Collection Tracking [U1101]

In This Document

 

In Related Documents

Collection Tracking [U11]: Setup

 

Introduction

Collection Tracking is a separate module of LeasePak. The Collection updates assist in the collection of lease payments by providing several tools. These tools include a schedule of the daily work to be processed, a summary of each delinquent lessee, a notebook to record the written communication and conversations between the collector and the lessee, and a comprehensive set of utilities for updating and detail reporting of delinquent accounts.

Collection Tracking should not be used while the End of Period process [U0401] is executing. This is because the End of Period process may change information about delinquent lessees which would not be reflected in the Collection update used at the same time. All collectors must exit the Collection update before End of Period begins executing. They may re-enter this update when the End of Period process is completed.

Prior to using Collection Tracking, it must be setup. Six updates in Collection Tracking Setup [U11]are used to setup and administer the module:

 

Collection Account Assignment

The delinquency of a lease is determined by the COLLECTION MODULE WATCH CODE OR GRACE PERIOD parameter in the Miscellaneous Customizations option of the Collection Portfolio update [U1122]. Depending on how this parameter is set, either the lease's watch code or its grace period is used to determine if a lease is delinquent.

A lessee with one or more delinquent leases is considered a delinquent lessee. Each delinquent lessee is assigned to a specific collector. Thus, all of the delinquent leases for a lessee are worked by the same collector.

There are 3 ways a delinquent lessee can be assigned to a collector:

 

Initial Assignment by the End of Period Process

Delinquent lessees are automatically assigned to collectors by the End of Day or End of Month process. Normally this is an End of Day function, unless the RUN COLLECTION MODULE ONLY DURING END OF MONTH parameter in the Collection Module Customizations update [U1121] is activated.

Refer to the End of Period End module [U0499] in End of Period [U04]: Overview for information regarding the Collection module in the End of Period process.

The End of Period process [U0401] will choose a collector for a newly delinquent lessee from a collection team. A collection team is a group of one or more collectors. Refer to the Team update [U0724] for information regarding the creation of teams.

A lessee can have multiple leases from various portfolios, companies, regions, and offices. Each lessee will have a DEFAULT portfolio, company, region, and office as maintained in the Lessee update [U0203]. LeasePak will automatically define the company, region, and office using the first lease for the lessee. If the portfolio on the first lease does not match the lessee's default portfolio, a message will be displayed, and the lessee's default company, region, and office will not be defined. The lessee's default portfolio, company, region, and office are used in determining the collection team for the lessee, as well as a collection user's security access to the lessee.

For a given delinquent lessee, LeasePak will choose the first collection team it finds, using the following order:

In other words, if a collection team is not defined for the lessee, then the customer collection team will be used if it is defined, etc. If none of the above 6 collection teams are defined, the lessee will be assigned to the collection supervisor.

Refer to the Lessee update [U0203] for information on defining a collection team for a lessee. Refer to the Customer update [U0205] for information on defining a collection team for a customer. Refer to the Collection Portfolio update [U1122], the Company update [U0208], the Region update [U0207], and the Office update [U0206] for information on defining a collection team for a portfolio, company, region, and office.

Once the collection team has been identified, the following rules are used to determine which collectors from that team will be considered eligible (or "valid") for assignment to the delinquent lessee.

A valid collector must meet all of the assignment criteria established through the Collection User Profile update [U1131]. The assignment criteria include the number of days delinquent, the delinquency (or other customizable) amount, the short name, and the collection status of the lessee. Refer to the Collection User Profile update [U1131] for more information.

A valid collector must have security access to the lessee's default portfolio, company, region, and office. Refer to the Security update [U0706] for more information. Refer to the Lessee update [U0203] for information on defining the default portfolio, company, region, and office for a lessee.

Once a set of valid collectors has been determined according to the above rules, the collector to assign to the lessee is selected. If the lessee had been delinquent in the past and the prior collector is still valid, then that collector will be assigned to the lessee. Otherwise, the valid collector with the lowest number of lessees assigned during this End of Period will be assigned to the lessee.

If there are no valid collectors on the collection team, the lessee will be assigned to the collection supervisor. Refer to the Collection Customization Portfolio update [U1122] for information on defining the collection supervisor.

 

Automatic Reassignment by the End of Period Process

LeasePak provides the option of having End of Period automatically reassign delinquent lessees. If a collector who is assigned to a delinquent lessee becomes invalid (i.e., the collector no longer meets all of the assignment and security criteria, or is no longer on the collection team associated with the lessee), then End of Period can automatically reassign the lessee to a valid collector.

To allow such automatic reassignments, activate the PERFORM AUTOMATIC REASSIGNMENT DURING END OF PERIOD parameter in the Module Customizations option of the Collection Custom General update [U1121]. To prevent automatic reassignments, clear the box to set the parameter to N.

It is possible to allowautomatic reassignments in general, but to prevent reassignment of a particular lessee. Refer to the Collection Reassignment update [U1111] for more information on how to prevent automatic End of Period reassignments for particular lessees.

 

Manual Reassignment with the Collection Reassignment update [U1111]

The Collection Reassignment update [U1111] provides the opportunity to manually reassign delinquent lessees from one collector to another.

 

Collection Tracking Menu

Collection Tracking may be accessed either through the LeasePak Tracking menu, Collection option, or by entering U1101 into the Fast Menu <F2>.

Base system LeasePak updates and reports outside the Collections mdule may be selected from the Collection Main Menu. When an update or report is selected from the Collection Main Menu, the lessee and possibly lease and customer numbers are already known. It is not necessary to re- enter these numbers to go directly to the update or report. For example, the Lessee update [U0203] may be selected by entering the menu option 'U0203C' from the Collection Main Menu [U1101].

Additional menu options for external modules may also be defined for selection from the Collection Main Menu. These options can be used for the external processing of additional collection reports, updates or interfaces to other systems. This feature will facilitate the incorporation of user customizable processes into the Collection module.

The Notebook function may be accessed 3 ways from Collection Tracking - by clicking on the Notebook button; through the Options menu, Notebook option; or by pressing <F3>. When Notebook is selected from Collection Tracking, new lessee-level notes will default in reference information corresponding to the current Collection work schedule item being processed. Creating unprocessed (i.e. - requiring further action) lessee-level notes will add items to the note recipient's Collection work schedule. Please refer to Notebook for more information on the Notebook function.

When a lessee which was being tracked in the Collection module becomes current and is removed from tracking, an informational note for the lessee will automatically be created. Notes for the lessee are created automatically by the Payments update [U0102], the Payoff update [U0103], the Payment Extension update [U0107], and the Payment Due Day Change update [U0118], if the lease for which the update is run is delinquent. These notes reflect any change in payment status for the lessee and are informational only. They do not require follow-up.

 

Collection Tracking features an additional menu, Collections, that contains options for various collection screens and updates.

Option Descriptions

 

Lessee Summary

Lessee Summary is used to display collection information for the current lessee indicated at the top of the screen. This option may also be used to change the collection status of a lessee.

Amounts shown in the TOTAL NUMBER OF DELINQUENT LEASES, TOTAL DELINQUENT AMOUNT, GROSS RECEIVABLE BALANCE, GROSS OUTSTANDING BALANCE, and NET OUTSTANDING BALANCE fields are calculated as of the last End of Period and will not reflect changes made since End of Period was last run.

 

This screen summarizes collection information for a delinquent lessee, including collection status.

Field Descriptions

 

Lease Selection

Most data in the Collection module is at the lessee level, and reflects the account's status as of the most recent end of period. Lease Selection is used to display the leases associated with the current lessee and select a lease for more detailed reporting as of the present moment. A list of all delinquent leases associated with the lessee indicated at the top of the screen (i.e., the "current" lessee) is displayed. Basic delinquency information for each lease as of the most recent end of period is also displayed.

Selecting a lease establishes it as the current lease. The lease number will subsequently be displayed in the LEASE field at the top of the screen. Any options, reports or updates selected will process this lease.

If a Lease Summary is requested from the Collection menu or by using the Lease Detail button on the Lease Selection screen, up-to-the-moment data for the current lease will be displayed.

 

This screen is used to select a lease for individual processing. A list of all delinquent leases associated with the current lessee is displayed. Click on the desired lease or use the arrows on the keyboard to move the cursor and highlight the desired lease.

Note: A maximum of 500 leases may be listed for each lessee. If a lessee has more than 500 delinquent leases, a message appears to the effect that only the first 500 leases selected are displayed.

Field Descriptions

 

Lease Summary

Lease Summary is a separately purchased module. It is possible to purchase the LeasePak Collection module without Lease Summary. Unlike the Lessee Summary and Lease Selection screens, the Lease Summary always shows today's current lease information. Any activity for the day will be reflected on the Lease Summary screen.

When the Vehicle Finance module is purchased along with the Collections module, LeasePak will display the Alternate Lease Summary screen. Additional parameters must be set in the Custom General update [U0712] for the Alternate Lease Summary screen to be displayed.

To access the Lease Summary, use Lease Selection to list all leases for the current lessee. Highlight the desired lease and either click on the Lease Detail button or select Lease Summary from the Collection menu.

 

Lease Summary

This screen shows summary information for the selected lease. The number and description of the selected lease appear in the title bar at the top of the window.

Field Descriptions

 

Invoice Detail

This screen shows detail for the selected invoice. Only the first 100 outstanding invoices will be available for viewing. The invoice number and due date appear in the top of the window.

Field Descriptions

 

Broker

The following is the first screen displayed when the BROKER button is selected in the Collection Lease Summary.

All three Broker information tabs entered in the Broker update [U0219], in read only format are displayed, when a Broker is tied to a lease.

 

External File Attachments

The External File Attachment is a separately purchasable module of LeasePak.

 

This screen appears when Attachment is selected. This screen allows the user to add, edit, delete or open an external file attachment to a lease. The description, file name, date, time and operator initials will be displayed for the external file attachment. Any file type may be attached to a lease, it is the users' responsibility to verify and configure the file type association properly on their machine. The following are supported file types: MS Word. Excel, JPG, BMP and PDF file types. Attachment records will be removed from the RFA table during EOP, Close Lease Clean-up [U0419].

Field Description

Attachments/links can be added by entering the filename including the drive and path of an existing file as well as the optional description in the screen below.

 

Enter the description of the file/link attachment and the file name. Attachment information will be saved on the RFA table. External files and/or links to leases must be maintained on a common drive that is shared by a network drive.

Field Description

 

This screen is an example of where to locate attachment files in Windows.

 

Alternate Lease Summary

This screen appears when the Vehicle Finance module is purchased along with the Collections Tracking module [U1101] and/or the Customer Service Tracking module [U1601], and the Custom General [U0712] field ALTERNATE COLL TRACK SCREENS is set to Y.

When the collectors users security is set to SUPERVISOR in the User Profile update [U1131], the collector will be able to access and update certain fields.

When the F5 "hot key" is selected, this screen is displayed when the modules and the switch are set accordingly.

Field Descriptions

 

Outstanding Invoices

This screen is displayed when the Outs Inv button is clicked for the given lease.

Field Descriptions

 

Invoice Detail

 

The following screen will be displayed when the Invoice Detail button is selected.

This screen shows detail for the selected invoice. Only the first 100 outstanding invoices will be available for viewing. The invoice number and due date appear in the top of the window.

Field Descriptions

FIN leases will be calculated as follows:

 

Notebook

The new Notebook screen will be activated by the Alternate Lease Summary screen and will automatically be displayed on the lower portion of the account screen. There are no limits nor formatting restrictions on the note. However only user's with the highest security level as defined in the Security update [U0706] can edit or delete notes.

Note: From the Security update [U0706], the following levels can be designated for user security.

Field Descriptions

 

External File Attachments

The External File Attachment is a separately purchasable module of LeasePak.

 

This screen appears when Attachment is selected. This screen allows the user to add, edit, delete or open an external file attachment to a lease. The description, file name, date, time and operator initials will be displayed for the external file attachment. Any file type may be attached to a lease, it is the users' responsibility to verify and configure the file type association properly on their machine. The following are supported file types: MS Word. Excel, JPG, BMP and PDF file types. Attachment records will be removed from the RFA table during EOP, Close Lease Clean-up [U0419].

Field Description

Attachments/links can be added by entering the filename including the drive and path of an existing file as well as the optional description in the screen below.

 

Enter the description of the file/link attachment and the file name. Attachment information will be saved on the RFA table. External files and/or links to leases must be maintained on a common drive that is shared by a network drive.

Field Description

 

This screen is an example of where to locate attachment files in Windows.

 

Work Schedule

The Collection update [U1101] provides a work schedule or list of the delinquent lessees scheduled to be processed by a collector or team.

Delinquent lessees are assigned to a collector's work schedule in several ways:

The size and content of the work schedule may be determined by the user using various selection criteria described on the following pages.

If the user chooses to log out of LeasePak before all lessees are processed, the work schedule will be saved and then later restored when the user returns to the Collection module.

Using the work schedule, the user may select one or more lessees to be processed during that session. Once an individual lessee has been selected, that lessee becomes the "current" lessee. Information for this lessee is then displayed at the top of the Collection Main Menu screen.

Additionally, the menu bar will display a banner containing the P,C,R,O and any Non-Notify (Vendor short name) information that pertains to the customer.

When the Collection Weighting Table is used, the Work Schedule will display the delinquent lessees in descending weight order (the lessee with the highest priority weight will be displayed first). Also, if the SORT ORDER parameter in the Collection User Profile update [U1131]does not display Weight first, the delinquent lessee will not display the delinquent lessees by the Weighting Table ranges.

When the Time Zone [U0726] update has been populated with legal to call time zone boundaries, LeasePak will sort through the Work Schedule and display legal to call numbers when an account is selected.

The Alternate Lease Summary screen will display all legal to call accounts in green text.

From the workschedule, various operations, and reports may be selected and used for this lessee, without having to re-enter the lessee number. Once the current lessee has been processed, the user may proceed to highlight the next lessee on the work schedule, or return to the work schedule screen to view and/or select more lessees.

Note: For new clients, the following must be done in order to populate the work schedule: 1) at least on lease must be added to each Portfolio. 2) at lease one EOP must be run prior to populating the work schedule.

 

This screen is used to enter selection criteria to create a work schedule. A collector may view only lessees assigned to him or her, unless he or she is given access to all accounts via the ACCESS ALL COLLECTION USERS field of the Collection User Profile. To view all delinquent lessees, select "All" for both USERNAME and TEAM CODE, and leave all other criteria blank. Click on Retrieve to display the work schedule.Default values for USER INITIALS, STATUS, TEAM CODE, DAYS DELINQ LOW, DAYS DELINQ HIGH, REF AMOUNT LOW, REF AMOUNT HIGH and CUSTOMER are displayed with the values that were entered the last time a work schedule was created. The follow-up date is always defaulted with today's date.

Delinquent lessees meeting the selection criteria entered will be sorted according to the SORT ORDER specified in the Collection User Profile update [U1131]. Refer to that update for more information.

Advanced Note: HELP may be pressed on any of the selection fields if a client search is desired (e.g. if the lessee short name is known, etc.). Refer to the Terminal Operations document for more information on performing searches using the HELP key.

Field Descriptions

 

After Selection Criteria are entered, click the Retrieve button (or hold down the Alt key while pressing R). Lessees appear in the Work Schedule portion of the screen. The first in the list defaults as the "current" lessee. Its number and name appear in the bar under the Main Menu. Any options chosen from the Collection menu will display data from the current lessee. To make another lessee current, click on it or use the down arrow on the keyboard to move to it and highlight it.

Note: Once a lessee is current and payments have been made all delinquent leases associated with the lessee will disappear from the work schedule.

The sequence of lessees on the work schedule depends on the work schedule sort order, as defined by the Collection User Profile update [U1131].

Every delinquent lessee has a specific person designated as its collector, displayed under the INI column heading. The initial collector is the person to whom the lessee was assigned by the End of Period process [U0401] when the lessee first became delinquent. The lessee may subsequently be reassigned to another collector.

Note: Lessees are selected from a pool of:

Field Descriptions

 

Once a lessee has been selected, its name and keys are displayed at the top of the Collection Tracking Screen.

 

Repo Request

This new option works with the Recovery Tracking [U1701] module, a separately purchased module of LeasePak. In order for this option to appear in the Collection update, the Recovery module must be purchased.

This new menu option allows an individual collector to refer a delinquent account to be repossessed. Therefore, the account will be reassigned to the supervisors queue in order to be approved. Supervisor permissions are set in the Recovery User Profile [U1731] update.

At the time the repo request is approved, the account is transferred from the Collection Work Schedule to the Recovery Work Schedule. If the Repo request is denied, the account is assigned a new collection status and reassigned to a collection queue.

 

This screen allows the user to request a repossession of assets.

Field Descriptions

 

LeasePak  Reference Guide

©  by McCue Systems Incorporated. All rights reserved.

The information contained in this document is the property of McCue Systems, Inc. Use of the information contained herein is restricted. Conditions of use are subject to change without notice. McCue Systems, Inc. assumes no liability for any inaccuracy that may appear in this document; the contents of this document do not constitute a promise or warranty. The software described in this document is furnished under license and may be used or copied only in accordance with the terms of said license. Unauthorized use, alteration, or reproduction of this document without the written consent of McCue Systems, Inc. is prohibited.