Contact File Maintenance

Contact File Maintenance can be found on the Collection File Maintenance menu, 3-5.  Individual collection activity contacts can be accessed by customer account number, phone number, or an alpha search.  They can be changed or deleted.  Changes, additions, and deletions to the comments on the activity record can also be made.

 

Enter Data

 

Cust. No. Or Name

 

 

To exit the program, enter END or a / slash to cancel.  There are three ways to access a customer's collection contacts.  The first is to enter the bill to customer account number.  The second is to enter the phone number that is stored in field 8 of Customer File Maintenance.  The third is to enter an alpha search of the customer name.

 

 

Enter Data  (Contd)

 

When at least one alpha character or an invalid customer number is input, the program performs an alpha search.  Up to 20 alphanumeric characters can be input.  The Customer File is searched.  If a customer's name matches or begins with the input, the customer name is displayed on the customer choice screen.  The following is displayed for each alpha customer choice selection.

 

 

No  A computer assigned line number.

 

Customer Name  The customer name that matches the alpha input.

 

Address  The first address line from the Customer File.

 

City  The customer's city from the Customer File.

 

St  The customer's state from the Customer File.

  

 

 

Enter Data  (Cont'd)

 

One of the two following prompts appears.

 

Select Customer Choice Or E'nd:

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

 

 

The first prompt appears when there are less than 17 customer choices.  The second prompt appears when there are more than 16 customer choices.  Enter a carriage return to accept the default of a N for next.  The next screen of selections appears.  Enter an E to exit the alpha search.  The cursor returns to the Cust.No Or Name prompt.  Enter the computer assigned line number that corresponds with the desired customer choice selection.  (3 Alphanumeric)

  

 

 

Enter Data  (Cont'd)

 

When entering a N for next the next screen of alpha customer choices appears.  This prompt displays.

 

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

 

Enter a carriage return to accept the default of a N for next.  The next screen of selections appears.  Enter an E to exit the alpha search.  The cursor returns to the Cust.No. Or Name prompt.  Enter the computer assigned line number that corresponds with the desired customer choice selection.  Enter a P to go back one screen of customer selections.

 

Once the last screen is reached, this prompt appears.

 

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

 

Enter an E to exit the alpha search.  The cursor returns to the Cust.No. Or Name prompt.  Enter the computer assigned line number that corresponds with the desired customer choice selection.  Enter a P to go back one screen of customer selections.

 

If a line number is entered that does not exist, the prompt Selection Is Out Of Range, appears.  The cursor returns for re-input.  A line number from a previous screen can be entered.  The customer selection can be entered without it being displayed.

 

If a customer is selected or input that does not have any collection contacts, the prompt No Contacts For Customer displays, and the cursor returns for re-input.

 

Once a customer is selected or input that has a contact, the most recent contact is accessed.  This is the contact with the most recent contact date.  If there is more than one contact with the same contact date, the last one found in the Collection Activity File displays first. The data from the contact is displayed.  The first three lines of the comments entered on the activity appear.  The customer number, name, phone number, and branch from Customer File Maintenance also displays. The current A/R balance and the A/R balance at the time of the contact display.  The cursor is at the following prompt.

 

C'orrect Contact, P'rior, A'cc Rec, O'ther Cust., Or E'nd

  

 

 

Enter Data  (Cont'd)

 

C'orrect Contact, P'rior, A'cc Rec, O'ther Cust., Or E'nd

 

 

Enter an E to exit the Contact Maintenance program.

 

Enter an O to exit the displayed customer and return to the Cust. No. Or Name prompt.

 

Enter an A to access the Account Inquiry program.  The customer that you are displaying is automatically accessed by the Account Inquiry program.  Operation within the inquiry is the same as described in Section III, pages 315 to 365.  The only difference is that customer messages cannot be modified within the Contact Maintenance program.  When you have ended out of the account or completed the printing of the account, the cursor is at the Press 'CR' To Continue prompt.  A carriage return returns the cursor to the C'orrect Contact, P'rior, A'cc Rec, O'ther Cust., Or E'nd prompt.  The contact on the screen is redisplayed before entering the Account Inquiry program.

 

Enter a P to access the contact prior to the one that is being displayed.  If one exists, the contact data appears.  The cursor is at the C'orrect Contact, P'rior, A'cc Rec, O'ther Cust., Or E'nd prompt.  If no more contacts exist for the customer, the prompt No More Contacts For This Customer appears.  The customer is exited, and the cursor returns to the Cust. No. Or Name prompt.

  

 

 

Enter Data  (Cont'd)

 

C'orrect Contact, P'rior, A'cc Rec, O'ther Cust., Or E'nd

 

Enter a C to select the displayed contact.  This contact can be changed or deleted.  The cursor is at the following prompt.

 

Enter Procedure C'hange, D'elete Or E'nd

 

 

Enter an E for end to exit the contact activity and customer.  The cursor returns to the Cust. No. Or Name prompt.

  

 

 

Enter Data  (Cont'd)

 

Enter a C to change the displayed contact.  If someone is changing a contact record and someone else tries to change the same contact, the prompt Collection Contact In Use On Another Task! appears.  The customer is exited.  The cursor returns to the Cust. No. Or Name prompt.  When a change can proceed, the cursor automatically proceeds to the first prompt that can be changed.  After that information is accepted or changed, the cursor proceeds to the next prompt.  A / slash to cancel can be entered at all of the prompts.  When a slash is input, the contact and customer are exited.  Any changes that were made are not accepted.  The original data is restored.  An up arrow key to go back one space may also be entered.  When up arrowing, the original data is restored if it was changed.  The first information that can be changed is as follows.

 

Contact Name

 

The contact name that was entered on the activity entry appears.  A carriage return accepts the displayed name.  This can be changed, if desired.  (20 Alphanumeric)

 

Promised Payment Date

 

The promised payment date that was entered on the activity entry appears.  A carriage return accepts the displayed date.  This can be changed, if desired.  If an invalid date is entered, the prompt Invalid Date--Enter Again appears.  The cursor returns for re-input.  A zero can be entered for no date.  (MMDDYY)

 

Partial Payment Date

 

The partial payment date that was entered on the activity entry appears.  A carriage return accepts the displayed date.  This can be changed, if desired.  If an invalid date is entered, the prompt Invalid Date--Enter Again appears.  The cursor returns for re-input.  A zero can be entered for no date.  (MMDDYY)

  

 

 

Enter Data  (Cont'd)

 

Changing A Contact  (Cont'd)

 

Next Contact Date

 

The next contact date that was entered on the activity entry appears. A carriage return accepts the displayed date.  This can be changed, if desired.  If an invalid date is entered, the prompt Invalid Date--Enter Again appears.  The cursor returns for re-input.  A zero can be entered for no date.  (MMDDYY)

 

Note:  If a contact is being changed that is in the current automated contact index, any changes made on the three dates are reflected on the screen when viewing the customer in the Contact Entry program.  However, if the next contact date is changed, the customer still displays in the original order until the contact index is rebuilt.

 

Person Handling Call

 

The initials of the person who entered the contact appears.  A carriage return accepts the displayed initials.  The initials can be changed, if desired.  (3 Alphanumeric)

 

Last Contact Date

 

The cursor does not stop at this prompt.  This cannot be changed.  This is the date that the displayed contact was entered.

 

Handling Status

 

The code number of the handling status that was entered on the contact appears.  The descriptions of the codes are listed.  A carriage return accepts the displayed code.  This can be changed, if desired.  Only code numbers 1 to 12 can be entered.  A code 13 is displayed if the contact was created as a past due record within the Automated Contact Entry program.  Code 13 stands for AUTOMATED COLLECTION.

 

Disposition

 

The code number of the disposition that was entered on the contact appears.  The descriptions of the codes are listed.  A carriage return accepts the displayed code.  This can be changed, if desired.  Only code numbers 1 to 12 can be entered.  A code 13 is displayed if the contact was created as a past due record within the Automated Contact Entry program.  Code 13 stands for AUTOMATED COLLECTION.

  

 

 

Enter Data  (Cont'd)

 

Changing A Contact  (Cont'd)

 

After the disposition code is entered, the comments that were entered on the contact can be accessed.  Up to seven comment lines display on one screen.  The cursor is at one of the three following prompts.

 

Display N'ext, Or E'nd: N

Enter A'dd - C'hange - D'elete - 'CR' To End Comment

Do You Wish To Create Comments? (Y/N)

 

 

The first prompt appears if the comments on the call exceed 7 lines.  The second prompt appears if the comments do not exceed 7 lines.  The third prompt appears if no comments were entered on the contact.

 

Do You Wish To Create Comments? (Y/N)

 

 

Enter a Y for yes to display the Enter A'dd - C'hange - D'elete -  'CR' To End Comment prompt.  Enter a N for no not to create comments.  The customer and contact are exited.  The cursor returns to the Cust. No. Or Name prompt.

  

 

 

Enter Data  (Cont'd)

 

Changing A Contact  (Cont'd)

Changing The Comments

 

Display N'ext, Or E'nd: N

 

Enter a N for next to view the next screen of comments.  Enter an E to display the Enter A'dd, C'hange, D'elete prompt.  When a N for next is input, the cursor is at one of the two following prompts.

 

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

Display P'revious, Or E'nd:

 

The first prompt appears until the last screen is reached.  Once the last screen of comments is accessed, the second prompt displays.  Enter a N to view the next screen of comments.  Enter a P to go back one screen of comments.  Enter an E to display the Enter A'dd, C'hange D'elete prompt.  You may go back and forward as many screens as exist.

 

Enter A'dd - C'hange - D'elete - 'CR' To End Comment

 

To add additional comments enter an A for add.  The cursor is at the following prompt.

 

Enter Comment - 'CR' To Continue

 

 

  

 

 

Enter Data  (Cont'd)

 

Changing A Contact  (Cont'd)

Changing The Comments

 

Enter Comment - 'CR' To Continue

 

Enter the desired comment.  The comment is automatically added to the end of the comments.  If comment line 4 is the last comment line, an add adds comment line 5.  Each line of comments can be 74 alpha-numeric characters.  You may add as many comment lines as you want.  A carriage return at the first prompt in the comment (under the E in enter) exits the add mode.  The cursor returns to the A'dd C'hange D'elete prompt or the N'ext E'nd prompt if the comments exceed 7 lines.

 

Enter A'dd - C'hange - D'elete - 'CR' To End Comment

 

Enter a C to change a comment line.  The following prompt appears.

 

Enter Comment Number You Want To Change - E'nd

 

  

 

 

Enter Data  (Cont'd)

 

Changing A Contact  (Cont'd)

Changing The Comments

 

Enter Comment Number You Want To Change - E'nd

 

Enter an E to end to return to the A'dd C'hange D'elete or N'ext E'nd prompt.  Enter the line number of the comment line that you want to change.  If a number is input that does not exist, the prompt Selection Is Out Of Range, Please Enter # Thru # appears.  The acceptable line number range is redisplayed.  Once a valid line number is input, the cursor is at the following prompt.

 

Enter New Comment

 

 

A carriage return at the first prompt (the E in enter) inserts a blank comment line and erases what was in that line.  You must key in the desired comment.  Whatever was originally entered is replaced.  Once the comment is completed, the cursor returns to the Enter Comment Number You Want To Change - E'nd prompt.  Note:  Until you exit the change mode, the changes made on the comment line are not displayed. (74 Alphanumeric)

  

 

 

Enter Data  (Cont'd)

 

Changing A Contact  (Cont'd)

Changing The Comments  (Cont'd)

 

Enter A'dd - C'hange - D'elete - 'CR' To End Comment

 

Enter a D to delete a comment line.  The following prompt appears.

 

Enter Comment Number You Want To Delete - D'elete Entire Comment - E'nd

 

 

Enter an E to return to the A'dd C'hange D'elete or N'ext E'nd prompt.  Enter the line number of the comment that you want to delete.  When a comment is deleted, any comments below the deleted line are automatically renumbered.  If a line number is input that does not exist, the prompt Selection Is Out Of Range, Please Enter # Thru # appears.  The acceptable line number range is displayed.  Enter a D to delete the entire comment.  When you delete one line or the entire comment, the cursor returns to the A'dd C'hange D'elete or N'ext E'nd prompt.

 

Enter A'dd - C'hange - D'elete - 'CR' To End Comment

 

To exit the entry of comments enter a carriage return.

  

 

 

Enter Data  (Cont'd)

 

Changing A Contact  (Cont'd)

Changing The Comments  (Cont'd)

 

Deleting A Contact

 

Enter Procedure C'hange, D'elete Or E'nd

 

To delete the contact from the system, enter a D for delete.  The comments are also deleted.  When a D for delete is input, the following prompt appears.

 

Please Verify D'elete, C'ancel

 

Enter a D to proceed with the delete.  Enter a C to cancel the delete.

 

Note:  If a contact is deleted and it is the last contact for the customer in the current automated contact entry index, the customer is deleted out of the contact index.  The customer does not display for a contact in the Automated Contact Entry program.  If it is a past due contact, the customer is re-added to the index when the contact index is rebuilt with the correct past due parameters.