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Postcode Database

Tools > Workflow Setup > System Tables > Postcode Database

Postcodes are pre-stored and assigned to applicable suburbs. All Australian postcodes and related suburbs have been provided however new ones are being created all the time and so it may be necessary to add them as needed.

When entering the suburb into any address field, the system will automatically attempt to locate the matching postcode and state. If there is only a single instance of the suburb (for example Prahran only exists once in Australia) then the postcode and state will automatically be assigned but where a suburb exists more than once (for example Richmond) then a pop-up box will appear asking the user to choose. In order for this to work, all postcodes must be entered into the Postcode page.

Creating a new Postcode

A postcode must be unique. Enter your new code in the "Postcode" field.

Enter the suburb name in the table where indicated.

Click “Save” to save.

Update an Existing Postcode

Enter the existing postcode in the "Postcode" field.

Once you have entered the postcode, the record will be opened for you to amend accordingly. Click + to add your new suburb.

Click “Save” to save your changes.

World Currencies

Tools > Workflow Setup > System Tables > World Currencies

Here you can create a world currency which can then be linked to cases and the currency description can then be merged into Documents to specify the country or territory the debt was incurred in.

Creating a new World Currency

A currency code must be unique. Enter your new currency 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 accident details then click “Save” to save.

Update an Existing World Currency

Enter the existing currency code in the "Code" field. If you do not know the code click the search button on the toolbar and perform a lookup.

Once you have entered the code, the record will be opened for you to amend accordingly.

Make your amendments then click “Save” to save your changes.

Tip: You can copy an existing record by opening the record you wish to copy, then give it a new unique code and click “Save”. A carbon copy will be created with the new code which can be amended as per your requirements.

Party Types

Tools > Workflow Setup > System Tables > Party Types

Party Types are pre-stored so they can be assigned to cases, allowing for categorization according to their relationship to the case.

Creating a new Party Types

A party type code must be unique. Enter your new party type 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 party type details then click “Save” to save.

Update an Existing Party Type

Enter the existing party type code in the "Code" field. If you do not know the code click the search button on the toolbar and perform a lookup.

Once you have entered the code, the record will be opened for you to amend accordingly.

Make your amendments then click “Save” to save your changes.

Tip: You can copy an existing record by opening the record you wish to copy, then give it a new unique code and click “Save”. A carbon copy will be created with the new code which can be amended as per your requirements.

Maintain Regional Time Zones

Tools > Workflow Setup > System Tables > Time Zones

For Cloud users (WebStream) or where there are users operating in different time zones, it will be necessary to keep track of time differences. To do this you must have a time zone for each time zone users work in.

When a user works in a different time zone to where the server is hosted, specify their time zone in User or User Group settings.

When this happens it ensures the time stamped on the users notes is the local time.

Creating a new Time Zone

A time zone code must be unique. Enter your new code in the "Time Zone" field.

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

Describe the Time Zone where indicated.

Specify if the time in this zone is earlier or later than the time zone where the server is hosted.

Specify the difference in second between time in this zone and the time zone where the server is hosted.

Click “Save”.

Update an Existing Time Zone

Enter the existing time zone code in the "Time Zone Code" field. If you do not know the code select it from the drop-down list, or click the search button on the toolbar and perform a lookup.

Once you have entered the code, the record will be opened for you to amend accordingly.

Make your amendments then click “Save” to save your changes.

Tip: You can copy an existing record by opening the record you wish to copy, then give it a new unique code and click “Save”. A carbon copy will be created with the new code which can be amended as per your requirements.

Holiday Maintenance

Tools > Workflow Setup > System Tables > Holiday Maintenance

Record holiday dates to ensure case diary dates cannot fall on these dates.

Creating a new Holiday Date

Enter the date of the holiday and description where indicated.

If the holiday is only affecting certain states or territories, include those in the “Affected States” table.

Click “Save”.

How does the affected states work?

Where an SMS message is queued on a holiday (i.e. a payment arrangement reminder or default) it will try to locate the debtor on the case using the phone number and then check what state their mailing address is. If no state is specified on the debtors’ mailing address it will then check their street address. If that state happens to be specified as a state affected by this holiday, it will not send the SMS.

Where the next due date on a case is set to a holiday, it will check what state the primary debtors’ mailing address is. If no state is specified on the debtors’ mailing address it will then check their street address. If that state happens to be specified as a state affected by this holiday, it will set the next due date to the next working day.

IMPORTANT: Adding a new holiday does not work retrospectively.

Update an Existing Holiday Date

Enter the existing Holiday date where indicated.

Once you have entered the date, the record will be opened for you to amend accordingly.

Make your amendments then click “Save” to save your changes.

Alternatively you may wish to delete a holiday by clicking the “Delete” button on the Action Bar.

Accident Types

 Tools > Workflow Setup > System Tables > Accident Types

Accident Types are pre-stored so they can be assigned to cases, allowing for categorization according to type of accident.

Accident types are assigned to cases allowing for the production of reports where required.

Creating a new Accident Types

An accident type code must be unique. Enter your new accident type 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 accident details then click “Save” to save.

Update an Existing Accident Type

Enter the existing accident type code in the "Code" field. If you do not know the code click the search button on the toolbar and perform a lookup.

Once you have entered the code, the record will be opened for you to amend accordingly.

Make your amendments then click “Save” to save your changes.

Tip: You can copy an existing record by opening the record you wish to copy, then give it a new unique code and click “Save”. A carbon copy will be created with the new code which can be amended as per your requirements.