Handling Status File Maintenance (BIFM118N)

Before you begin using the Collection system, you must activate the Collection switch in the Handling Status File Maintenance program.  This can be found on the Collection File Maintenance menu, 3-1.  The program is also used to enter the descriptions of the handling status codes.  The program activates specific features within the Contact Activity Entry program.  The margins of the dunning letters are defined in Handling Status File Maintenance.

 

Enter Data

 

The cursor is at the following prompt.

 

Fld

 

 

Enter the field number in which you want to input data.  A / slash at the Fld prompt cancels what you have input, and the program is exited.  When a valid field number (1 - 18) is input, the cursor proceeds to the New Data prompt.  A / slash at the New Data prompt cancels what you have input, and the program is exited.  An up arrow key to go back one space may be entered at New Data.  At the New Data prompt input the desired data.

 

Fields 1 - 12

 

Field numbers 1 through 12 are the handling status codes.  Handling status codes are entered in the Contact Entry program.  The codes are stored in the contact activity records.  The description of the codes are defined in this program.  As an example, entering a 1 at Fld allows entry of the description of handling status code 1.  You may define up to 12 codes.  The code description should be entered to identify what the results are of the collection activity contact.  (20 Alphanumeric)

  

 

 

Enter Data  (Cont’d)

 

Field 13 Collection System (Y/N):

 

If you are using the LMS Collection system, a Y for yes should be in field 13.  You are not able to log into the Contact Entry program without the switch being set to yes.  This switch also activates the average days to pay and high credit figure calculations.  For those not using the LMS Collection system, enter a N for no.  When field 13 is selected, the following prompt appears.

 

Enter Password

 

You cannot use the Collection programs unless the LMS Collection system has been purchased.  Only an LMS staff person can activate the package.  He/She dials in to activate it, or an on site LMS trainer activates it.  A carriage return returns the cursor to the Fld prompt.  Once the correct password is entered, the New Data prompt appears.  Enter a Y to activate the Collection system.  Enter a N not to activate the Collection system.

 

Field 14 Ability To Release Active H-CREDIT Service Call (Y/N):

 

Within the Contact Activity Entry program there is the ability to release a service call from a H-Credit status.  A prompt appears that allows an inquiry to view any H-Credit service calls for the customer.  The same prompt allows the collection operator to change the call status from H-Credit to $OK.  This removes the call from the hold screen.  Enter a Y to include the release hold for credit prompt within the Contact Activity Entry program.  If you do not create H-Credit service calls or do not want your collection operators changing the status of service calls, enter a N for no.  With a N for no in field 14, the release hold for credit prompt does not appear in the Contact Activity Entry program.  See Section II pages 161 or 210 for the operation of this feature.

  

 

 

Enter Data  (Cont’d)

 

Field 15 Ability To Change Customer Credit Alert Status (Y/N):

 

Within the Contact Activity Entry program there is the ability to change the credit alert status of the customer.  A prompt appears that allows the collection operator to change the credit alert status to a yes for credit alert, no for credit alert, or put the customer on credit lockout.  When this is done, field 12 in Customer File Maintenance is automatically changed.  Enter a Y to include the change credit alert status prompt within the Contact Activity Entry program.  If you do not want your collection operators changing the credit alert status of customers, enter a N for no.  With a N for no in field 15, the change credit alert status prompt does not appear in the Contact Activity Entry program.  See Section II pages 152 or 199 for operation of this feature.

 

Field 16 Dunning Letter - Number Of Lines For Top Margin:

 

Standard dunning letters can be printed within the Contact Activity Entry program or from the report menu, Print Dunning Letters.  The dunning letters are designed to print on a laser printer using standard 8-1/2 by 11 size paper.  In this field you need to define how many lines down from the top margin of the paper that the first line of the dunning letters begin printing.  This varies based on whether you use paper with a letterhead.  It is a good idea to create a dunning letter and then experiment with your printer and your letterhead to determine where you want the top margin set.  As an example, for the current LMS letterhead the top margin is set at 14.  (0 - 99)

 

Field 17 Dunning Letter - Number Of Spaces For Left Margin:

 

In this field you need to define the left margin for the dunning letters.  Whatever number is entered determines how many spaces the contents of the letters are printed from the left margin.  This varies based on your letterhead and specifications.  As an example, for the current LMS letterhead the left margin is set at 5.  (0 - 99)

 

Note:  The right margin is based on the length of the lines of text entered on the dunning letters.  For more information on the creation of dunning letters see page 523.

  

 

 

Enter Data  (Cont’d)

 

Field 18 Dunning Letter - Second Sheet Letterhead (Y/N):

 

The actual dunning letter itself never exceeds one page.  However, if all or past due invoices are included on the letter, they may go to a second page.  If you want the consecutive page to print on letterhead paper, enter a Y for yes.  The program spaces down the top margin as defined in field 15.  If you do not want to use letterhead paper on the consecutive pages, enter a N for no.  The program starts printing the invoices at the top of the paper.

 

See the following example of the Handling Status File Maintenance screen after it has been set up with data.