Overview

Use Collections Contact Entry to document collection calls/emails, promises‑to‑pay, and next actions for each customer. The header shows the contact info and total AR open balance for quick context. All notes flow to collections review and reports.

Prompts & Fields

1. Client Name / Contact Name / Phone — Customer account, primary contact, and phone.
2. Contact Date — Date of the conversation; Ttl Open displays the customer’s total open AR.
3. Contacted Name — Person you spoke with.
4. FollowUp Date — When you will follow up; used for collections queue.
5. Promised Amount — Amount the customer committed to pay; Last Payment Received is shown for reference.
6. Message/Notes — Free‑form narrative of the discussion and agreed actions.

Record a Call — Steps

Verify Client and Contact information.
Set the Contact Date and FollowUp Date.
Enter the Contacted Name and the Promised Amount (if any).
Type detailed Message/Notes capturing commitments and reasons.
Press P to Post. The entry is saved for review and reporting.

Commands

Quit — Exit without saving.
Post — Save the contact log.
Statement — Quick access to customer statement. (Click to View Sample)
Invoices — View open invoices for this customer. (Click to View Sample)
Letter — Generate a collections letter using your templates. (See Additional notes below)
Review — Open the collections review screen/queue. (Click to View Sample)

Tips

Write notes in complete sentences; include dates, names, and specific commitments (check number/date if promised).
Always set a FollowUp Date so the account appears in your next call queue.

Dunning Letters

When you press Letter from the Collections Contact Entry screen, you will be presented with a selection screen to choose the appropriate dunning letter(s) to send based on the customer's current status and your collections strategy. The system can automatically generate one or more letters based predefined templates configured for each stage of the collections process.

D1 - First Letter - Requesting Payment
D2 - Second Letter - Warning of Service Cutoff

These letter definitions allow for consistent, progressive communication with customers.

Click to view sample letter