Contact Entry (CODE001A)

Contact Entry is found on the Collections Data Entry menu, 1-1.  When customers become past due on their Accounts Receivable accounts, it is necessary to contact them to secure the payments.  The main purpose of the Contact Entry program is to contact the customer and enter a collection activity entry.  When the collection activity is entered, a next contact date is input.  The next contact date is used to generate another contact for that customer.  Thus, there are two factors which prompt the collection person to contact a customer.  The fact that their account is past due or the input of a next contact date based on a previous contact. 

 

The Contact Entry program can be used in three different ways.  The first is for the operator to have full control over whom they contact.  The operator inputs the customer that he/she wants to contact.  This is based on using an Overdue or A/R Aging Report or a printout of the Daily Contact List.  The Daily Contact List prints all of the customers that need to be contacted based on a next contact date that was input on the last collection activity contact.  This is basically a manual operation as the Contact Entry program does not indicate to the operator who needs to be contacted.  The operator must use reports to prompt a need for a collection contact.

 

The second use of the program is an automated contact entry.  All customers that have a next contact date within a specified time period have a contact record display.  Also, customers that have no next contact date but have invoices that are past due based on a specified aging date and days past due, have a collection contact created.  An index is created which includes all customers who have a next contact date within a specified time period.  The program automatically displays the customers that need to be contacted based on the next contact date that is entered on the last collection activity contact.  This replaces the need for a report such as the Daily Contact List.  Also included in the index is the ability to add customers that do not have a previous collection contact but are considered past due.  Thus, this replaces the need of an Overdue or A/R Aging report.  The customers display in next contact date order.  With- in the dates, the customers appear in customer number order, customer name order, or high to low Accounts Receivable balance.

  

 

 

Introduction  (Cont'd)

 

 

The automated contact activity index is operator initial sensitive.  Each time the index is rebuilt, the index is assigned to the operator who generates it.  That index is accessible on any terminal, Flip Screen, or PC Connect station.  Thus, if you have more than one collection person with the same initials, each operator's initials must be made unique, or they will be sharing an index.  NOTE: If you are using the LMS Security package, be sure to input the unique operator initials in the program to setup users, Security Master Maintenance.  These are the default initials.

 

The third use of the program is a combination of the first and second. The automated contact entries are created, but while entering the contacts the operator can also enter a manual contact activity.  This means he/she could enter someone who is not in the current contact index.

 

In all three ways, once a customer is accessed, the program allows the operator to view numerous information about that customer without having to exit the Contact Entry program.  The operator is allowed access to various inquiry programs.  These are the Machine Inquiry By Customer, Contract Inquiry, Service History Inquiry, Sales History Inquiry, Collection Activity Inquiry, A/R Inquiry, Invoice/Order Inquiry, Customer Profile, Coupon Inquiry, and Ship To Customer Number Inquiry.  Also included is the ability to reprint an invoice and print an A/R Worksheet.

 

While inputting a collection activity contact, various features are available.  They are the ability to print dunning letters, the ability to release a service call that is on hold for credit status, and the ability to change the customer's credit alert status.  Also available is the ability to enter an unlimited amount of messages to be stored in the collection activity record.  When entering collection activity, the operator has the option to have the system dial the phone number of the customer for them.  This is an optional feature available in Collections for a nominal fee.  Prior to implementation of this option, please contact the LMS Support Department for assistance in defining the hardware and software variables.

 

  

 

 

Enter Data

 

Input Screen

 

Transaction Date

 

The transaction date that is input at the menu prompt upon entering the Contact Entry program is used in various ways.  All collection activity contacts that are entered are assigned that date as the contact date.  If printing past due dunning letters, the default aging date is the transaction date.  (MMDDYY)

 

Initials:

 

The initials that are input at the menu prompt, upon entering the Contact Entry program, are used by the Contact Entry program.  When entering a collection activity contact, the initials of the person entering the contact are stored in the collection activity record.  The initials that are input at the menu prompt are the default initials when entering the first collection activity contact.  The initials are the only identifying factor of who entered the contact.  If your company has more than one person entering collection activity contacts, it is important that each person enters their own initials on their contacts.   (3 Alphanumeric)

 

These initials are assigned to the index that the operator is generating.  If you are using the LMS Security package, the initials default based on what is entered in the Security Master Maintenance program.

 

If the Collection system switch is not set to a yes, the prompt You Do Not Have Access To Collections.  Press 'CR' To Log Off appears.  A carriage return returns the cursor to the password prompt.

 

See the following examples of the Contact Entry input screen.  During the input a / slash to cancel or an up arrow key to go back one space may be entered.

 

Upon entry to the input screen, the cursor is at one of the two following prompts.

 

Rebuild Index (Y'es, N'o, Contact A'ctivity, E'nd)

Rebuild Index (Y'es, Contact A'ctivity, E'nd)

  

 

 

Enter Data  (Contd)

 

Input Screen  (Cont'd)

 

Rebuild Index (Y'es, N'o, Contact A'ctivity, E'nd)

Rebuild Index (Y'es, Contact A'ctivity, E'nd)

 

 

  

 

 

Enter Data  (Contd)

 

Input Screen  (Cont'd)

 

Rebuild Index (Y'es, N'o, Contact A'ctivity, E'nd)

Rebuild Index (Y'es, Contact A'ctivity, E'nd)

 

The first prompt appears when the automated contact entry index has been created and not all of the customers have been contacted.  Thus, there are still customers left to be contacted within the index that was created by that operator.  The second prompt appears when no automated index has been created by that operator, or the index is empty meaning all of the customers have had a contact entered.  If you never use the automated feature and enter all contact activity as a manual input of the customers, the second prompt always appears.

 

If you are using the automated Tele-Sales contact activity feature, pay attention to which prompt displays.  As stated in the introduction, the contact index that is created is operator initial sensitive.  Thus, each time the index is rebuilt, the operator's initials are assigned to the index.  If you are using the LMS Security package, the initials that are assigned to the index default from the initials entered into Security Master Maintenance.  This index can be accessed on any terminal, PC Connect, or flip screen.  Thus, if you have more than one collection person with the same initials, each operator's initials must be unique.  A N for no appearing on the Rebuild Index prompt indicates that there is already an index created for that set of operator initials.  Be sure to check this.  Using the same initials until all of the customers are contacted within your current index is important.  If you do not check and you rebuild your index using different initials, you may end up contacting a customer that you already contacted or not contacting a customer that should have been contacted.

 

Enter an E to exit the program.

 

Enter a Y for yes to create a new index consisting of customers to contact based on the next contact date stored in the last collection contact activity record.  If there is an existing contact index assigned to the operator's initials, that index is deleted.  Any customers that are in the index and not contacted may be missed unless the new index includes them.  You also are able to enter contacts on customers that are not within the current index that you are creating.

  

 

 

Enter Data  (Contd)

 

Input Screen  (Cont'd)

 

Rebuild Index (Y'es, N'o, Contact A'ctivity, E'nd)

Rebuild Index (Y'es, Contact A'ctivity, E'nd)

 

Enter a N for no not to rebuild the index.  The remaining customers that were in the contact index are accessible.  All of the parameters entered when rebuilding the index remain.  You also are able to enter contacts on customers that are not within the current index.

 

Enter an A to access the manual contact activity entry only.  No contact index is used.  The operator enters the collection activity contacts by inputting a specific customer number either numerically or through a customer alpha name search.  If an existing automated contact index exists, it is not accessible.  It is advised that an A is input only when you do not use the automated feature at your site.

 

When a Y for yes is input to rebuild the contact index, the cursor continues on to prompts that define the population that is to be contacted and added to the index.  Also defined is the order in which the customer appear.  When a N for no not to rebuild is entered, these prompts display what was previously entered when creating the existing index.  See the following example.  When an A to enter manual contacts is input, the cursor does not display or stop at any more input prompts.  The program immediately accesses the manual contact entry program.

 

  

 

 

Enter Data  (Contd)

 

Input Screen  (Cont'd)

 

Sort By C'ustomer Number, N'ame, Or A'R Balance

 

The customers that are displayed for a contact appear in the designated next contact date order (oldest to most current date).  The customers that have the same next contact date then display in the order of one of the three above sort options.  Enter a C to display the customers in customer number order.  Enter a N to display the customers in the alpha order of the customer name.  Enter an A to display the customers with the highest to the lowest A/R balance order.

 

Beginning Next Contact Date

Ending Next Contact Date

 

The next step is to input the date range of the next contact date of the customers that you want to contact.  Customers that have a next contact date that falls within the specified date range automatically display for a collection activity contact to be entered.  The next contact date that is matched with the date range entered is the next contact date found in the last collection activity record for the customer.  Enter the desired beginning and ending next contact date.  If an invalid date is entered, the prompt Invalid Date -- Enter Again appears.  The cursor returns for re-input.  If an ending date is entered that is less than the beginning date, the prompt Beginning Date Is Greater Than Ending appears. The cursor returns for re-input.  Note  Entering the year as a number less than 68 is considered as a year in the 21^st century so be careful with your input.  (MMDDYY)

 

As an example, you want to access all customers that have a next contact date within a weeks time span.  At the beginning date prompt you enter the date for the desired Monday 031797.  At the ending date prompt you enter the date for Friday of that week 032197.  All customers that have a next contact date of 03/17/97 to 03/21/97 are added to the contact index.  The next contact date that is used is taken from the last collection activity record entered for the customer.  The program does not look through the entire collection activity file for the next contact date but rather looks at the very last record per customer.  If you wanted a one day time span, you enter the same day for the beginning and ending date.  Only customers with that specific day as the next contact date appear for a contact.

  

 

Enter Data  (Contd)

 

Input Screen  (Cont'd)

 

Beginning Customer Number Or A'll

Ending Customer Number

 

This prompt allows you to define which customer numbers, that have a next contact date within the specified date range, are added to the contact index.  Enter an A for all to include all customers.  If you have more than one collection person, you may want to split up the contact activity entry among the two or more operators.  This prompt allows you separation of contacts numerically.  Thus, by inputting a beginning and ending customer number range, only those customers within the defined range appear for a contact in the index for that operator's initials.  Entering a customer number range also adds only those customers to the index.  If an ending customer number is entered that is lower than the beginning, the prompt Beginning Customer Number Greater Than Ending appears.  The cursor returns for re-input.  (8 Digits Or A)

 

As an example, there are two collection operators at your site.  The first operator wants to contact only customers that have a customer number of 1 to 5999999.  Thus, when the operator builds the index he/she inputs 1 as the beginning and 5999999 as the ending.  Only customers with customer numbers within that range display in that operator's index.  The second operator wants to contact the rest of the customers.  Thus, the operator enters 6000000 to 99999999 as the beginning and ending customer numbers.  Only customers with customer numbers within that range display in that operator's index.

 

Beginning Customer Name Or A'll

Ending Customer Name

 

This prompt allows you to define which customer names with a next contact date within the specified date range are added to the contact index.  Enter an A for all to include all customers.  If you have more than one collection person, you may want to split up the contact activity entry among the two or more operators.  This prompt allows you to do the separation of contacts alphabetically by customer name.  Thus, by inputting a beginning and ending customer name range, only those customers within the defined name range would appear for a contact in the index for that operator.  Entering an alpha name range also adds only those customers to the index.  If an ending alpha entry is entered that is lower than the beginning, the prompt Beginning Name Is Greater Than Ending appears.  The cursor returns for re-input.  A carriage return is allowed at the beginning customer name prompt.  This includes customers whose name begins with a number or the name is blank.  (25 Alphanumeric)
 

 

 

Enter Data  (Contd)

 

Input Screen  (Cont'd)

 

As an example, there are two collection operators at your site.  One person contacts all customers whose names begin with an A to M.  The other collection person contacts the rest.  Thus, the first person enters a space at beginning and MZZZZZZZZZZZZZZZZZZZZZZZZ as the ending name when he/she creates the index.  This person also accesses any customers that have a name that begins with a number or it is blank in the Customer File.  The second operator enters N as the beginning and ZZZZZZZZZZZZZZZZZZZZZZZZ as the ending.

 

Beginning A/R Balance Or A'll

Ending A/R Balance

 

This prompt allows you to define customers with a specified Accounts Receivable balance and a next contact date within the specified date range for addition to the contact index.  Enter an A for all to include all A/R balances.  If you have more than one collection person, you may want to split up the contact activity entry among the two or more operators.  Or you may only want to contact customers that have reached a certain amount of A/R on their account.  This prompt allows you to include only customers that have a specified amount of A/R on their account.  Thus, by inputting a beginning and ending A/R balance, only those customers within the defined A/R balance range appear for a contact in the index with the operator's initials.  Entering an A/R balance range also adds only those customers to the index.  If an ending balance is entered that is lower than the beginning, the prompt Beginning A/R Balance Is Greater Than Ending appears.  The cursor returns for re-input.  (10 Digits  No Decimals  1 equals .01,  50000 equals 500.00)

 

As an example, there are two collection operators at your site.  One person contacts all customers whose A/R balance is from 0 to $2000.00.  The other collection person contacts everyone else.  The first person enters 0 and 200000 as the beginning and ending balance.  The second enters 200001 an 9999999999 as the beginning and ending balance.

  

 

 

Enter Data  (Contd)

 

Input Screen  (Cont'd)

 

Beginning Branch Or A'll

Ending Branch

 

This prompt allows you to define which branch numbers with a next contact date within the specified date range are added to the contact index.  Enter an A for all to include all branches.  If you have more than one collection person, you can split up the contact activity entry among two or more operators by branch.  Thus, by inputting a beginning and ending branch number range, only those customers within the defined range appear for a contact in the index.  Entering a branch number range also adds only those customers to the index.  If an ending branch number is entered that is less than the beginning, the prompt Beginning Branch Number Greater Than Ending appears.  The cursor returns for re-input.  The branch number that is used is from the Customer file.  (1-255 Or A)

 

As an example, there are two collection operators at your site.  The first person wants to contact only customers that have a branch number of 1 to 3.  He/She inputs 1 as the beginning and 3 as the ending.  Only customers with branch numbers within that range display in that operator's index.  The second person wants to contact the remaining customers, he/she enters 4 to 255 as the branch range.  Only customers with branch numbers within that range display in that operator's index.

 

Enter Initials Or 'All'

 

If you have only one person that enters collection activity contacts, it is advised that an input of ALL is entered.  That way any collection activity records with no initials stored or a miskeying in of them, are not missed.  If specific initials are input, only last contact records with those initials are matched with the specified next contact date range.  Only those customers are included in the index to be contacted.  (3 Alphanumeric)

 

If you have more than one person entering activity contacts, by inputting his/her specific initials he/she can access only customers that have the initials on the last contact.  It is a good idea when you have more than one collection person to have at least one person enter All.  If you do not, you may miss some contacts.

  

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

The cursor stops at the next prompt when a Y or a N is entered at the Rebuild Index prompt.  The prompt is as follows.

 

Include Contacts Which Have Made Their Payment (Y/N)

 

This prompt allows you to keep a customer from displaying for a contact when the A/R account is paid.  The customer is added to the contact index because it has a next contact date within the specified next contact date range.  However, from the time the last contact was made, a payment is received.  Another scenario may be that the customer is added to the contact index when the past due customers are added to the index.  However, from the time the index is built, a payment is received.  Thus, depending upon your companys policy, a contact may no longer be necessary.  When the customer's current A/R balance is less than .01 cents or the date and amount of the last payment is greater than or equal to the A/R balance at the time of the last collection activity contact, entering a N for no prevents these customers from displaying.  Entering a Y for yes displays these customers for a contact.  When a N is entered when the index is being rebuilt, the customers do not display, but they are still added to the index.  They basically have a collection record with a next contact date, but the next contact is not made.  The current A/R balance and amount and date of last payment is from the customer's Custd File.

 

As an example, a customer had a contact entered on 12/13/96.  At the time the A/R balance was $1565.00.  A next contact date of 12/29/96 was input.  The A/R balance of $1565.00 is stored in the collection activity record as the amount due at the time of the contact on 12/13/96.  A payment is made on 12/22/96 for $1565.00.  The payment is entered through Cash Posting and the date of last payment of 12/22/96 and amount of 1565.00 is written into the Custd File.  The contact index is built for a next contact date time period of 12/27/96 to 12/31/96.  Thus, this customer is added to the collection contact index because the last collection activity record has a next contact date of 12/29/96.  A N for no is entered not to include customers with payments.  Since this customer has paid an amount equal to the amount due that is stored in the 12/13/96 collection activity record, it does not display for a contact.  If the customer had paid an amount less than 1565.00, it still comes up for a contact.  Let's say that the customer had other invoices added to their account after 12/13/96 bringing the A/R balance to $1700.00.  A payment amount of 1565.00 keeps the customer from displaying as that is equal to the amount due at the time of the last collection contact.

  

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

There must be a way to have the Automated Contact Entry program include customers that do not have a next contact date in the time span or in the future, yet their account is now past due.  You want to contact these customers for payment.

 

The last group of prompts allow you to create a collection contact activity record for customers that do not have a prior collection activity record with a next contact date within the contact date parameters or in the future.  The record is created for customers that have an A/R balance greater than zero and have at least one invoice that is past due.  The past due parameters are input.  The cursor only stops at the prompts when a Y or a N is input at the Rebuild Index prompt.

 

Include New Contacts From Customers That Have Gone Past Due (Y/N)

 

To create a collection activity record so that the customer displays in your contact index population, enter a Y for yes.  An actual contact collection activity record automatically is created.  These records are referred to as Automated Collection records.  The next contact date, that is assigned to the record, is the date that is input as the ending next contact date keyed in at the next contact date input prompts.   Not to add customers that are past due enter a N for no.  When a N for no is input the programs input prompts are completed.  The first customer in the contact index displays.  When a Y for yes is input the cursor is at the following prompt.

 

Enter Number Of Days Past Due

 

Enter the number of days that the invoice date must have aged to be considered past due.  (4 Digits)

 

Enter Aging Date

 

Enter the date that the invoice dates of the invoices are aged against.  If an invalid date is entered, the prompt Invalid Date -- Enter Again appears, and the cursor returns for re-input.  (MMDDYY)

 

As an example, all invoices with a balance greater than zero that are 45 days old from the last day of the current month are considered past due.  Thus, the last day of the current month would be entered, 033197 as the aging date and 45 as the number of days past due.

  

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

When adding a customer to the contact index based on the past due prompts, the program works in the following way.  If the customer's A/R balance from the Custd File is zero or a credit balance it is skipped.  If the customer's balance is greater than zero, than each invoice is checked in the Arecd File.  Each individual invoice is read.  If the balance is greater than zero, the invoice date is compared to the inputted aging date.  If the number of days from the invoice date to the aging date is equal to or greater than the inputted number of days past due, the invoice is considered past due.  If at least one invoice is considered past due than the account is considered past due.  A collection activity record is searched for that customer.  If no collection activity record exists, a past due contact is created.  If collection activities exist, the last one in the file for that customer is checked.  If the next contact date stored in that collection record is greater than or equal to the beginning next contact date that is in your current next contact date index, that account is skipped.  If the next contact date is less than the beginning date in your index, a past due collection contact activity is created.

 

As an example, a customer is selected as a past due account.  There are past collection activity contact records for that customer.  In the last activity record for that customer, a next contact date of 01/07/97 is stored.  The current next contact date range is 12/27/96 to 12/31/96.  Thus, this customer has a next contact date that is greater than 12/27/96.  No past due contact is created as one will be created when the index is built for a date range which includes 01/07/97.  As another example, the last activity record stores a next contact date of 12/28/96.  This is greater than 12/27/96 so a past due record is not created.  However, the account comes up for a contact because the next contact date is within the designated next contact date range.  As another example, the next contact date found is 12/15/96.  This is less than the beginning date of 12/27/96 so a past due contact is created.  This catches accounts that are not contacted and are still past due.

  

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

The past due customers can be added to your index as often as you desire.  This depends upon what you use for your aging date, and the time span of your next contact date range.  If you build your next contact date index as a 1 day time span, it makes sense to add the past due customers every day with the aging date as the current date.  That way all customers that become past due on that day appear for a contact.  If you build your next contact date range for a week then you can add the past due customers once a week using an aging date as the last day of the week.  Or you can add the new past due customers once a day using the current date as the aging date.  Or you can always enter the last day of the current month as the aging date so you can catch some before they actually go past due.  The important factor is that you want to contact customers that are now past due, and there is no last collection activity record that adds them to the contact index.

 

Also, depending upon the size of your Collection Activity File and Customer File, the building of the past due index may take some time.  Thus, if it takes a lengthy amount of time, you may only want to create the past due once a week or even less frequently.

 

Before adding past due customers to your contact index, it is especially important that you have contacted all of the customers that were in the last index that you created.  Be sure to use the same set of initials every time you create an index.  If you do not check you may create the past due contacts for the same customers that you already created.  As an example, on Monday you enter a next contact date range for Monday.  You create past due records.  They have Monday's date as the next contact date, but do not enter a contact for all of the past due records.  On Tuesday you build the past due index again using Tuesday as the next contact date.  The past due customers that you did not contact from Monday have another record created (as long as they are still past due).  This would happen because their next contact date would be Monday which is less than Tuesday.  Thus, you would not lose the record but be aware that you have added two records to the Collection Activity File.  This is not a problem except it makes the file larger than necessary.  Note:  If you had used Monday and Tuesday as next contact dates, an additional past due record would not have been created as one would have existed with Monday's date as the next contact date and that date would add the customer to the contact index.

  

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

When you have more than one collection person, there is more than one index.  Thus, the index is split by customer name or number or A/R balance or branch.  The first person to build the past due index creates a collection activity contact record for all of the past due customers.  However, not all of the past due customers appear in their index.  Once the other person creates their contact index than they access the rest of the past due customers.  As an example, collections operator number 1 creates the index for customers whose name begins with A through M.  He/She includes past due customers.  All past due customers whose name begins with A through Z have a past due collection activity record created.  The record appears on all Collection Reports and Inquiries.  The record is assigned the initials that were input at the initials menu prompt by operator 1 or the initials stored in the last collection activity contact.  Operator 2 then creates the index for customers whose names begin with N through Z.  He/She can create the past due contacts, if desired.  The only new customers would be customers that just went past due.  This only happens if the two operators used different next contact dates, days past due, or aging date.  The past due customers whose names begin with N to Z automatically display for collections operator 2.  It is important that operator 2 enter ALL at the Enter Initials Or 'ALL' prompt.  If he/she does not, some of the N through Z past due customers do not display as they were assigned operator 1's initials.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen

 

For those of you that have more than one collection person, you need to experiment with the best way to evenly split up the contacts.  Once this is decided, it makes sense to remain consistent.  Always enter the same parameters for each person.  Because of the past due customers, it also makes sense for the operators to use the same next contact date range.  If one operator finishes their population before the other, the one that is done can create a new index with a different next contact date but not add past due customers until the other operator has completed his/her index.  They could both rebuild again on the same day.

 

Once the input prompts are completed and the building of the past due or next contact date index is finished, the first customer displays.  If the program found no customers within the inputted parameters, the prompt No Customers To Contact appears.  The program is exited. The first customer that displays depends upon the next contact dates, order, and population that was selected when the index is created.  As stated earlier, the priority sort in which the customers appear is in next contact date order.  As an example, the index is created for the next contact date range of 12/27/96 to 12/31/96.  All customers with a next contact date of 12/27/96 appear first, followed by 12/28/96 and up through 12/31/96.  Within the same dates, the customers appear in customer number, name, or high to low A/R balance order depending upon the selected option when the index is created.  Note:  When sorting by customer name or A/R balance and the name or balance is changed after the index is created, the change is reflected on the screen.  However, the customer still displays in the original order until the index is rebuilt.

 

As customers are contacted and the collection activity is entered, they drop out of the index.  Thus, if you are re-entering the program without rebuilding your index, the first customer that displays is the first customer that is left in the current contact index.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

 

If you have included past due customers in your contact index, there are two types of customer contact records that display.  Following is the information that appears on customer records that have been added to the contact index based on a next contact date stored in their last collection activity record.  The customer's next contact date falls within the beginning and ending next contact date that was input when the contact index was rebuilt.  See the following example.

 

 

Customer:  The customer number and name appear.  This is the current name stored in the Customer File.  Normally this is the bill to customer number.  However, if A/R has been entered on a ship to customer number and contacts have been made, the ship to number and name appear.

 

Contact:  The contact name that was input on the last collection activity record found for that customer.  Thus, this is the name of the person talked to the last time you contacted this customer and input the next contact date.

 

Br:  This is the current branch number that is stored in the Customer File.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

 

Promised Pmt:  This is the promised payment date that was input on the last collection activity record found for that customer.  Thus, this is the date the customer promised a payment during the last contact.

 

Next Contact:  This is the next contact date that was on the last collection activity record found for that customer.  This is the date that added the customer to the current contact index.

 

Current A/R Balance:  This is the customer's current A/R balance from the Custd File.

 

Partial Pmt:  This is the partial payment date that was input on the last collection activity record found for that customer.  Thus, this is the date the customer promised a partial payment during the last contact.

 

Last Contact:  This is the contact date of the last collection activity record found for that customer.  Thus, this is the day that the last contact was made.

 

A/R Bal. At Contact:  This is the Accounts Receivable balance of the customer at the time that the last contact was entered into the Contact Activity Entry program.

 

Caller Init:  This is the collection operator's initials that were assigned to the last collection activity record found for that customer.  Thus, this is the person who made the contact.

 

Disposition:  This is the description of the disposition code that was entered on the last collection activity record found for that customer.  See Section IV, page 497 for the set up of the disposition codes.

 

Last Pmt Amt:  This is the current last payment amount stored in the Custd File.  This is updated by the Cash Posting program.

 

Phone:  This is the current phone number stored in the Customer File.  This is field 8 in the Customer File Maintenance program.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

 

Handling Status:  This is the description of the handling status code that was entered on the last collection activity record found for that customer.  See Section IV, page 482 for the set up of the handling status codes.

 

Last Pmt Date:  This is the current last payment date stored in the Custd File.  This is updated by the Cash Posting program.

 

If a customer has a Y for yes in field 12 Credit Alert, in the program Customer File Maintenance, a flashing message, ** Lockout For Credit ** appears.  This is just a message and does not change the operation of the Contact Entry program.

 

Following is the information that appears on customer records that are added to the contact index based on their past due status.  An actual contact record has been created.  The contact date that is assigned to the record is the system date when the past due index was built.  The contact record appears on the Collection Reports and Inquiries.  The past due contacts are referred to as Automated Collection records.

 

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

 

Following is the information that appears on customer records that are added to the contact index based on their past due status.  An actual contact record has been created.  The contact date that is assigned to the record is the system date when the past due index was built.  The contact record appears on the Collection Reports and Inquiries.  The past due contacts are referred to as Automated Collection records.

 

Customer:  The customer number and name appear.  This is the current name stored in the Customer File.  Normally this is the bill to customer number.  However, if A/R has been entered on a ship to customer number and the account is past due, the ship to number and name appear.

 

Contact:  The contact name that was input on the last collection activity record found for that customer.  Thus, this is the name of the person talked to during the last contact.  If there is no last contact, the contact name that is stored in the Customer File displays.  This is field 9 in Customer File Maintenance.

 

Br:  This is the current branch number that is stored in the Customer File.

 

Promised Pmt:  On a past due collection record no promised payment date appears.

 

Next Contact:  The next contact date assigned by the Contact Entry program.  All of the past due contacts have the same next contact date.  The next contact date is the date that was entered as the ending next contact date when the past due index was created.

 

Current A/R Balance:  This is the customer's current A/R balance from the Custd File.

 

Partial Pmt:  There is no partial payment date displayed on a past due collection activity record.

 

Last Contact:  This is the contact date of the last collection activity record found for that customer.  Thus, this is the day that the last contact was made.  On a past due record, there may not be a last contact date.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

 

A/R Bal. At Contact:  If there is a last collection activity record, the A/R balance at the last contact displays.  If there is no last contact record, the current A/R balance displays.

 

Caller Init:  This is the collection operator's initials that were assigned to the last collection activity record found for that customer.  If there is no last collection activity record, the initials that were entered at the menu prompt Initials are assigned to the record and displayed.

 

Disposition:  On past due created collection contacts, this is always AUTOMATED COLLECTION.  This is how you can identify the record as being a past due record versus a next contact date record.  The code for AUTOMATED COLLECTION is code 13.

 

Last Pmt Amt:  This is the current last payment amount stored in the Custd File.  This is updated by the Cash Posting program.

 

Phone:  This is the current phone number stored in the Customer File.  This is field 8 in the Customer File Maintenance program.

 

Handling Status:  On past due created collection contacts, this always is AUTOMATED COLLECTION.  This is how you can identify the record as being a past due record versus a next contact date record.  The code for AUTOMATED COLLECTION is code 13.

 

Last Pmt Date:  This is the current last payment date stored in the Custd File.  This is updated by the Cash Posting program.

 

If a customer has a Y for yes in field 12 Credit Alert, in the program Customer File Maintenance, a flashing message, ** Lockout For Credit **  This is just a message and does not change the operation.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Machine Inquiry By Customer

 

When a customer is displayed, there are numerous options and programs that can be entered.  These programs provide information on the customer allowing the collections operator all necessary data on the customer.  This is to aid the operator in the collection process.  Once the collections operator has all the necessary background information, the customer is called and the collection contact activity entry input.  All of the options are accessed at the following prompt.

 

Enter Procedure Choice

 

 

Enter END to exit the program and return to the Collections Data Entry menu.

 

Enter a 1 to access Machine Inquiry By Customer.  The customer number that is displayed on the Contact Entry screen automatically is accessed. The printer selection appears allowing you to select a printer to print the inquiry, if desired.  The cursor is at one of the two following prompts.

 

Next Page Y'es N'o

Would You Like A Printed Copy Of The Screen Y'es N'o

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Contd)

Machine Inquiry By Customer  (Cont'd)

 

Next Page Y'es N'o

Would You Like A Printed Copy Of The Screen Y'es N'o

 

 

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Contd)

Machine Inquiry By Customer  (Cont'd)

 

Next Page Y'es N'o

Would You Like A Printed Copy Of The Screen Y'es N'o

 

The first prompt appears when there is more than one page of machines for the customer.  Enter a Y to display the next page.  Enter a N not to display the next page.  The second prompt appears when there is only one screen of machines or the last screen is reached, or a N for no for next page is input.  Enter a Y to print all of the machines included on the inquiry.  Enter a N not to print the machines.  When the printing is completed or a N is input, the inquiry is exited.  The cursor returns to the automated contact entry screen and is at the Enter Procedure Choice prompt.

 

If the customer has no machines, the prompt Customer Has No Machines On Their Site appears.  The cursor returns to the Enter Procedure Choice prompt.  Note:  Because collections normally use the bill to customer number, there may be no machines as they are placed at the ship to customer number.  You may enter the Ship To Customer Number Inquiry to find all of the corresponding ship to numbers for the bill to number.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Machine Inquiry By Customer  (Cont'd)

 

The following information is displayed in the Machine Inquiry By Customer.  This inquiry is helpful when the customer is disputing their bill based on problems with service.  It identifies the machines that are placed at the customer site.  The inquiry includes all machines that are placed at the site including custody machines.

 

Customer No. and Name

 

Item No.  The item number of the machine.

 

Serial No.  The serial number of the machine.

 

Machine Description  The machine's description from the Serial File.

 

Sold/Rent  The date the machine was placed.  This is field 7 in the Machine Placement program.

 

Comment  A comment stored in the Serial File.  This is field 37 in the Machine Placement program.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Machine Inquiry By Customer  (Cont'd)

 

Maintenance Agree. No. #####  Group No. #####

Rental Agree. No. #####  Group No. #####

Lease Agree. No. #####  Group No. #####

At Site But No Contract

Machine Is On Custody

 

One of the above displays for each machine.  This is the current placement or contract status of the machine.

 

Location:  The location 1 and 2 from the Serial File.  These are fields 31 and 32 in the Machine Placement program.

 

SP:  This is the service plan from the Serial File.  This is field 46 in the Machine Placement program.

 

Last PM:  The last PM meter reading and date from the Serial File.  These are fields 14 and 15 in the Serial File Maintenance program.

 

Month PM Due  The month PM due from the Serial File.  This is field 41 in the Machine Placement program.

 

Contact:  This is the contact name from the Serial File.  This is field 24 in the Machine Placement program.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Contract Inquiry

 

Enter Procedure Choice

 

Enter a 2 to access the Contract Inquiry.  The following prompt appears.

 

Enter Contract Number - E'nd

 

 

An up arrow key to go back one space may be input.  The cursor returns to the Enter Procedure Choice prompt.  Any valid contract number is accepted.  The contract does not have to belong to the displayed customer.  If an invalid contract number is entered, the prompt Invalid Contract No. appears.  The cursor returns to the Enter Procedure Choice prompt.  (8 Digits)

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Contd)

Contract Header Screen

 

Once a valid contract number is entered the cursor is at the following prompt.

 

Press 'CR' To Display Line Items - C'ancel To End Inquiry

 

A C to cancel exits the displayed contract.  The cursor returns to the Enter Procedure Choice prompt and redisplays the customer that you were on.

 

A carriage return accesses the second screen of the Contract Inquiry, which displays the items and serial numbers that are on the contract.

 

The following information is displayed on the first screen of the inquiry.  See the following example, contract 2647.

 

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Contd)

Contract Header Screen  (Contd)

 

Contract Type *  The contract type, Maintenance, Rental Or Lease, displays.

 

Contract No.  The contract number.

 

Group Bill No.  The group bill contract number.

 

Inactive  The word inactive displays and blinks if the contract is on inactive status.

 

Ship To:  The ship to customer number.  This is that location at which the machine in placed.  The complete ship to company name, address 1 and 2, city, state and zip code, from the Contract header, displays.

 

Sold To:  The sold to customer number.  This is the customer number that the contract is billed to.  If the ship to and sold to customer number is the same, no bill to name or address displays.  If they are different, the full bill to name, address 1 and 2, city, state, and zip code from the Customer File displays.

 

% Full  If the contract is a meter billing method 2 or 3 contract, the contract's percent full calculation is displayed.  When the % full is 100 % or above, the heading and percentage blink.  If the contract has more than one machine or is in a batch billed group, all of the machines on the contract or group, have their meter readings included in the calculation.  The highest meter reading, found in the Serial File, is used for the current meter reading.  This is the contract or service meter reading.  The calculation for % Full is as follows.

 

Current Meter Reading - Starting Meter - Service Copies = Copies Made.

Copies Made/Copies Included(Method 2) or Expiration Copies(Method 3) = % Full.

Note, a method 3 contract that is in a group only read the expiration copies from the master contract.  A method 2 contract that is a batch bill contract or in a batch billed group only read the copies included from the first machine on the master contract.

 

Target Mr:  This only appears on a meter billing method 2 or 3 contract.  This is the target meter reading, which is the meter reading that needs to be met in order to exceed the copies included or expiration copies.  This is the starting meter plus the copies included or expiration copies.  On a contract with more than one machine or a batch billed group, the combined starting meter is used to calculate the target meter.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Header Screen  (Cont'd)

 

Contact:  This is the contact name stored in the Contract header.

 

PO/Ref:  This is the purchase order number stored in the Contract header.

 

Batch Bill?  A Y for yes displays if this is a batch billed contract.  A N for no displays if this is not a batch billed contract.  This is field 25 in Contract Changes.

 

Detail?  The heading only prints if batch bill is a Y for yes.  A Y prints if the Print Detail Of Meter Per Machine is a yes on the contract.  A N prints if it is a N for no.  This is field 26 in Contract Changes.

 

Sales Rep 1:

Sales Rep 2:  The sales rep number 1 and 2 that are stored in the Contract header display.

 

Tax Code 1:

Tax Code 2:  The tax code 1 and 2 that are stored in the Contract header.

 

The following information prints under the *Contract* heading.  This is the base side of the contract.

 

Start Date  The start date of the contract.

 

Expiration Date  The expiration date of the contract.

 

Equity Expiration  This is a place to store a date upon which a rental machine must be purchased by the customer.

 

Billing Period  This is the billing cycle of the base charge.  As an example 12 equals 1 year, 1 equals monthly, and 3 equals quarterly.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Header Screen  (Cont'd)

 

Due Date  This is the due date of the base charge.

 

Bill Days  This field is not applicable except when a 99 is stored.  A meter card is never printed by the Meter Card Report.

 

Bill In Arrears  If the base billing time period should go back in time, a Y for yes appears.  A N for no means the base billing time period goes forward in time.

 

The following information prints under the *Meter* heading.  This is the meter billing side of the contract.

 

Billing Method  The meter billing method.

 

Billing Period  This is the billing cycle of the meter charge.  As an example 12 equals 1 year, 1 equals monthly, and 3 equals quarterly.

 

Due Date  This is the due date of the meter charge.  A method 3 contract never has a copy due date.  A method 2 contract only has a copy due date when it reaches the copies allowed on the contract.

 

Bill Days  This field is not applicable.

 

Expiration Copies  This is the amount of copies allowed on a method 3 contract.  This is the amount stored in the contract that is displayed.

 

Days To First Reading  This is only applicable on method 2 or 3 contracts.  This is the number of days from the start date to the day that you want to enter the first meter reading on the machines on the contract.

 

Auto Renewal  This field is not applicable.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Line Item Screen

 

The second screen displays all of the messages, item numbers and serial numbers that are on the contract.  Some of the information that was displayed on the first screen or contract header screen still displays.  This is the information beginning at Contract Type through Batch Bill and Detail.  A method 3 contract displays the expiration copies amount under the Target Mr, after the heading Exp. Cop.:.  A method 3 contract in a group displays the expiration copies from the master contract only.

 

See the following example contract 2647 for an example.  All messages, item and serial number lines display.  The cursor is at one of the two following prompts.

 

R'edisplay Contract, Enter Line # For Detail, Or E'nd:

Display N'ext, R'edisplay Contract, Enter Line # For Detail, Or E'nd:N

 

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Line Item Screen  (Contd)

 

R'edisplay Contract, Enter Line # For Detail, Or E'nd:

Display N'ext, R'edisplay Contract, Enter Line # For Detail, Or E'nd:N

 

The first prompt appears when only one screen is needed to display all of the messages and item and serial numbers on the contract.  The second prompt appears when more than one screen is needed to display all of the information.  Enter a R to redisplay the first screen of the inquiry for that contract.  Enter a N for next to view the rest of the items, serial numbers and messages that are on the contract.  Enter an E to exit the inquiry for that contract.  The cursor returns to the Enter Contract Number Or 'CR' For Other Access Options: for input of another contract or to exit the program.  Each item and serial number line is assigned a number.  This number can be input and you access the detail screen of that item or serial number line.  If a line number is input that does not exist, the prompt Selection Is Out Of Range appears.  The cursor returns for re-input.

 

When a N for next is input, the cursor is at one of the two following prompts.

 

Display Next, Previous, Redisplay Contract, Enter Line # For Detail, Or E'nd:N Display Previous, Redisplay Contract, Enter Line # For Detail, Or E'nd:

 

The first prompt appears until the last screen is accessed.  The second prompt appears when the last screen is reached.  Enter a N for next to access the next screen.  Entering a P for previous accesses one screen back.  You may go forward and back as many screens as exist.  Enter a R to access the first screen of the Contract Inquiry, which displays the header and date detail.  Enter an E to exit that contract and return to the Enter Contract Number prompt.  Enter the corresponding line number to access the detail of that line.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Line Item Screen  (Cont'd)

 

All messages, item number lines and serial number lines are included on the inquiry.  They appear in the order they are on the contract.  The program assigns a line number to each item line and serial line.  This is the number that can be input to access the detail of that line.  A message line does not have a computer assigned line number.  The following information is displayed for the item number lines on the contract.

 

No.  The computer assigned line number.

 

Item Number  The item number of the machine.

 

Description  The description of the item from the contract.

 

Qty  The quantity of machines assigned to that line item.

 

Base  The base charge for one machine.

 

Extend  The base charge times the quantity.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Line Item Screen  (Cont'd)

 

If the item is a non-metered item such as an accessory or fax or typewriter, the serial number assigned to the item displays without a computer assigned line number.  Note, a Y in the field Enter Meter Readings is what determines that a serial number is a metered machine.  The Contact: name from the Serial File and the Serv. Plan: from the Serial File also displays.  See the following example, contract 3002, item number SORTER and serial number R56, for an example.

 

 

The following information is displayed for the serial number lines on the contract.

 

No.  The computer assigned line number used to access the serial line detail inquiry.

 

Serial #  The full serial number.

 

Copies Inc.:  A method 2 contract prints what is stored in the Copies Included field on the contract on that serial number line.  A method 1 contract displays a number only if the first quantity break is greater than 0 and the first quantity rate is 0.  A method 3 or 4 contract never displays copies included.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Line Item Screen  (Cont'd)

 

Serv. Plan:  The service plan of the machine, from the Serial File.

 

Start Meter:  The contract starting meter of the machine.

 

Last Meter:  This is a meter reading from the Contract Line Item File. This can be viewed in field 3 in Meter File Maintenance.  If there is no current meter card meter, the last reading date also displays.  This date is also from Meter File Maintenance, field 5.  If you look at the example, for contract 3002, you see that there is no current meter, only a last meter.  Thus a meter was entered and than billed.  Thus, there is no current meter that needs to be billed for serial number 150.

 

Current Meter/Date:  The current meter reading and date from the Contract Line Item File.  This can be viewed in field 4 in Meter Readings File Maintenance.  See the following example, contract 2655.  Notice that there is a last and current meter reading for this contract.  Thus this is a method 1 contract that has a current meter reading entered and it has not been billed.

 

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Line Item Screen  (Cont'd)

 

Last Service Meter/Date:  The last service call meter and date from the Serial File.

 

Service Copies:  If there are any service copies stored in the Contract Line Item File, they display.

 

AMV:  The average monthly volume from the Serial File.

 

Contact:  The contact name from the Serial File.  This can be accessed in the program Machine Placement.

 

The location 1 and 2 from the Serial File displays after the contact name.  This can be accessed in Machine Placement.

  

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Item And Serial Number Line Detail Screen

 

Display N'ext, R'edisplay Contract, Enter Line # For Detail, Or E'nd

R'edisplay Contract, Enter Line # For Detail, Or E'nd

Display N'ext, P'revious, R'edisplay Contract, Enter Line # For Detail, Or E'nd

Display P'revious, R'edisplay Contract, Enter Line # For Detail, Or E'nd

 

When the computer assigned line number is input to access the line detail of an item number line, one of the two following prompts appears.

 

Enter 'CR' To Redisplay Contract

Display N'ext, Or E' To Redisplay Contract N

 

 

The first prompt appears when the number of levels assigned to the item line are less than 9 levels.  The second prompt appears when the levels exceed 8 levels.  Enter an E or a carriage return to return to the second screen which shows all of the item and serial numbers that are on the contract.  Enter a N to access the next screen of levels.  When a N for next is entered, one of the two following prompts appear.

 

Display N'ext, P'revious, Or E' To Redisplay Contract

Display P'revious, Or E' To Redisplay Contract

  

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Item And Serial Number Line Detail Screen  (Contd)

 

Display N'ext, P'revious, Or E' To Redisplay Contract

Display P'revious, Or E' To Redisplay Contract

 

The first prompt appears until the last screen of levels is accessed. The second prompt appears when the last screen of levels is reached.  Enter a N to access the next screen.  Enter a P to go back one screen.  Enter an E to return to the second screen which shows all of the item and serial numbers that are on the contract.

 

The following additional information is displayed on the item number detail screen.

 

Level  The number assigned to the level.

 

S/A No. (Machine)  The sales analysis item number assigned to the level.

 

SP  The service plan assigned to the level.

 

Amount  The dollar amount assigned to the level.

 

Tax 1/Tax 2  If tax code per line item is activated, the tax codes assigned to the level display.

 

SRep 1

SRep 2  If sales rep per line item is activated, the sales reps assigned to the level display.

 

Display N'ext, R'edisplay Contract, Enter Line # For Detail, Or E'nd

R'edisplay Contract, Enter Line # For Detail, Or E'nd

Display N'ext, P'revious, R'edisplay Contract, Enter Line # For Detail, Or E'nd

Display P'revious, R'edisplay Contract, Enter Line # For Detail, Or E'nd

 

When the computer assigned line number is input to access the line detail of a serial number line, the following prompt appears.

 

Enter Quantity Break # To Display S/A Detail Or 'CR' To Redisplay Contract

  

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Item And Serial Number Line Detail Screen  (Contd)

 

Enter Quantity Break # To Display S/A Detail Or 'CR' To Redisplay Contract

 

 

There are seven possible quantity breaks for a method 1 or 4 contract.  You may enter a number 1 through 7 and view the detail of the levels on that quantity break.  As an example, entering a 2 accesses the line detail of quantity break and rate number 2.  A carriage return returns the cursor to the second screen of the inquiry, which displays the item and serial numbers that are on the contract.  If a quantity break number is input that is not used on the contract, the message Quantity Break # Is Not Used appears and the cursor returns for re-input.

 

The following additional information is displayed on the serial line detail screen.

 

Item Number:  The item number of the serial number that was selected.

 

Serial Number:  The serial number of the line that was selected.

  

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Item And Serial Number Line Detail Screen  (Contd)

 

Monthly Copies:  The number of copies made for months January through Dec. are displayed.  The information is from the entry of the meter readings in the program Enter Meter Readings.  These fields can be accessed in Meter Reading File Maintenance.

 

Qty. Break Rate  The seven possible quantity breaks and their corresponding rates.

 

Enter Quantity Break # To Display S/A Detail Or 'CR' To Redisplay Contract

 

When a quantity break number is input, one of the two following prompts appears.

 

Enter 'CR' To Redisplay Meter Billing Detail

Display N'ext, Or E' To Redisplay Meter Billing Detail N

 

 

The first prompt appears when the number of levels assigned to the quantity break are less than 9 levels.  The second prompt appears when the levels exceed 8 levels.  Enter an E or a carriage return to return to the meter detail screen which shows all of the quantity breaks and rates for the selected serial number.  Enter a N to access the next screen of levels on the quantity break.  When a N for next is entered, one of the two following prompts appears.

 

Display N'ext, P'revious, Or E' To Redisplay Meter Billing Detail N

Display P'revious, Or E' To Redisplay Meter Billing Detail

  

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Item And Serial Number Line Detail Screen  (Contd)

 

Display N'ext, P'revious, Or E' To Redisplay Meter Billing Detail N

Display P'revious, Or E' To Redisplay Meter Billing Detail

 

The first prompt appears until the last screen of levels is accessed.  The second prompt appears when the last screen of levels is reached.  Enter a N to access the next screen.  Enter a P to go back one screen.  Enter an E to return to the meter detail screen which shows all of the quantity breaks and rates for the selected serial number.

 

The following additional information is displayed on the quantity break detail screen.

 

Level  The number assigned to the level.

 

S/A No. (Meter)  The sales analysis item number assigned to the level.

 

SP  The service plan assigned to the level.

 

Amount  The dollar amount assigned to the level.

 

Tax 1

Tax 2  If tax code per line item is activated, the tax codes assigned to the level display.

 

SRep 1

SRep 2  If sales rep per line item is activated, the sales reps assigned to the level display.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Service History Inquiry

 

Enter Procedure Choice

 

Enter a 3 to access Service History Inquiry.  The printer selection appears allowing you to select a printer to print the inquiry, if desired. The cursor is at the following prompt.

 

Enter Item No.

 

 

Enter END or / slash or the ESC key to exit the inquiry and return to the Enter Procedure Choice prompt.  The customer that you were on redisplays.  Input the desired item number.  Any item and serial number can be accessed for any customer.  (18 Alphanumeric)

 

Serial Number

 

An up arrow key returns the cursor to the Enter Item No. prompt.  Enter the desired serial number.  (18 Alphanumeric)

 

Beginning Date Or A'll

Ending Date

 

An up arrow key returns the cursor to the Serial Number prompt.  Enter an A for all to view all of the service history on the machine.  To view only service history that is within a specific date range, enter the desired beginning and ending service call dates.  If an invalid date is input, the prompt Invalid Date -- Enter Again appears and the cursor returns for re-input.  If an ending date is entered that is lower than the beginning date, the prompt Beginning Date Is Greater Than Ending Date appears and the cursor returns for re-input.  (MMDDYY)

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Service History Inquiry  (Cont'd)

 

An additional prompt appears if the Machine Tracking Switch is activated in your system.

 

Display S'ervice Calls, C'ustody Calls Or A'll Calls

 

Enter a S to only view or print calls created through the Service Dispatch system.  No CU Custody type calls are included.  Enter a C to only view or print CU Custody type calls.  Regular service calls are not included.  Enter an A for all to include service and custody calls.

 

If a valid machine has been entered, the parameter screen appears.  The parameters are selected when entering a service ticket.  If a meter reading was entered on that service call the reading and date display.  The cursor is at the following prompt.

 

Would You Like A Printed Copy Of The Screen (Y/N)

 

 

Enter a Y to print the parameters screen.  Enter a N not to print the screen.

 

After the parameters are printed or a N for no to not print is input, the cursor is at the following prompt.

 

Display More Machine History (Y/N)

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Service History Inquiry  (Cont'd)

 

Display More Machine History (Y/N)

 

Enter a N not to display the machine service history detail.  Enter a Y to display the machine service history detail.  When a Y for yes is input the cursor is at one of the two following prompts.

 

Display N'ext, P'revious, Or E'nd

Would You Like A Printed Copy Of The Screen (Y/N)

 

 

The first prompt appears if there is more than one screen of service history.  Enter a N to view the next page.  Enter a P to go back one screen.  Enter an E to exit the history display.  When the last screen is reached the prompt No More History Records Found appears.  The second prompt appears when the last screen of history is displayed or an E to end is entered.  Enter a N for no not to print the service history.  Enter a Y for yes to print the history.  When a Y for yes to print is input, the following prompt appears.

 

Do You Want Cost Of Parts To Print (Y/N)

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Service History Inquiry  (Cont'd)

 

Do You Want Cost Of Parts To Print (Y/N)

 

Enter a Y to include the cost of any parts on the history.  Enter a N to not print the cost of the parts.

 

When a N to not print or the printing is completed the cursor is at the following prompt.

 

Additional Inquiries (Y/N)

 

Enter a Y to return to the Item No. prompt for another service history inquiry.  Enter a N to exit the Service History Inquiry program.  The cursor returns to the Contact Entry program at the Enter Procedure Choice prompt.  The customer that you were on is redisplayed.

 

Following is the information included on the service history detail screen.  The calls print in most recent call date order.

 

Date:  The call date of the service call.

 

Call:  The service call number.

 

Mech. Time:  The mechanical time that the machine was worked on.  If the service ticket has not been entered, Service Report Not Entered appears.

 

Meter:  The meter reading entered during the entry of the service ticket.

 

Action:  An EM or PM appears.

 

Lst.PM:  The last PM date.

 

Tech:  The technician number and name assigned to the call.

 

Problem:  The description of the problem code entered.

 

Location:  The description of the location code entered.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Service History Inquiry  (Cont'd)

 

Reason:  The description of the reason code entered.

 

Correction:  The description of the correction code entered.

 

Remarks:  This field is no longer used for service calls generated through the Service Dispatch system.  There may be remarks on very old service calls or calls entered through Prior Service History.  Machine Tracking CU custody calls have remarks which state the program the transaction occurred.

 

Any parts input during Parts Entry appear.  The quantity, item description, and EM or PM display for each part.  A cost and price appear if they were input during the ticket entry.  An HP appears if the part was entered on a hold for parts call.

 

All of the service call messages display.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Sales History Inquiry

 

Enter Procedure Choice

 

Enter a 4 to access the Sales History Inquiry program.  The customer that is displayed on the contact entry screen is accessed automatically.  The following prompt appears.

 

Enter Generic Name, Beginning Product Class, A'll, Or E'nd

 

 

An up arrow key (shift the 6 key) to go back one space or an E to end, returns the cursor to the Enter Procedure Choice prompt.  A generic name or a product class number or range can be entered to view the sales history for the displayed customer.  Generic names are created in Order Entry in the Association Table, 3-4.  Up to a 6 character alphanumeric name is created which relates to a specific product or product line.  An example could be PARTS or TONER or GMA.  The product class numbers that are associated with the generic name are input in the Association Table.  Enter the desired generic name, beginning product class number, or an A for all to access all product classes.  If alpha characters are input and there is no generic name which matches that input, the prompt Invalid Generic Name appears.  The cursor returns for re-input. (6 Alphanumeric)

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Sales History Inquiry  (Contd)

 

If a beginning product class is input the following prompt appears.

 

Enter Ending Product Class

 

Enter the desired ending product class number.  If an ending number is input that is less than the beginning, the prompt Beginning Product Class Greater Than Ending appears.  The cursor returns for re-input.  An up arrow key to go back one space may be entered.  (4 Digits)

 

After the desired product classes or generic name is entered, the cursor enters the Customer Sales History Inquiry.  The cursor is at the following prompt.

 

Print Voided Records (Y'es N'o)

 

Enter a N for no to not include invoices or credit memos that have been voided.  Enter a Y for yes to include voided records.  An ESC escape key exits the inquiry and returns the cursor to the Enter Procedure Choice prompt.  The customer redisplays.  If the customer that you are viewing has no sales history in any product class, the prompt No Records For This Customer appears.  The cursor returns to the Enter Procedure Choice prompt.

 

When a customer is disputing an invoice a sales history search may be helpful to find what was sold to the customer.  This is especially helpful when you are unsure of what invoice he/she is questioning as the customer is only telling you what they purchased. Note:  The collection contact is normally to the bill to customer.  Sales history is assigned to the ship to customer.  In order to access the ship to customer's sales history you may enter the Ship To Customer Number Inquiry to find all of the corresponding ship to numbers for the bill to number.

 

If there is sales history on the customer, the cursor is at one of the two following prompts.

 

Display Next, Enter Specific Order Or Invoice #, Or End:  N

Display Next, Previous, Enter Specific Order Or Invoice #, Or End:  N

 

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Sales History Inquiry  (Contd)

 

Display Next, Enter Specific Order Or Invoice #, Or End:  N

Display Next, Previous, Enter Specific Order Or Invoice #, Or End:  N

 

 

The first prompt appears on the first selection screen.  The second prompt appears when the following selection screens are accessed.  Enter a carriage return to view the next screen of sales history.  Enter a P to view the previous screen of sales history.  Once the last screen is reached or an E to end is input, the inquiry is exited.  Enter an invoice or order number to access the Invoice/Order Inquiry screen.  See page 114 for more details on the Invoice/Order Inquiry program.  Note:  The Invoice/Order Inquiry can be accessed by entering any inoice or order number.  The number does not have to be currently displayed on the Sales History By Customer screen or assigned to the customer number.  If the order or invoice number is not found, an Invoice Was Purged message displays.  When exiting the Order/Invoice Inquiry, you return to the previously-displayed Sales History By Customer screen. 

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Sales History Inquiry  (Contd)

 

The displayed sales history is in smallest to largest selected product class number order.  Within each product class, the sales history is printed in item number order followed by invoice number order.  Sales history contains all items that are invoiced through Order Entry, Billing, Contracts and Service Ticket Entry, charged and not charged.  Sales history remains on the system until it is purged.  Purging of the sales history is normally done by the accounting department.

 

The following information is included for the customer.

 

Branch  The branch number from the Customer File.

 

Account#  The customer number and name.

 

Address  The city and state from the Customer File.

 

Arbal  The current Accounts Receivable balance.

 

BUYING GROUP:  A buying group number stored in field 27 in Customer File Maintenance.

 

CONTRACT PRICING:  A Y or a N displays from field 26 in Customer File Maintenance.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Sales History Inquiry  (Contd)

 

The following information is included for each item found in the history.

 

PC  The product class of the item on an invoice, credit memo, or no charge service ticket entry.

 

Item Number  The item number and item description on the invoice, credit memo, or no charge service ticket entry.

 

UM  The unit of measure entered on the record.  If a broken pack is entered, the unit of measure is at EA.

 

Units  The quantity that was invoiced or credited.  A negative sign reflects a credit memo or void.

 

Paid  The actual price that was charged for that item on the invoice or credit memo.  This is for a quantity of one.

 

GP%  The gross profit percent of the difference between the sales and the cost of the item.

 

Slm  The sales rep number assigned to the item for that transaction.

 

Date  The invoice date and invoice or credit memo number.  No charge service ticket entry items have an invoice number.

 

Price  The current price of the item, which is stored in Item File Maintenance.  This is the price for a quantity of one.

  

 

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Collection Activity Inquiry

 

Enter Procedure Choice

 

Enter a 5 to access the Collection Activity Inquiry program.  The customer that you are accessing automatically appears.  All past collection contacts are displayed.  The most recent contact appears first.  If you are viewing a customer that has a past due contact in the current index, that contact appears first.

 

The printer selection appears to allow the selection of a printer if the inquiry is printed.  The cursor is at one of the two following prompts.

 

Press 'CR' To Continue

Display N'ext, Or E'nd: N

 

 

The first prompt appears when there is only one screen of contacts.  Enter a carriage return to exit the Collection Activity Inquiry.  The second prompt appears when there is more than one screen of contacts.  Enter a N or carriage return to accept the default of an N for next.  The next screen of contacts appears.  Enter an E to exit the inquiry.  When a N for next is entered one of the two following prompts appears.

 

Display N'ext, P'revious, Or E'nd:

Display P'revious, Or E'nd:

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Collection Activity Inquiry

 

Display N'ext, P'revious, Or E'nd:

Display P'revious, Or E'nd:

 

The first prompt appear until the last screen is reached.  The second prompt appears when the last screen is reached.  Enter a N to view the next screen.  Enter a P to view the previous screen.  You may go forward and back as many screens as exist.  Enter an E to exit the inquiry.

 

When a carriage return or an E to end is input the following prompt appears.

 

Do You Want A Printed Copy (Y/N)

 

Enter a Y to print the inquiry.  When the inquiry is printed all of the displayed information is printed.  Enter a N for no not to print the inquiry.

 

After the inquiry is printed or exited the cursor returns to the Enter Procedure Choice prompt.  The customer you were on redisplays.

 

The following information appears in the Collection Activity Inquiry screen.  This inquiry is  very helpful in providing information on prior collection contacts.

 

Contact Date  The date the contact was made.

 

Contact Name  The name of the person that was entered as the contact person.

 

Init.  The initials of the collection operator who entered the contact.

 

Promised Pmt Date  The promised payment date that was entered on the contact.

 

Partial Pmt Date  The partial payment date that was entered on the contact.

 

Next Contact Date  The next contact date that was entered.

 

A/R Balance At Contact  The Accounts Receivable balance at the time of the contact.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Collection Activity Inquiry

 

Handling Status:  The description of the handling status code that was input on the contact.  A past due contact always reads AUTOMATED COLLECTION.

 

Disposition:  The description of the disposition code that was input on the contact.  A past due contact always reads AUTOMATED COLLECTION.

 

All of the contact messages are displayed.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Ship To Customer Number Inquiry

 

Enter Procedure Choice

 

Enter a 6 to access the Ship To Customer Number Inquiry.  Since the bill to customer is normally the customer that is the contact in collections, it is often helpful also to know the ship to customer numbers associated with the bill to number.  Knowing the ship to customer number is necessary when you want to find out the machines that are placed, any sales history, and any coupon books.  You also may need this number to call someone at the ship to site in regards to the collection situation.

 

The inquiry also allows selection of one of the ship to customer numbers.  When this occurs, the inquiry and the automated entry screen is exited automatically.  The selected customer is then displayed in the manual entry screen.  Thus, by selecting a ship to customer, you have interrupted the automated entry and accessed the manual entry screen.  The manual entry screen allows you to enter the same inquiries and print programs as the automated entry screen.  You also may enter a collection activity contact, if desired.

 

The customer that is being displayed is selected automatically as the bill to customer number for the Ship To Customer Number Inquiry.  All of the different ship to customer numbers that are linked in the Customer File Maintenance program to the bill to number appear in the inquiry.  The cursor is at one of the two following prompts.

 

Display N'ext, Select Customer Choice, Or E'nd: N

Select Customer Choice, Or E'nd:

 

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Ship To Customer Number Inquiry  (Contd)

 

Display N'ext, Select Customer Choice, Or E'nd: N

Select Customer Choice, Or E'nd:

 

The first prompt appears when there are more than 7 ship to customer numbers linked to the bill to number.  The second prompt appears when there are less than 8 ship to customer numbers.  Enter an E for end to exit the Ship To Inquiry.  The cursor returns to the Enter Procedure Choice prompt.  The customer that you were on is redisplayed.  When a N or a carriage return to view the next screen of ship to customer numbers is input, one of the two following prompts appears.

 

Display N'ext, P'revious, Select Customer Choice, Or E'nd: N

Display P'revious, Select Customer Choice, Or E'nd:

 

The first prompt appears until the last screen is accessed.  The second prompt appears when the last screen of ship to customers is reached.  Enter a N or a carriage return to view the next screen of ship to customer numbers.  Enter a P to go back one screen.  You may go forward and back as many screens as exist.  Enter an E to exit the Ship To Inquiry.  The cursor returns to the Enter Procedure Choice prompt.  The customer that you were on is redisplayed.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Ship To Customer Number Inquiry  (Contd)

 

Display N'ext, Select Customer Choice, Or E'nd: N

Select Customer Choice, Or E'nd:

Display N'ext, P'revious, Select Customer Choice, Or E'nd: N

Display P'revious, Select Customer Choice, Or E'nd:

 

A computer assigned number is associated with each ship to number that is displayed.  You may select one of the displayed customers by inputting the corresponding line number.  If a number is entered that does not exist, the prompt Selection Is Out Of Range appears.  The cursor returns for re-input.  When a customer choice is selected, the Ship To Inquiry is exited.  The Manual Contact Entry program is entered.  The Automatic Entry program is interrupted and the Manual Contact Entry program entered.  The ship to customer that was selected in the Ship To Inquiry is displayed on the manual entry screen.  Because you are accessing a ship to customer number, chances are there are no A/R records on the ship to account since the A/R is assigned to the bill to number.  If this is the case, the cursor is at the following prompt.

 

Customer Has No Current A/R -- Master A/R = #######

Do You Wish To Continue (Y/N)

 

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Ship To Customer Number Inquiry  (Contd)

 

Customer Has No Current A/R -- Master A/R = #######

Do You Wish To Continue (Y/N)

 

The bill to number is displayed as the Master A/R.  Enter a N for no to cancel the access to the ship to customer and exit the Manual Entry program.  The cursor returns to the Enter Procedure Choice prompt in the Automated Entry program.  The bill to customer number that you were on in the automated program before selecting a ship to customer and entering the manual entry is redisplayed.  Enter a Y for yes to access the ship to customer and remain in the Manual Entry program.  The cursor is at the Enter Procedure Choice prompt in the manual entry screen.  You may then enter the inquiries, print programs, or enter a contact activity, if desired.  Once you have completed entry on the ship to customer you should then return to the automated entry screen.  Entering a R for Return To Automated exits the manual entry screen.  The cursor returns to the Enter Procedure Choice prompt in the Automated Entry program.  The bill to customer number that you were on in the automated program before interrupting and entering the manual entry is redisplayed.  See page 181 for operating instructions within the Manual Entry program.

 

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

Ship To Customer Number Inquiry  (Contd)

 

If for some reason there are A/R records on the ship to customer's account, the cursor is at the Enter Procedure Choice prompt in the manual entry screen.  Operation is the same as described in the above paragraph when entering a Y to continue.

 

The following information is displayed in the Ship To Customer # Inquiry.  The ship to customers display in customer number order.  All of the information is from the Customer File and can also be viewed in Customer File Maintenance.

 

 

Bill To Customer Number:  The bill to customer number and name.

 

No.  A computer assigned line number used for selecting a customer.

 

Customer  The ship to customer number.

 

Name  The ship to customer's full name.

 

City  The ship to customer's city.

 

St  The ship to customer's state abbreviation.

 

Zip Code  The ship to customer's zip code.

 

Address 1  The ship to customer's complete address 1.

 

Address 2  The ship to customer's complete address 2.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

A/R Inquiry

 

Enter Procedure Choice

 

Enter a 7 to access the A/R Inquiry.  This is the Accounts Receivable Inquiry.  The customer you are displaying is accessed automatically.

 

A message can be assigned to a customer through the Customer/Tech Message File Maintenance program.  This program is found in Service, 3-18 or Billing 3-24.  If one exists for the customer you are accessing, it is displayed upon entering the A/R Inquiry.  This is not the same message that is stored in Prospect File Maintenance.  The cursor is at the following prompt.

 

'CR' To Continue

 

 

Enter a carriage return to exit the message display and access the A/R detail.  Note:  Customer messages cannot be modified in the Tele-Sales Activity Entry program.

The customer's A/R account detail displays.  If a customer is input that has no current Accounts Receivable records, the following prompt appears.

 

Customer Has No Current A/R -- Master A/R = ########

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

A/R Inquiry  (Contd)

 

Customer Has No Current A/R -- Master A/R = ########

 

 

The bill to account number is listed.  If it is different than the ship to account, you could access the prospect that is assigned the bill to customer number.

  

 

 

Enter Data  (Cont'd)

 

Automated Contact Entry Screen  (Cont'd)

A/R Inquiry  (Contd)

O For Options

 

When the detail appears, the cursor is at one of the two following prompts.

 

Display O'ptions E'nd

Display N'ext P'revious O'ptions E'nd N

 

 

If there is only one screen of A/R detail or there is no A/R detail, the Display O'ptions E'nd prompt appears.  If there is more than one screen of A/R detail, the Display N'ext P'revious O'ptions E'nd N prompt displays.  Entering a N for next or a carriage return to accept the default of a N accesses the next screen of A/R detail.  Entering a P for previous on the first screen redisplays the first screen.  When the next screen is accessed, one of the two following prompts