This guide explains how to manage collection fees, collection texts, and manually edit the status of invoices. You will also learn how to handle a payment made with collection fees.
Collection fee amount
The collection fee amount is set for each company in the Sales basic information (Sales > Settings > Basic information and settings). This amount is used in the formation of the collection proposal.
Collection texts
Collection texts are managed in the Sales basic information mentioned in the previous section, via the link "Collection texts". Texts can be freely edited, but in the boxes "Payment reminder" and "Payment notice", there are two commands that must be left in the collection texts for the system to function correctly (they can be moved if desired). The commands are:
[date of the latest reference material] and [reminder date + 4 business days]. Nothing should be changed in these, not even a space, otherwise the command will break and the text will print as is on the invoice.
For the Collection box, the following texts should be removed and replaced with correct information (without brackets): [Collection agency], [Person], [Email], [Phone], [Telefax].
English and Swedish collection texts should be edited to the desired format.
Manually changing the invoice status
The invoice status can be manually changed if necessary, for example, in a situation where a payment reminder should not have been printed, but the invoice as an invoice, without collection texts. The status is changed via the invoice list: list the desired invoices, select "Update status" from the invoice-specific action button, and change the invoice to the desired status.
Note! The invoice status should not be changed to "Paid" unless the invoice has actually been paid (i.e., if no payment has been recorded for the invoice). The invoice status changes to paid when a payment is applied to the invoice that clears the sales receivable in full.
If an overdue invoice is not to be treated as overdue, you can select "Process overdue"- button and choose "Process as invoices".
Reminding of an overdue invoice
Payment reminders are generated from overdue invoices through the sales ledger view. From the section "Overdue", check the desired invoices (or select all) and choose from the bottom of the page "Process overdue" button "Process overdue in Netvisor". Once the overdue invoice is printed/sent, it moves to the section "Reminded".
An invoice, or multiple invoices, can also be transferred to Amili collection service from the button "Process overdue" and from here "Transfer to Amili collection service".
Notifying of a reminded invoice
Payment notices are generated from reminded invoices through the sales ledger view. From the section "Reminded", check the desired invoices (or select all) and choose from the bottom of the page "Process overdue" button "Process overdue in Netvisor". Once the reminded invoice is printed/sent, it moves to the section "Notified".
An invoice, or multiple invoices, can also be transferred to Amili collection service from the button "Process overdue" and from here "Transfer to Amili collection service".
Collecting a notified invoice
Collection letters are generated from notified invoices through the sales ledger view. From the section "Notified", check the desired invoices (or select all) and choose from the bottom of the page "Process overdue" button "Process overdue in Netvisor". The selected invoices are sent either as a collection letter. Once the notified invoice is printed/sent, it moves to the section "In collection". In this status, invoices can still be transferred to Amili collection service from the button "Process overdue" and from here "Transfer to Amili collection service".
Interest billing
Interest invoices are always generated separately in the system; interest cannot be added to invoices during the aforementioned printings.
Adding a collection fee to an invoice
A collection fee is never added to the principal of the invoice in the system; it is only printed through the collection proposal using invoice-specific collection, and it appears on the invoice as text.
Go to Sales > Interest and collection > Invoice collection.
Handling a payment made with collection fees
In the notification view, under "Exceptions and notices" there is a section "Received reference payments". Open this function. A payment made with collection fees appears in the listing with a red notice text "Payment exceeds the open amount of invoice xxxx". Click the link "Process". If the payment is made with the correct reference, the invoice should appear in the processing window. If the invoice does not appear there, use the search criteria on the page and search for the invoice.
In processing the payment, the correct processing method must be selected because the paid amount differs from the open amount of the invoice. The correct method is "Collection". If the collection function has been used in the system, the collection fee has not been added to the principal of the invoice. In Netvisor, the recording of the collection fee is always handled in the reference processing. If the payment includes, for example, five euros of collection fees, this method is selected for processing. The system corrects both the ledger and the accounting and records the collection fees to received interest income in the accounting.
Transfer of collection to partner
Netvisor offers ready channels to the following collection services
- Amili collection service
- Intrum Justitia Oy - notice and collection service
Keywords: Collection fees, collection texts, invoice status, overdue invoice, Amili collection service, Intrum Justitia
Did you find it helpful? Yes No
Send feedback