System / Global Settings

This is where you define global rules for DebtCol. Exceptions to these global rules can be made for certain users and clients. These rules are designed for productivity in mind. Set them and forget them. Allow the system to do as much of the work as possible.

Tools > Advanced Tools > System Settings

Licensee Details is where you enter your business details such as company name, address and phone number.

Tip: When creating reports, the footer field will contain the company name.

The Accounts Enquiry phone number will be merged onto your tax invoices.

The data in the date range fields gets merged into report queries where merge fields @STARTMONTH and @ENDMONTH are used.

DebtCol Software will configure the remainder of the system settings for you during setup.

System Settings

 

Modify standard system settings to suit your own requirements. The System Settings, as the name suggests, will apply such settings over the entire system (except where overrides apply based on client) so careful consideration must be given to the outcome.

Licensee Details

Update the company name and contact details. These are used extensively in reports and email correspondence.

Date for start of month – reporting and date for end of month reporting allows you to set a range of dates for the current month. Use the @STARTMONTH and @ENDMONTH merge field in the reporting setup , to automatically extract these dates into a reports query.

Accounting Default Behavior

General Config

Specify the email address for reply emails to be sent, specify the time zone where the server is based. Contact DebtCol for any other changes on this page.

Reply Email Address: Generic email address that replies are sent to, where no email address is recorded on a user record.

Time Zone: Select the time zone where the server resides. If there are users operating the system in different time zones, you can specify the difference in time each time zone has between the main zones where the server resides. Notations and transactions recorded will be time stamped with the relevant zone they are assigned to.

Conditions for Halting load of new debts:

The option set here will determine if a new debt can or cannot be loaded based on:-

  1. Status of Client being inactive
  2. Renewal date of client contract being expired
  3. A combination of client having an inactive status OR expired contract renewal date
  4. Never prevent loading a new debt

Debt Adjustments (on imports) Based On: Specify if debt adjustments made on cases using the ND command via the Case Manager shortcuts will be:-

  1. Based on the debt amount, excluding payments
  2. Based on the balance of the debt, which includes payments made to date

Specify Debtor for Debt Import:

Use Match Debtor Functionality: When creating a new case or debt, the screen has a check box labelled “Use Debtor Matching Functionality” which when ticked, will check if the company OR surname entered already exists and give the user the option to use an existing debtor, or create them as new. Ticking this option here will ensure this check box is always ticked by default.

Use Prospect Key as the Client Key:

When a prospect is converted to a client, automatically create the client key based on:-

  1. Use the prospect key as the client code
  2. Use the first five characters of the prospects name
  3. Allow the user to create their own client code

Report Viewer tab

Report Viewer Location is the location for viewable reports to be exported to on the DebtCol server.

Report Viewer virtual directory is the IIS virtual directory location for viewable reports to be exported.

Report Viewer URL is the internal address for the report viewer.

Report Viewer URL is the external address for the report viewer.

External Report Viewer URL is the external location for the report viewer.

Output Log Address is the URL used for viewing the dispatch log of reports, documents and emails output from DebtCol

Signature Path is the directory path on the DebtCol server that contains digital signatures of the system operators for document mail merging.

EFT Tab

The Trust Liability can create an ABA file of trust payments to be transferred electronically. Where you have a client's bank account details, you can specify to remit their funds electronically. In these cases those clients with funds to receive will be included in an ABA file created from the Trust Liability. 

To use the Electronic Funds Transfer feature of the system you must first make arrangements with your bank to set up the merchant facility. They will provide you with details required in the ABA file such us the name to appear in the header, reference, type and user number.

EFT Header is the text required in the ABA header.

Liability Reference is the reference provided by your bank.

EFT Type will also appear in the header of the ABA file.

EFT User Number is provided by your bank

EFT Organisation is the acronym for the bank. E.g. NAB for National Australia Bank, CBA for Commonwealth Bank of Australia, and WBC for Westpac Banking Corporation.

Bank Account for Trust Transfers to ABA file is to be selected when you would like to include your trust transfers in the electronic funds transfer. Select the bank account you would like it automatically transferred from, where indicated.

Include ABA Debit Line is to be ticked if the banking institution you use requires a Debit Line inside the ABA file.

Include Debit Row in Row Count must be ticked is the banking institution you use requires the total rows to incorporate the debt line.

Client Portal tab

Online Page Tag contains the text you would like to appear in the web page title bar.

Online Report address contains the address for the DebtCol online report viewing.

Net Stay Alive is the number of seconds to subtract from the current time to arrive at a time to release locks on portal users.

Require DOD must be ticked to force new debts created via the portal to have a date of debt.

Password expiry days is the number of days for the password to be changed.

Password Strength allows you to set a global rule for portal password strengths system wide. These can be overruled on a portal user basis via their password security.

Maximum DIY Debt Value is the maximum value of a new debt being loaded via the portal as a do-it-yourself (DIY) non-referred debt.

The “Exceeded Maximum DIY Value Message” is where you enter the alert that a portal user will see when the debt value exceed the minimum DIY Debt Value specified.

End of Period tab

Current Accounting Period is the current month

Accounting End of Year Month is the month when the end of financial year is performed for the company.

Exclude debtor only invoices should be ticked if no invoice should be generated where only debtor payment transactions exist but no charges to the client.

Some MYOB export related settings:-

Server Location MYOB is the server path where the MYOB extract files get stored.

File Location MYOB is the location on the users PC where MYOB extract files can be stored.

“Use Client Code instead of Name in MYOB” if ticked will use the DebtCol client code instead of the client name when importing into MYOB. Because MYOB validates imported data based on the customer contact name, if the DebtCol client name happens to be different even by one character, it will fail to import. If you record your customer cards in MYOB using the DebtCol client code, then tick this option, it mitigates the validation errors when importing to MYOB.

Tick “Detailed” MYOB Extract” if you want more detail recorded in imported data.

If MYOB is used to generate manual invoices not relating to DebtCol, it is recommended you affix a letter to the DebtCol invoice numbers being imported to ensure there is no doubling up. We recommend using the letter Q.

“Show Zero Charge Invoice Items” will show invoices generated with a zero client charge.

“Stop Dispatch of Nil Balance Invoices” if ticked will not dispatch client invoices where the closing balance is zero. Invoices will be generated for accounting purposes, but not dispatched to the client.

“Mercantile Invoice Email Message” contains the global email message used for standard mercantile (non-legal) invoices dispatched in bulk. Use the @ merge fields shown below to capture and merge variables.

“Statement Email Message” contains the global email message used for trust statements dispatched in bulk. Use the @ merge fields shown below to capture and merge variables.

“Legal Invoice Email Message” contains the global email message used for legal invoices dispatched in bulk. Use the @ merge fields shown below to capture and merge variables.

Reply Email Address is the email address that replies are made to.

Select time zone that the server resides in from the list. This is only necessary if users are connecting from different time zones.

Select any conditions for disallowing load of a new debt where indicated.

Select debt adjustment calculation (on imports) where indicated.

If import of new debts can be attached to a debtor code, tick where indicated. This affects the import of debts screen and will prompt the user to enter the debtor code.

Require DOD if ticked will make the date of debt a mandatory input field for users of the Client Portal.

Net Stay Alive is the number of seconds to subtract from the current time to arrive at a time to release locks on client portal users.

Debt Record Search Fields tab

Within user security under the tab “Limit Access to a Debt Selection”, you can restrict the users access based on a query. Select the fields allowed for the query from the list labeled “debt record fields”. Selected fields will appear in the text area labeled “Debt Search Fields”.

JusticeLink tab

In the field labeled “JusticeLink Default Email”, enter the default email address that JusticeLink batches will be processed to if the requesting user does not have an email address defined.

Select the service method for an individual where indicated.

Select the service method for non-individuals where indicated.

“Justice Link Exclude Client Details” if ticked will exclude the client/plaintiff email address and phone numbers from SOC dispatch.

Tip: If you do not select the service methods, JusticeLink will default it to “SELF”.

If the JusticeLink requests are to exclude the contact details of the Client, tick where indicated.

SMS tab

Here you define the system settings for SMS messaging. Contact DebtCol Software to enable this service. See SMS Setup section.

Payment Processing Default Behavior

Select receipt document that is to be queued when a debtor payment receipt is requested.

Tick “Charge Commission” if commission is to be charged

Tick “Allow Commission Adjustment” if users are allowed to adjust the calculated commission amounts.

Tick “Warn if no Commission Conversion Date” if users are to be alerted to non-converted debts when they are processing payments.

Tick “Receipt ticked by default” if receipts are to be produced as a rule and not the exception. This will ensure when payments are processed, the user does not have to remember to tick for a receipt.

Select an action wizard to be run on debts paid in full. This action is run when a payment is made that reduces the balance to zero or below. This can be overridden on a client by client basis if need be.

Select a status to update debts with when imported payments have been applied.

In the field labeled “Diary Days from Payment”, enter the number of days to diary cases ahead when a payment has been processed on it.

To disable payments on closed cases, tick where indicated.

Tick “Apply Payments over repeat offenders” will ensure imported payments will check for repeat offenders (multiple debtors sharing the same account number for that client) and where the amount of the payment exceeds the balance of the first case, the system will apply the remainder over the repeat offenders.

To use sequential trust receipt numbers, tick where indicated.

To generate receipt numbers for trust payment reversals, tick where indicated.

Select a receipt document for trust payment reversals.

For each type or method of payment that needs to be held for bank clearance, select the Type from the list and nominate the number of days those payments are to be held. Also, you may specify a merchant fee to be charged for any payment type. This is useful where credit card payments attract a merchant fee and you would like to pass this onto the debtor, client or both.

Arrangements Default Behavior

Select status to be applied to cases where a settlement offer has been made. This is done via the shortcut field (OF) in the Case Manager.

Select status to be applied to cases where an arrangement has been made. This is done through the “Arrangement” button on the Case Manager.

Tick “Allow Advanced Payments” to allow the debtor to get ahead of their arrangement.

Enter the text to merge into SMS reminder messages. Use the merge fields to capture the respective data and merge them into the body of the text.

Enter the number of days prior to an installment due date that you would like SMS reminders to be sent.

Tick to enable arrangement thresholds to be used.

Arrangement Thresholds can be defined to ensure arrangements entered on the system do not exceed the upper limits of duration given to repay debts.

Tip: To allow a user to override this global threshold, go to Entities > Users and Logins > Users > User Security and tick Override Arrangement Threshold. The user will still be alerted to the threshold being broken, but can continue with the arrangement.

Tip: The arrangement thresholds can also be overridden on a client by client basis. Go to Client Maintenance à Charge Overrides to achieve this.

Case Manager Default Behavior

Select the version of the Case Manager where indicated. This may change the labels on certain fields within the Case Manager.

Select the case Notes Order preferred by the majority of users.

Tip: You can override this setting on a user group basis within User Group Maintenance a Case Manager Settings Page. This will determine the order the case notes are displayed for all users in that group.

Tip: You can override the global setting and user group setting on a user by user basis by nominating the preference within User Security Settings.

If you wish to limit the costs to a percentage of the debt value, input that percentage where indicated.

Tip: The costs percentage threshold can be overridden by the legal jurisdiction.

Select which address to display on the Case Manager where indicated.

Select the preference for displaying the debtors name in the Case Manager a My Lists page where indicated.

Select the type of rate to display on the Case Details page where indicated.

Enter the global charge (if any) for SMS text messages where indicated.

Tip: The SMS charge can be overridden on a client by client basis. Go to Client Maintenance à Charge Override page.

In the field labeled “Document Dispatched Term”, enter the term to replace “queued” when a document has been dispatched.

The field labeled “Entry Screen” allows you to determine which page to display upon entry of the Case Manager. This is a global setting that has two options; Case Details or My Lists.

Tip: You can override this setting on a user group basis by nominating the preference for the group within User Groups Maintenance à Case Manager Settings Page. This will determine the entry screen for all users in that group.

Tip: You can override the global setting and user group setting on a user by user basis by nominating the preference within User Security Settings.

Hide Navigation Buttons allows you to select which of the buttons to hide on the Navigation Bar for the Case Manager.

Case Report dispatch allows you to force case manager report to be viewed on screen or sent to the Windows default printer.

When the “Paid To Us” option is ticked, users will have the option of posting trust payments from within the Case Manager.

Tick “Force Future Diary Dates” when you want to force users to set case diary dates ahead in time. When this is ticked it will force this behavior for all users.

Tip: You can leave this global behavior unchecked and instead manage it from user group security or user security instead.

Where utilizing the consolidation of a charge based on an address being the same for multiple defendants of a case; i.e. in the case of charging service fees on a Statement of Liquidated Claim, nominate which address is to be used here.

 

Specify which open status should default on the Case Manager My Lists page, by selecting the appropriate option from the list labeled “Default Open Status in My Search”

 

When users go to the My Lists page, the set open status will automatically apply.

Email Configuration Default Behavior

Remote Notes Tab

Define the layout of the email subject for email notification when a client adds a new note using the online system. Use the @ fields listed to merge variable information into the subject as required.

Select the type of email notification preferred.

Tick if you would like the actual note to appear in the email.

If a blind carbon copy (BCC) is required, enter the email address(es) where indicated.

Select which party to direct the email notification to.

IMPORTANT: Be sure that each system operator has a valid email address assigned to their User Profile otherwise the email will fail.

When an email is sent by a user from within the Case Manager, select the preferred party whose email address will show it being sent from.

Client Documents Tab

Define the layout of the email subject for emails sent to the client when documents are dispatched. Use the @ fields listed to merge variable information into the subject as required.

New Debts Tab

Define the layout of the email subject for email notification when a client adds a new note using the online system. Use the @ fields listed to merge variable information into the subject as required.

Enter the email message to be sent to the account manager when a new debt is created by the client using the online tool.

Email Tabs for Clients, Debtors, Agents, Solicitors etc

For each of the “Email” tabs relating to specific parties, click on the respective tab then define the layout of any salutation required utilizing the @ fields where required, which are listed on the right of the page.

Define the layout of the email subject. Use the @ fields listed to merge variable information into the subject as required.

Define the email signature utilizing the @ fields where required.