greenflag collection desk - amazon s3s3.amazonaws.com/temp_back/collectiondeskuserguide.pdf ·...

GreenFlagSM Collection Desk by Transworld Systems Inc. and Sikka Software Corporation

User’s Guide

2 User’s Guide

© 2004 -2012 Sikka Software Corporation. All Rights Reserved

Table of Contents

Table of Contents .....................................................................................2

Introduction .....................................................................................3

Configuration .....................................................................................4

FS Settings .....................................................................................5

Transworld Systems Setup .....................................................................................7

Using Collection Desk .....................................................................................8

Decision Accounts/Payments ...................................................................................10

New Accounts Table ...................................................................................11

Payments Table ...................................................................................14

Print Report ...................................................................................16

Sent Accounts/Payments ...................................................................................17

Not Sent Accounts/Payments ...................................................................................20

Closed/Paid Accounts/Payments ...................................................................................21

Archives ...................................................................................22

How to Contact Us ...................................................................................23

3 User’s Guide


Introduction

GreenFlagSM Collection Desk is a software application developed and hosted by Sikka Software

Corporation on behalf of Transworld Systems Inc. It is a tool that allows you to pull overdue

accounts from your Financial System (FS), evaluate them, and send notifications to Transworld

Systems to start collections. By specifying selection criteria, such as the number of days past

due, minimum and maximum balances, and others, you can control which accounts are going to

be retrieved from the FS. The application aggregates multiple invoices into one main account

per customer and allows you to specify the preferred type of Profit Recovery service.

Remember you have two choices: You can use GreenFlagSM Accelerator and Transworld

Systems will contact the customer in the name of your office or you can use GreenFlagSM Profit

Recovery and Transworld Systems will contact the customer in their own name as a collection

agency. All accounts sent to Transworld Systems are maintained in the system and have a

unique transmittal ID. It allows you to track these accounts and send stop notifications to

Transworld Systems when a payment is received from the debtor, or when you just want to stop

collections on this account.

4 User’s Guide


Configuration

When Collection Desk first starts, it will ask you to enter the client numbers which are the unique

numbers that Transworld Systems has assigned to your practice for different types of service,

first party (GreenFlagSM Accelerator) service or third party (GreenFlagSM Profit Recovery)

service. You must enter at least one of the two numbers to be able to use Collection Desk. If

you are using both services, you should enter both client numbers. After this initial setup, the

application will display the Control screen for you to further configure the application to suit your

specific needs. The configuration settings on the Control screen are grouped into two

categories: FS settings and Transworld Systems setup.

5 User’s Guide


Financial System Settings

FS settings allow you to define the selection criteria that determine which balances and

payments will be retrieved from the financial system to form start and stop notifications.

Service Setting: Service Settings are now getting saved for each Service Type i.e.

Accelerator, Profit Recovery and Collection. Based on those each Service Type settings

“Decision” screen will display records.

Export Charges Past Due For: This setting is a minimum age threshold for charges. It

specifies the number of days a charge must be past due for a start notification to be

generated. This setting is based on the date of customer responsibility. Generally

GreenFlagSM Accelerator is started at 30 days and GreenFlagSM Profit Recovery is

started at 60 or 90 days. If you are unsure, contact your Transworld Systems Sales

Agent.

6 User’s Guide


Do Not Export Charges Older Than: Option to filter out those Accounts which older

than # of days specified in “Do Not Export Charges Older Than”.

Minimum Balance: Minimum value for the amount due for which a start notification will

be generated.

Maximum Balance: Maximum value for the amount due for which a start notification will

be generated.

Include All Charges if at Least One Charge is Past Due: This setting allows you to

consolidate all open balances for a debtor (including those that are not past due) if at

least one balance is past due.

# Days for Archive: Determines the number of days after which start and stop

notifications will be auto-archived from Collection Desk. Please note, this setting does

not impact your Transworld service.

Backup and Restore location: This way Collection Desk customer can keep their

Collection Desk backup on different network machine and later can restore if Collection

Desk installed pc got crashed.

7 User’s Guide


Transworld Systems Setup

Transworld Systems setup settings allow you to specify default values for start and stop

notifications submitted to Transworld Systems.

Account Type: The default client account type. If you have entered two client numbers

for your FS, you will be able to choose which account to use for sending notifications to

Transworld Systems. Each start notification would contain the client number that is

displayed below. To change the client number or add a new one, click the 'Client #' link

next to it.

Service Code: This Parameter is disappearing when service type is Accelerator or

Collections. GreenFlag Profit Recovery service code can be diplomatic, intensive or the

one used for bad checks.

PIF Code: This Parameter is disappearing when service type is Accelerator or

Collections. The default stop type for paid in full stop notifications. It determines whether

or not to send a thank you letter to the debtor.

If you have changed any of the setting, click Save button for the changes to

take effect.

8 User’s Guide


Using Collection Desk

Collection Desk contains the following screens:

Control – Use this screen to view and change the configuration settings.

Decision – Use this screen to send new start or stop notifications to Transworld

Systems.

Sent – This screen displays active notifications (those that have been submitted to

Transworld Systems for processing, but not yet closed or archived).

Not Sent – This screen displays accounts and payments that you do not want to send to

Transworld Systems for some reason. For example, if you wish to postpone collections

on some accounts, you can move them to this screen.

Closed/Paid – This screen displays accounts that have been closed, either paid in full or

closed by you.

Archives – This screen displays archived accounts and payments (those that have been

auto-archived by the system or manually moved to the archive by you).

There are also three command buttons on the main screen:

OCP login – Login to Transworld System's Online Client Portal.

Help – Displays help.

Exit – Closes the application.

On all the screens, except the Control screen, you can see the tables with data. The following

features of the application will help you easily review and manipulate this data:

Sorting – You can sort the records in the tables by clicking the header of the column

you want to sort data on. For example, if you click the Customer Name header, all the

records will be rearranged, so the Customer Name will appear sorted in the ascending

order. To sort it in the descending order, just click the header one more time.

Blocked Columns – Some columns in the tables are not permitted to make corrections

in. The column header color indicates which columns are blocked for editing and which

are not. The columns with gray headers are blocked.

mk:@MSITStore:D:\TSI\Help\DentalCollect.chm::/ControlScreen.htm

mk:@MSITStore:D:\TSI\Help\DentalCollect.chm::/PendingScreen.htm

mk:@MSITStore:D:\TSI\Help\DentalCollect.chm::/SentScreen.htm

mk:@MSITStore:D:\TSI\Help\DentalCollect.chm::/NotSentScreen.htm

mk:@MSITStore:D:\TSI\Help\DentalCollect.chm::/ClosedScreen.htm

mk:@MSITStore:D:\TSI\Help\DentalCollect.chm::/ArchivedScreen.htm

9 User’s Guide


Column Width Resizing – You can change the width of a column in the table by moving

the cursor to the right edge of the column header. When the cursor changes its

appearance, press the mouse button and drag the line to the left or right.

Window Resizing – The application window can be resized by dragging one of the

edges of the window. Please note that there is a minimum size for the main window (the

initial size), and you cannot resize the window to the smaller size. You can click the

Minimize or Maximize buttons in the upper right corner of the window to minimize the

window to the icon or to maximize it to the full screen, respectively. When you resize the

main window, the tables are also proportionally resized.

Tables Height Resizing – If there are two tables on the screen, you can increase the

height of one table and correspondingly decrease the height of another table. To do it,

move the cursor to the area between two tables and, when the cursor changes its

appearance, press the mouse button and drag the line separating two tables in either

direction, up or down.

10 User’s Guide


Decision Accounts/Payments

Click Decision button to open the Decision screen. The main purpose of this screen is to allow

you to send start collections notifications and stop collections notifications to Transworld

Systems. A start notification is a request to open an account and start collections from the

debtor. A stop notification is an update to the previously submitted account. It can be a

notification to stop collections on the account because it has been paid in full, or it can be a

notification to correct the balance to be collected from the debtor because it has been partially

paid. Please note that Transworld Systems has no access to your financial system, and by

sending stop notifications you inform them about any changes on the account.

There are two tables on the Decision screen, the one containing new accounts and the one

containing new payments. CollectionDesk will populate the data in these tables automatically

during the nightly refresh (or any other time you have selected to perform synchronization with

the financial system). The data in the tables will also be refreshed each time you change

configuration settings and click Save button. Configuration settings determine which data will be

pulled from the financial system (refer to the Configuration section of this user‟s guide for the

detailed description).

You can review and correct the records before sending them to Transworld Systems - add

notes, choose the appropriate type of service, change the amount of money you want to be

collected from a debtor, and choose which records you want to be sent to Transworld Systems

by marking them accordingly. Only the records marked as 'Send' would be actually sent, and

the others marked as 'Not Send' would be moved to the list on the Not Sent screen. The records

marked as 'Pending' would remain on this screen.

11 User’s Guide


New Accounts Table

This table contains overdue accounts that you can select to send to Transworld Systems as

start notifications. Collection Desk retrieves from the financial system data that meet the criteria

specified on the Control screen. All invoice records are aggregated per customer. Customer

Owes column contains the combined balance owed by a customer. It's the value in this column

that would actually be sent in a start collections notification. It is based on the values of

Orig.Bal., Cur.Bal., and Sent to TSI columns, and can be changed if you want to send to

12 User’s Guide


Transworld Systems different balance. Below is the description of the columns, in which the star

symbol (*) before the name indicates that the value in this column is not going to be sent in the

start notification (it‟s included in the table for your information only).

Inv./Ref.# is an invoice/reference numbers.

Customer Name is the name of the customer.

* Orig.Bal. Contains combined overdue balance for a specific customer. Its value

depends on the date of customer responsibility and selection parameters set on the

Control screen, such as aging ('Export Charges Past Due For:'), and whether 'Include All

Charges if at Least One Charge is Past Due:' box is checked.

* Cur.Bal. column contains current overdue balance of the customer.

* Sent to TSI column contains a value only if the balance (or part of it) was already sent

to Transworld Systems.

Customer Owes column contains a portion of the original balance that the customer is

responsible for. You can change the value in this column if you want to send the balance

different from the one suggested by the system.

Date of Responsibility is the date of pending invoice due date. You can correct the

value in this column if you believe that the date of responsibility was different.

Service Type and Service Code values are set to the default values specified on the

Control screen, but can be changed per record.

* Send/Not Send is used to mark the records to be sent to Transworld Systems or to be

moved to „Not Sent‟ list.

Notes column is used to enter any notes you want to send to Transworld Systems

regarding this account.

Added Date of Last Payment and Amount and Date of Last of Service columns in

“Decision” screen.

Red mark: Red mark records (i.e. Missing Info records) can be moved to “Not Sent”

screen.

Beside the data that you can see in the table columns on the screen, each start collections

notification will also contain the following data:

Client # – Transworld Systems client number entered on the Control screen. It could

either be the client number corresponding to GreenFlagSM Accelerator, or the client

13 User’s Guide


number corresponding to GreenFlagSM Profit Recovery. The „Selected Account Type:‟

label shows which account type the records would be submitted to.

Debtor Address, City, State, Zip – Retrieved from the financial system. If any of these

data are missing, Collection Desk will not be able to send these notifications to

Transworld Systems. If this happens, open the financial system and enter any missing

data.

SSN, Debtor Phone, Secondary Phone, Secondary Address – Retrieved from the

financial system. This information is considered supplementary, not required to generate

the start notification.

Transmittal # – A unique number assigned to each start notification when you click

Send Accounts/Updates to TSI button to trigger transfer.

Click Send Accounts/Updates to TSI button to initiate transfer. The records marked as „Send‟

or „Not Send‟ will disappear from this screen and appear on the Sent or Not Sent screen,

respectively. Note that start and stop notifications will not appear immediately on the Transworld

System's Online Client Portal. The files containing start and stop notifications will be transferred

to Transworld Systems on a nightly basis.

14 User’s Guide


Payments Table

Payment table reflects the payments received from the debtors. When you get a payment from

the debtor whose balance has been sent for collections, and enter this payment in your financial

system, the corresponding record will appear in the lower table of the Decision screen (after the

data synchronization has been performed).

You can review the records in the Payments table, select appropriate stop type, choose which

records you want to send to Transworld Systems by selecting „Send‟ option in the drop-down

list, and click Send Accounts/Updates to TSI button. The records contained in this table will be

sent to Transworld Systems as stop collections notifications. Below is the description of the

columns, in which the star symbol (*) before the name indicates that the value in this column is

not going to be sent in the stop notification (it‟s included in the table for your information only).

Client # – Transworld Systems client number that the corresponding start notification

contained.

Transmittal # is a unique number assigned to start notifications. Each stop collections

notification would have this reference to the original start notification.

* Customer Name is the name of the Customer.

Amount Paid column contains the amount of money paid by the guarantor.

New Balance column contains the remaining balance on the original account. If the total

balance has been paid in full, then the value in this column would be zero.

Stop Type contains one of the eight possible values for the stop notification. If the

balance has been paid in full, the application will set this value to the one of two values,

„Paid in Full‟ or „Paid in Full – Send Thank You Letter‟, depending on the „PIF Code‟

setting on the Control screen. If the balance has been paid partially, the application will

set this value to „Partial Payment‟.

* Send/Not Send is used to mark the records to be sent to Transworld Systems or to be

moved to „Not Sent‟ list.

After you click Send Accounts/Updates to TSI button, the records marked as „Send‟ or „Not

Send‟ will disappear from this screen and appear on the Sent or Not Sent screen,

correspondingly.

15 User’s Guide


On Decision: Start Grid (i.e. Submit New Account) clicking on any Customer Name column,

CollectionDesk will display “Customers Information” UI which displays all the Invoices under that

Customer.

Print Report

Reports for all screens: Provided two options Print Preview / export to CSV. User can Print Preview

in Crystal Report viewer or user can export the data in csv.

16 User’s Guide


Following is the “Print Report” format

17 User’s Guide


18 User’s Guide


Sent Accounts/Payments

There are two tables on this screen. The upper one contains the accounts that have been sent

to Transworld Systems, but have not been paid yet and have not been archived. These are the

active accounts Transworld Systems performs collections on. The lower table contains all sent

stop notifications that have not been archived.

For ease of use added “Service Type” column in “Sent”, “Not Sent”, “Closed/Paid” and

“Archives” screen to identify for using which “Service Type” records got submitted. If Collection

Desk customers are using multiple “Services” from TSI then using “Service Type” user can

identify which records are submitted using which “Service Type”

Start and stop notifications will be moved to the archive automatically when the number of days

set in the „# Days for Archive‟ parameter on the Control screen have passed since the records

had been submitted to Transworld Systems. „Date Sent‟ column in each table shows the date

when a start or a stop notification has been sent to Transworld Systems. You can also move

19 User’s Guide


records to the archive manually. Check the records you want to move to the archive (in the

upper or the lower table) and click Archive button. These records will be moved to the Archives

screen.

If you know that some accounts are never going to be paid, like in the case of bankruptcy, you

can manually stop collections on these accounts by checking them in 'Accounts Submitted' table

and clicking Stop Collections button. You will be prompted to choose 'Stop Type' for every

account you wish to stop collections on and confirm that you really want to close these

accounts. As the result, new stop collections notifications will be sent to Transworld Systems

and the selected accounts will be moved to the Closed/Paid screen. Note that Stop Collections

button affects only the records checked in the upper table.

***Collection Desk users should be coached not to "write off" anything that is sent to Transworld

Systems. If it is written off after it is sent to Collection Desk using a code other than the "TSI

Payment Code / Agency Payment Code" Collection Desk will pick it up on the Decision screen

and suggest they transmit the payment to Transworld Systems.

It has been a standard practice to for Offices to "Write Off" balances that are sent to collections.

We discourage an office manager from doing this, they are only creating more work

for themselves. When they do get a payment they will need to adjust the "Write Off" back on, or

they will have a credit balance on the customer account.

Regarding the check box on the control screen: By default the check box is UN-CHECKED for

"Include all Charges is at least One Charge is Pat Due"***

20 User’s Guide


Not Sent Accounts/Payments

This screen contains the records that have not been sent to Transworld Systems (marked 'not

send' on the Decision screen). If you wish to activate any of these accounts, mark them in the

upper table and click Activate button. All the selected records will be removed from this screen,

and you will see the balances appear again on the Decision screen. You can also move

checked records, accounts and payments, to the archive by clicking Archive button.

21 User’s Guide


Closed/Paid Accounts/Payments

The table on this screen contains all the accounts that have been either paid in full or closed by

you manually. You can move any of the records to the archive by checking them in the table

and pressing Archive button.

Archives

22 User’s Guide


This screen displays all accounts and payments moved to the archive. If any of the records

have been moved to the archive by mistake, and you want to „un-archive‟ them, check these

records and click Activate button.

How to Contact Us

23 User’s Guide


To contact your Transworld Systems Sales Agent you can reach them at

Transworld Systems Customer support can be reached at 888-4GO-GREEN if your sales agent

is not available.

Transworld Systems Technical support can be reached at 888-4GO-GREEN

For technical support with the interface itself call Sikka Software at 408-876-4040 (866-856-

7119) or email us at [email protected]

mailto:[email protected]

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