Other Card Files

At various times in the life of a case you may need to associate a number of entities to it. The key entities linked to a case will always be the Client and Operator, but on occasion you will need to associate another party to a case. For example in the case of litigation, a legal representative for the plaintiff must be linked to it, as well as a Court of Issue and when personal service of legal documents is required, an agent will need to be associated. By linking entities to a case, mail merge documents can be setup to merge the entities name and address into such a letter, or when emailing from the case, DebtCol can automatically retrieve the email address.

Here are the other entity card options: -

Creditors

Entities > Creditors

DebtCol can help you keep track of outgoing expenses related to recovery of debts. Part of the process involves recording creditors in the system.

Creditors are assigned to purchase invoices and these are recorded against client charges from within the Case Manager. The user will drill-down on the client charge and fill out the “Expenses” section recording the creditor details there.

Creating a new Creditor

A creditor code must be unique. Enter your new creditor code in the "Code" field.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

Fill out all creditor details then click “Save” to save.

When a creditor is created, it can be linked to the expense section of a charge code. This is a way to track any expenses incurred on cases.

Administrators and Liquidators

Entities > Administrators and Liquidators

Administrators/Liquidators are pre-stored so they can be assigned to cases, allowing for easy production of letters to administrators and to produce reports based on cases assigned to them.

Administrators are assigned to cases allowing for the production of documents where required.

They can be assigned from within an action by selecting it from the command field as shown below.

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Administrators can also be assigned within the Case Manager from the shortcut field (LIQ) as shown below.

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Creating a new Administrator/Liquidator

 

An administrator code must be unique. Enter your new administrator code in the "Code" field.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

Fill out all administrator/liquidators details then click “Save” to save.

When an administrator/liquidator is assigned to a case, you can view their details in the Miscellaneous page.

Once an Administrator/Liquidator is assigned to a case, you can email them direct when you are in the case. Simply click the Email action and select “to Administrator” from the Party list.

You can also email an Administrator from within the administrator screen, by clicking the “Email” button. These emails will not be linked to cases though.

Add notes on an Administrator record by clicking the “Notate” button. These notes will not be linked to cases, so will be general notes relating to the Administrator, rather than specific to a case.

Auction Houses

Entities > Auction Houses

Auction Houses are pre-stored so they can be assigned to cases, allowing for easy production of letters and emails to auction houses and to produce reports based on cases assigned to them.

Auction Houses are assigned to cases allowing for the production of documents and sending of emails where required.

They can be assigned from within an action by selecting it from the command field as shown below.

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Auction Houses can also be assigned within the Case Manager from the shortcut field (AH) as shown below.

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Creating a new Auction House

An auction house code must be unique. Enter your new auction house code in the "Code" field.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

Fill out all auction house details then click “Save” to save.

When an Auction House is assigned to a case, you can view their details in the Miscellaneous page.

Once an Auction House is assigned to a case, you can email them direct when you are in the case. Simply click the Email action and select “to Auction House” from the Party list.

You can also email an Auction House from within the Auction House screen, by clicking the “Email” button. These emails will not be linked to cases though.

Add notes on an Auction House record by clicking the “Notate” button. These notes will not be linked to cases, so will be general notes relating to the Auction House, rather than specific to a case.

Sheriffs

Entities > Sheriffs

Sheriff’s are pre-stored so they can be assigned to cases, allowing for easy production of letters to sheriffs and to produce reports based on cases assigned to them.

Sheriff’s are assigned to cases allowing for the production of documents where required.

They can be assigned from within an action by selecting it from the command field as shown below.

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Sheriff’s can also be assigned within the Case Manager from the shortcut field (AS) as shown below.

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Creating a new Sheriff

A sheriff code must be unique. Enter your new sheriff code in the "Code" field.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

Fill out all sheriff details then click “Save” to save.

When a Sheriff is assigned to a case, you can view their details in the Miscellaneous page.

Once a Sheriff is assigned to a case, you can email them direct when you are in the case. Simply click the Email action and select “to Sheriff” from the Party list.

You can also email a Sheriff from within the Sheriff screen, by clicking the “Email” button. These emails will not be linked to cases though.

Add notes on a Sheriff record by clicking the “Notate” button. These notes will not be linked to cases, so will be general notes relating to the Sheriff, rather than specific to a case.

Sales Representatives

Entities > Sales Reps

Sales Rep’s are pre-stored so they can be assigned to client records, allowing for production of revenue reports for calculation of commissions and reports based on sales rep performance.

Sales Rep’s are assigned to clients allowing for the production of reports where required.

Creating a new Sales Rep

A sales rep code must be unique. Enter your new sales rep code in the "Code" field. This would typically be the initials of the person, but can be anything.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

Fill out all sales rep’s details then click “Save” to save.

When a Sales Rep is assigned to a client or a prospect, you can email them direct when you are in the client or prospect. You can also search form prospects based on the Sales Rep and build work queues using Sales Rep as part of the criteria.

Insurers

Entities > Insurers

Insurers are entities that provide insurance and are pre-stored so they can be assigned to insurance claim cases.

Insurers are assigned to cases allowing for easy mail merging for the production of letters where required.

Creating a new Insurer

An insurer code must be unique. Enter your new insurer code in the "Code" field.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

Fill out all insurer details then click “Save” to save.

When an Insurer is assigned to a case, you can view their details in the Claim Details page on the “Third Party” tab.

Once an Insurer is assigned to a case, you can email them direct when you are in the case. Simply click the Email action and select “to Third Party Insurer” from the Party list.

You can also email an Insurer from within the Insurer screen, by clicking the “Email” button. These emails will not be linked to cases though.

Add notes on an Insurer record by clicking the “Notate” button. These notes will not be linked to cases, so will be general notes relating to the Insurer, rather than specific to a case.

Towing Operators

Entities > Towing Operators

Towing Operator’s are pre-stored so they can be assigned to cases, allowing for easy production of letters and emails to towing operator’s and to produce reports based on cases assigned to them.

Towing Operator’s are assigned to cases allowing for the production of documents and emails where required.

They can be assigned from within an action by selecting it from the command field as shown below.

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Towing Operator’s can also be assigned within the Case Manager from the shortcut field (AS) as shown below.

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Creating a new Towing Operator

A towing operator code must be unique. Enter your new towing operator code in the "Code" field.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

Fill out all towing operator details then click “Save” to save.

Once a Towing Operator is assigned to a case, you can email them direct when you are in the case. Simply click the Email action and select “to Towing Operator” from the Party list.

You can also email a Towing Operator from within the Towing Operator screen, by clicking the “Email” button. These emails will not be linked to cases though.

Add notes on a Towing Operator record by clicking the “Notate” button. These notes will not be linked to cases, so will be general notes relating to the Towing Operator, rather than specific to a case.

Courts

Entities > Courts

Courts are pre-stored so they can be assigned to legal cases, allowing for easy production of court letters and other court precedents.

Courts are assigned to clients and debtors. They are assigned to clients so that plaint numbers can automatically be assigned to new legal matters where it is setup to do so. They are assigned to cases so that documents and legal precedents can be produced and Court details merged onto them.

They can be assigned from within an action by selecting it from the command field as shown below.

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Courts can also be assigned within the Case Manager from the shortcut field (CO) as shown below.

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Creating a new Court

A court code must be unique. Enter your new court code in the "Code" field.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

Name the Court where indicated.

Enter the Court Location where indicated.

Enter the Court ID where indicated. This is required if using JusticeLink

Enter the Court Addresses in the tab component.

Enter the Work Phone number where indicated.

Enter the Fax Number where indicated.

Enter a contact persons name where indicated.

Enter an email address where indicated.

Select the related interest rate where indicated.

Enter the day for examinations if required.

IMPORTANT: To automatically assign the next plaint number when litigating a case, the action used must contain the command AC; which is responsible for reading the court assigned to the client and getting the next plaint number from it. When the case litigation is saved, the next plaint number on the court will be updated.

Click “Save” to save.

When a Court is assigned to a case, you can view its details in the Miscellaneous page.

Once a Court is assigned to a case, you can email them direct when you are in the case. Simply click the Email action and select “to Court” from the Party list.

You can also email a Court from within the Court screen, by clicking the “Email” button. These emails will not be linked to cases though.

Add notes on a Court record by clicking the “Notate” button. These notes will not be linked to cases, so will be general notes relating to the Court, rather than specific to a case.

Witnesses

Entities > Witnesses

Witnesses are pre-stored so they can be assigned to cases where legal document require witnessing.

They can be assigned from within the document service manager, or using the AFFDTLS shortcut command in the Case Manager.

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Witnesses can also be assigned via the “Attempts” and/or “Legal Stages” pages of the Case Manager.

Creating a new Witness

A witness code must be unique. Enter your new witness code in the "Code" field.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

Fill out all witness details then click “Save” to save.

JusticeLink Garnishees

Entities > Justice Link Garnishees

Here is where you can pre-store details of common parties you seek to request a debt garnishee from.

Creating a new Garnishee

A garnishee code must be unique. Enter your new code in the "Code" field.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

Fill out all garnishee details then click “Save” to save.

Tip: Garnishee details recorded here can be made available when creating a JusticeLink XML file for a Garnishee. Contact DebtCol for setup and configuration of JusticeLink services.

Referrers

Entities > Clients > Referrers

Referrer’s are pre-stored so they can be assigned to client and prospect records, allowing for production of reports for calculation of commissions to referrer’s, or just used as a reference.

Creating a new Referrer

A referrer code must be unique. Enter your new referrer code in the "Code" field. This would typically be the initials of the person, but can be anything.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

Fill out all referrer details then click “Save” to save.