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Automated AR collection

This process allows an automatic collection of outstanding invoices based on due date.

Invoices are selected based on the selection criteria of the collection run. Collection limits indicate the maximum amount that can be automatically collected at anyone time from a customer. Collection calculation rules will determine if claims are to be included or excluded from the collection amounts. A report summarising the selected invoices can be generated for review by the Accounts Receivable department before the collection is finalised.

The collection requests and advices can be emailed to the customers along with the selected payment list. The email and contact information will be retrieved from the contact database in Customer Relationship Management. If the contact email does not exist then the system will generate a letter with the selected invoices which can be printed and mailed to the customer. Standard templates can be setup for the collection request advice and the final collection advice.

When the selected payment list is verified, the collection can be finalised. This will generate the collection advice (final email/letter) and a bank interface file with the direct debit details. Specific bank interface files can be setup as per bank’s requirements. Finalisation will also update the debtor invoices as paid and create the Accounts Receivable transactions for General Ledger posting at end of day or end of month process.

Print selected invoice summary

  1. In the menu, expand Base Modules > Distribution > Debtors & Claims > Accounts Receivable > Entry  and then double-click Debtor Auto Collection. ARW030C Automated AR Collection panel appears. 
  2. Enter your selection.
  3. Click OK. The selected invoices are displayed.
  4. Click function Print Summary. This will print a report summarising the selected invoices

Print email collection advice

  1. In the menu, expand Base Modules > Distribution > Debtors & Claims > Accounts Receivable > Entry  and then double-click Debtor Auto Collection. ARW030C Automated AR Collection panel appears. 
  2. Enter your selection.
  3. Click OK. The selected invoices are displayed.
  4. Click function Print Letter  to send the collection request to the spool file.

The collection request can be emailed automatically to the customer. The email address has to be setup in the contact database in Customer Relationship Management for this. If there is no email contact then the request can be printed and mailed out.

Finalise collection run

  1. In the menu, expand Base Modules > Distribution > Debtors & Claims > Accounts Receivable > Entry  and then double-click Debtor Auto Collection. ARW030C Automated AR Collection panel appears. 
  2. Enter your selection.
  3. Click OK. The selected invoices are displayed.
  4. Click Finalise. This  will produce the collection advice which can be automatically emailed
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