Collect! Credit and Collection Software™

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How To Schedule Contact Events

These topics deal with the basic types of contacts that you can schedule in Collect!

Schedule A Letter Contact

Perhaps you want to send a letter to a Debtor. Rather than printing it at once, you may want to put it in your print queue. We use the Contact form to select a letter and schedule it to be printed in the daily letter batch. This process requires some familiarity with the Debtor form - to access the Contact form, and with reports and letters - knowing which letter to schedule.

There are many different kinds of Contacts that may be scheduled to create an event on an account. They deal with all the types of interactions you may have with a debtor. Some very common examples are a Letter, a Review, a Promise to pay, and a Phone call.

Useful Note From the Contact form, press F1 to see a complete description of each of the types of contacts you can schedule. The Contact form is very flexible and displays different information depending on the type of Contact you schedule. We will not go into details that are contained in the F1 help available from the Contact form.

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Accessing The Contact Form

1. Select the Browse menu and then select All Debtors from the drop-down choices. This will display the list of all debtors in your system.

2. Select a Debtor from the list or press ENTER to open the Debtor form for the highlighted list item.

3. Once the Debtor form is displayed, locate the Contacts button in the lower right section of the form.

4. Select the Contacts tab to open the list of contacts made for this account. If there are no contacts in the list, you will be prompted to create one. Select YES to open a new Contact form.

5. If there are items in the Contacts list, select the NEW button at the bottom of the list, or press F3, to open a new Contact form.

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Creating The Letter Contact

Several fields on the Contact form fill automatically with information from the Debtor account you are on. We will accept these defaults but you may change the settings, if needed, when you create your contacts.

1. Click in the field labeled Type to view the list of Contact types. Use the PageUp or PageDown key to see the whole list. Select 'Letter' from the list.

2. Select the down arrow at the right end of the field labeled Description to view the list of all reports and letters in Collect!.

3. Select the letter you want to send and its description will display in the Description field. This description is used by the system to determine which letter to print.

4. Fill out other fields as needed.

The Contact's Due Date determines when the letter will be printed. The default is today and the letter will be printed in today's Scheduled Batch Letters.

If you want to assign this letter to another Operator's WIP List, select the down arrow next to the field labeled Collector to view the list of operators and make your selection.

5. Press F8 to save this Contact and return to the Debtor form.

6. The letter is now placed in the print queue to be printed when you run your daily letter batch.

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Schedule A Review Contact

You may want to schedule a review of this account. Through the Contact form, you can schedule a review and assign it to a particular Operator.

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Requirements

- Setup Operators

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Overview

As an Operator, when you are viewing an account, you can schedule an event to occur regarding this account. These events are called Contacts and there are many different kinds of them to deal with all sorts of interactions you may have with a debtor. Some very common examples are a letter, a review, a promise to pay, and a phone call.

From the Contact form, press F1 to see a complete description of each of the types of contacts you can schedule. This help gives you information about the Contact form itself, as well. The Contact form is very flexible and displays different information depending on the type of Contact you schedule.

Useful Note We will not go into details that are contained in the help available from the Contact form. If an area of the form or details about a type of Contact are unclear to you, please press F1 from the Contact form.

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Contact Form

1. Pull down the Browse menu and choose All Debtors.

2. Select a Debtor from the list, clicking on it to open the Debtor form.

3. Locate the Contacts tab.

4. Select the Contacts tab to open the list of contacts made for this account.

5. Click the New button at the bottom of this form or press F3 to open a new Contact form.

6. Press F1 to view information about this form. Pay special attention to the Types of Contacts.

Useful Note The Contact form is automatically filled out with Debtor information for the account you are on.

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Entering Information

1. Click in the Type field to view the list of Contact types. Choose 'Review' from the list.

Useful Note Use the PageUp or PageDown key to view the whole list.

2. You may enter a description in the Description field or a short note.

3. If you have more information about this account, you can add it in an attachment.

To do this:

4. Click one of the buttons in the Attachment field to open an Attachment or create a new one. This attachment can be a note that you write or a file that you store. Press F1 for details and look for the subheading "Attachment".

5. Fill out other fields as needed. If you want to assign this review to another Operator's WIP List, click in the Collector field to see the list of operators you can choose from.

5. Press F8 to save this Contact and return to the Debtor form.

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Schedule A Phone Contact

You may want to schedule a phone call to a Debtor. Through the Contact form, you can choose a phone number from the account's available phone locations and assign the phone call to another Operator if you wish.

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Requirements

- Setup Operators
- Setup Auto Dialer This module is optional and must be purchased.

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Overview

As an Operator, when you are viewing an account, you can schedule an event to occur regarding this account. These events are called Contacts and there are many different kinds of them to deal with all sorts of interactions you may have with a debtor. Some very common examples are a letter, a review, a promise to pay, and a phone call.

From the Contact form, press F1 to see a complete description of each of the types of contacts you can schedule. This help gives you information about the Contact form itself, as well. The Contact form is very flexible and displays different information depending on the type of Contact you schedule.

Useful Note We will not go into details that are contained in the help available from the Contact form. If an area of the form or details about a type of Contact are unclear to you, please press F1 from the Contact form.

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Contact Form

1. Pull down the Browse menu and choose All Debtors.

2. Select a Debtor from the list, clicking on it to open the Debtor form.

3. Locate the Contacts tab.

4. Select the Contacts tab to open the list of contacts made for this account.

5. Click the New button at the bottom of this form or press F3 to open a new Contact form.

6. Press F1 to view information about this form. Pay special attention to the Types of Contacts.

Useful Note The Contact form is automatically filled out with Debtor information for the account you are on.

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Entering Information

1. Click in the Type field to view the list of Contact types. Choose 'Phone' from the list.

Useful Note Use the PageUp or PageDown key to view the whole list.

2. Click the Description field to view a list of available phone locations for this account. This list is made up of phone numbers entered in the Debtor form.

Useful Note Notice the down arrow at the right end of this field. It indicates a pick list attached to the field. Click on it to view the list.

3. Select the phone location you want to use. This description is used by the system to determine the phone number to use for auto dialer procedures.

4. Fill out other fields as needed. If you want to assign this phone call to another Operator's WIP List, click in the Collector field to see the list of operators you can choose from.

5. Press F8 to save this Contact and return to the Debtor form.

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