amounts.
IMPORTANT: When payments are processed against a debt with a recurring debt schedule, these will be shown in the credit column of the table.
When a recurring debt schedule has been created, the details will be notated in the case history.
When the mass processing schedule has incremented the debt balance by a new installment amount, this will be noted in the case history.
My Reports Page
If a user is currently in a case and wants to run a report without leaving the case manager, go to the “My Reports” page. From there the user will be able to run reports they have access to based on their user security.
Tip: If a report is created to be based on a case, for example a report listing payments received for a case, the reports query can use the @CASE merge field in the criteria value so that when the report is run via the “My Reports” screen and the user is in a case, the report will automatically run for that case.