This guide explains how to manage collection charges, collection texts, and manually edit the status of invoices. You will also learn how to handle a payment made with collection charges.
Collection charge amount
The collection charge amount is set for each company in the Sales basic data (Sales > Settings > Basic data and settings). This amount is used in the formation of the collection proposal.
Collection texts
Collection texts are managed in the Sales basic data 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]. The text inside the brackets must not be changed, it is a command/control information, the text before the number of Business days can be changed.
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 "Handle overdue"- button and choose "Handle as invoices".
Reminding of an overdue invoice
Payment reminders are generated from overdue invoices through the accounts receivable view. From the section "Overdue", check the desired invoices (or select all) and choose from the bottom of the page "Handle overdue" button "Handle 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 "Handle overdue" and from here "Transfer to Amili collection service".
Notifying of a reminded invoice
Payment notices are generated from reminded invoices through the accounts receivable view. From the section "Reminded", check the desired invoices (or select all) and choose from the bottom of the page "Handle overdue" button "Handle 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 "Handle overdue" and from here "Transfer to Amili collection service".
Collecting a notified invoice
Collection letters are generated from notified invoices through the accounts receivable view. From the section "Notified", check the desired invoices (or select all) and choose from the bottom of the page "Handle overdue" button "Handle 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 "Handle 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 charge to an invoice
A collection charge 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 charges
Netvisor automatically applies the incoming payment if the customer has paid the full amount of the invoice with the correct reference + any collection charge on the invoice. Here is the following condition. First, it is checked whether the incoming payment fits within the open amount of the invoice + tolerance limit. If not, it is checked whether the payment is the open amount + collection charge. If not, then this must be handled automatically from the incoming reference payments. Below is the guidance for that.
In the notification view, under "Exceptions and notices" there is a section "Received reference payments". Open this function. A payment made with collection charges appears in the listing with a red notice text "Payment exceeds the open amount of invoice xxxx". Click the link "Handle". 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 charge has not been added to the principal of the invoice. In Netvisor, the recording of the collection charge is always handled in the reference processing. If the payment includes, for example, five euros of collection charges, this method is selected for processing. The system corrects both the ledger and the bookkeeping and records the collection charges to received interest income in the bookkeeping.
Transfer of collection to partner
Netvisor offers ready channels to the following collection services
- Amili collection service
- Intrum Oy - notice and collection service
Keywords: Collection charges, collection texts, invoice status, overdue invoice, Amili collection service, Intrum
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