AR & Collections
Collections
Support Guide
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Overview
In this guide we’ll discuss how transactions play a part in your Collections Workflow and how to manage Collections in Striven. Having your Collections process setup is the first step in ensuring your Company is being paid for the goods and services you provide. If Payment Terms are not being met by your Customers, this guide will assist in making sure you’re able to follow-up with them accordingly.
Read this guide if you are trying to:
✔ Manage Collections within Striven.
✔ Set up and manage your Collection Workflow.
✔ Learn about tools to help you better manage Customer Payments.
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Collections Notices
Before starting to manage your Collections, it’s important to look at the Collections Process in the Settings which contain Collections Notices. Collections Notices are sent to Customers which serve as a reminder for Customers to pay the open balance on their Invoice(s). You can set the Contact recipients in the Customer’s Dashboard. A recipient does need to be set in order for Collection Notices to be sent to a Customer.
There are some default Collections Notices which you can view and edit by clicking on the name of the notice which will initiate a popup. You can customize these notices with available merge fields and content to personalize them to suit your Company’s needs. You can also add new notices by clicking the Add Notice button. To view or edit each notice, click the name of the message to initiate the notice content in a popup. You can also set when the notice is sent following the last notice in the Workflow. Below is a screenshot illustrating how the Collections Process appears.
To view the Collections Process, navigate to:
Company → Settings → Accounting → AR → Collection Workflow
Example of a Collection Notice
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Collections Workflow
Once you’ve ensured the Collections Notices are set up the way you would like you’re ready to start managing Collections in Striven. You can manage Collections efficiently by utilizing the Collections Workflow. The Collections Workflow displays all the Customers who have open balances on one screen to easily manage notices. Once a notice is sent the following notice will be queued up to send until the Customer pays their open balance or the final Collections notice gets sent to the selected recipient. Below is a screenshot portraying how the Collections Workflow appears and details on what can be accomplished there.
To view Collections Workflow, follow these steps:
Customers → Financial → Collections
The Collections Workflow houses many tools that will help manage your Collections more easily including many helpful hyperlinks which are described below:
- Customer Name: Opens the Customer’s A/R page within their information in a new tab within your browser.
- Message: Initiates a popup to view the Notice Info that is intended to be the next notice that will be sent to the Customer.
- Recipients: Initiates a popup in order to choose which Contact is to be set as the recipient for the next notice that is to be sent for Collections.
- Next Call Date: Allows you to choose what the next follow-up date should be for this Customer with regard to Collections.
- Collections Log: Initiates a popup that allows you to enter a note about the Customer with regard to their current Collection status. Each note will be date and time stamped when created along with who has entered the note.
- Notice Tools: There are four actions that can be taken with regard to a Collection Notice within the Collection’s Workflow:
- Send: Sends the current notice to the selected recipient.
- Snooze: Snoozes the notice to have it return to the queue at a later date or time.
- Skip: Skips the current notice.
- Reset Collection Process: Resets a Customer’s Collection process back to the beginning of the process.
Example of Collections Workflow
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Recap
With this guide, we’ve discovered how to create and manage your Collections Workflow to ensure your Company is receiving Payments in a timely manner. We’ve also discovered ways to create and edit Collection Notices. Additionally, we’ve reviewed the Collections process options available within Striven to keep your Workflow’s momentum going.
FAQs
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There are a few different people who I need to notify when Collections are past due. Can I have the Collections Notice go to more than one person?
Yes, you can have a notice delivered to multiple people. Under the settings page in the Customer Dashboard, you can add as many Contacts as you need for the Collection Notices as long as they have the correct Portal Roles.
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How do I know if anyone else has already contacted a Customer about their Collections or is working on it?
Within the Collections Queue, you can enter Notes in the Collections Log. This is a very convenient feature since notes can be left by anyone within your Company regarding the Collections due. The log will show the note, the date the note was entered, the time it was entered, and also which Employee had entered that note. This is a great component in Striven to make sure there are no oversights. You can also add to the Collection Queue the Next Call Date. This will allow you to know when the next time to follow up with the Customer is set to.