In this guide, you will learn how to activate and utilize Intrum's reminder and collection service in Netvisor. The instructions include service activation, defining settings, and handling payments.

CONTENTS

Service activation

Intrum Oy's Reminder and Collection Service can be activated by contacting Intrum Oy and making an agreement with them for service activation.

  • Contact Intrum Oy.
  • Make an agreement with Intrum for the activation of the Reminder and Collection Service.
  • Wait until the information about the activation of the collection service is transmitted from Intrum to Netvisor.
  • Once the information has been transmitted, the service is automatically enabled in Netvisor.

More information about Intrum Oy and their services can be found at: https://www.intrum.fi/fi/ratkaisut-yrityksille/.

Settings

The collection settings are defined once the service has been activated. Based on the settings, Intrum's reminder and collection functions are visible in Accounts receivable.

You can open the settings by selecting Sales > Settings > Basic data and settings > Intrum Oy collection texts > Collection settings.

  • In the collection settings, define from which invoice status onwards invoices can be sent to Intrum.
  • Select whether you want to use only the collection service or also the reminder service.
  • Save the settings so that Intrum's reminder and collection action buttons appear in the Open sales invoices view according to your selections.
  • Make sure that the settings are correct so that sending invoices to Intrum is possible.

If Intrum's contract number is incorrect, the change is made on Intrum's side.

  • Contact Intrum and ask them to correct the contract number.

If Intrum's contract number changes and invoices have already been sent to Intrum's service that must be sent to Intrum with the new number, proceed as follows:

  • First ensure with Intrum that the cancellation of invoices from Intrum is acceptable.
  • Cancel the necessary invoices from Intrum's service according to Intrum's instructions.
  • Make sure that the new contract number is in the Intrum collection settings.
  • Send the invoices again to Intrum's service. When resending, the contract number in the collection settings will be used.

Using the service and sending invoices

Sending material to Intrum's reminder service is done from the Open sales invoices view according to the normal printing and sending process. Intrum's reminder service is available when the invoice is in the "Overdue" status.

You can send an invoice to Intrum's reminder service by selecting Sales > Accounts receivable > Open sales invoices.

  1. Select an overdue invoice in the Open sales invoices view.
  2. At the bottom of the view, select "Process overdue".
  3. From the opened menu, select "Transfer to Intrum Oy's service".
  4. In the opened small window, press the Send button.
  • If the customer is under collection prohibition, you cannot transfer the customer's invoices to Intrum's service.
  • The invoice must have complete billing address information for the transfer to Intrum to succeed.

A reminder material can be created from the invoice when the invoice is in the "Overdue" status. Intrum's collection service is available for both corporate and private customer invoices. Sending invoices from foreign customers to the collection service is also possible.

Sending material to Intrum's collection service is also done from the Open sales invoices view. A collection assignment material can be created when the invoice is in the "Reminded" status.

You can send an invoice to Intrum's collection service by selecting Sales > Accounts receivable > Open sales invoices.

  1. Select in the Open sales invoices view an invoice with the status "Reminded".
  2. Select "Process overdue".
  3. From the opened menu, select "Transfer to Intrum Oy's service".
  4. In the opened small window, press the Send button.

A collection assignment material can be created from the invoice when the invoice is in the "Reminded" status. This means that both a payment reminder and a payment notice have previously been sent from the invoice.

Invoices sent to Intrum Oy are visible in the Open sales invoices view under the heading Intrum Oy's service.

Invoice cancellation from Intrum's service

Intrum invoices can also be canceled electronically in Netvisor. The removal of the invoice from the collection service is done in the Open sales invoices view.

You can cancel an invoice from Intrum's service by selecting Sales > Accounts receivable > Open sales invoices.

  1. In the Open sales invoices view, find the invoice that has been sent to Intrum's service.
  2. Open the menu on the right side of the invoice row.
  3. Select "Remove from Intrum Oy's service".
  • Information about the removal of the invoice from the collection service is automatically sent to Intrum.
  • If the collection of the invoice is stopped on Intrum's side, this information does not automatically come to Netvisor.
  • In that case, manually mark the invoice as paid in Netvisor by adding a new payment to the invoice using the appropriate processing method.

To facilitate the work of the collection agency, it is advisable to add the default contact person's phone number and email address to the customer's information.

You can add a default contact person by selecting Sales > Customer listing.

  1. In the customer listing, open the desired customer's information in edit mode.
  2. In the customer's general view, select "Add new contact person" in the upper right corner.
  3. Enter the contact person's phone number and email address.

The default contact person's contact information is included in the invoice material sent to the collection agency, thus facilitating the collection process. When you create this contact person, it automatically becomes the default contact person for the respective customer. Additionally, in the sales basic data, the option "Bring the customer's default contact person to the invoice" must be selected.

Invoice modification in Intrum service

Once the invoice is sent to Intrum's service, certain fields of the invoice can no longer be modified in Netvisor.

  • You cannot modify the invoice booking date.
  • You cannot modify the value date.
  • You cannot modify the payment term.
  • You cannot modify the due date.
  • You cannot modify the delivery date.
  • You cannot modify the delivery condition.
  • You cannot modify the delivery method.
  • You cannot modify the currency.
  • You cannot modify the reference number.

Processing interest invoices

Information about a separate interest invoice created in Netvisor is not sent to Intrum, so Intrum calculates the interest according to the original invoice.

  • Do not create a separate interest invoice in Netvisor for an invoice that has been sent to Intrum's service if the Intrum service is in use.
  • Intrum processes the interest based on the original invoice.

Direct payment for an invoice sent to Intrum Oy's service

If a direct payment from the customer has automatically been allocated to the sales invoice, information about the direct payment is automatically sent to Intrum.

Adding a manual payment to an invoice sent to Intrum Oy's service:

If a direct payment from the customer is manually recorded on the invoice, the checkbox "Payment is a settlement from the collection company" must be unchecked during the payment recording. This action informs Intrum of the direct payment received from the customer.

You can add a manual payment to a sales invoice by selecting Sales > Accounts receivable > Open sales invoices and opening the invoice.

  1. Select "Add payment" from the sales invoice actions.
  2. Enter the payment details.
  3. Remove the check from "Payment is a settlement from the collection company".
  4. Save the payment.

Allocating Intrum's unallocated payment

Payments arriving from Intrum should automatically be allocated to the sales invoice if the payment has been made with the correct reference and amount. However, some payments may remain unallocated automatically, as payments often include interest income and other items in addition to the principal.

Processing machine-readable reference payment

Processing method 1

In processing method 1, the machine-readable reference payment is allocated in full to the sales invoice and the collection charges are automatically recorded to the collection account.

You can process a machine-readable reference payment with processing method 1 by selecting Sales > Payments.

  1. Search for unallocated payments as needed.
  2. Select the Allocate link on the desired payment row.
  3. Select from the list the sales invoice to which the payment is allocated.
  4. Select the processing method Collection.
  5. Save the allocation.

The Collection processing method records the collection charge to the collection account defined in the system's default accounts, and the payer information for the payment is recorded as "Customer paid collection charge" (visible on the Payments page). In Netvisor, the collection charge is not added to the invoice principal, but this processing method corrects both the ledger and bookkeeping and records the collection charges in bookkeeping.

Payment transactions are created for the sales invoice:

The created MS voucher:

Processing method 2

In processing method 2, the machine-readable reference payment is first processed away, after which the principal and interest income are recorded separately.

You can process a machine-readable reference payment with processing method 2 by selecting Sales > Payments.

  1. Search for unallocated payments as needed.
  2. Select the Allocate link on the desired payment row.
  3. In the opened view, select the processing method "Do not allocate".
  4. Cancel the MS voucher created from this.
  5. Go to the sales invoice to which the payment belongs.
  6. Select from the sales invoice actions Sales invoice actions > Add payment.
  7. Enter for the payment:
    • Account = the bank account to which the payment has arrived
    • Payment date = the day on which the payment appears on the bank account
    • Amount = the invoice principal amount
    • Processing method = Normal
  8. Save the payment.
  9. Take the created MS voucher for editing.
  10. Record the interest income directly on the MS voucher.
  • The MS voucher cannot be linked to the bank statement, as vouchers cannot be linked to machine-readable reference payments.

Processing non-referenced payment

In processing a non-referenced payment, the payment is manually recorded on the sales invoice and the interest income is recorded on the MS voucher, which is linked to the bank statement.

You can process a non-referenced payment by selecting Sales > Accounts receivable > Open sales invoices and opening the invoice.

  1. Select from the sales invoice actions "Sales invoice actions > Add payment".
  2. Enter for the payment:
    • Account = the bank account to which the payment has arrived
    • Payment date = the day on which the payment appears on the bank account
    • Amount = the invoice principal amount
    • Processing method = Normal
  3. Save the payment.
  4. Take the created MS voucher for editing.
  5. Record the interest income directly on the MS voucher.
  6. Take note of the number of the created MS voucher.

You can link MS vouchers to the bank statement by selecting Financial management > Bank statements.

  1. Open the bank statement in edit mode.
  2. Find the bank statement transaction row to which the payment belongs.
  3. From the downward triangle at the end of the row, select "Link voucher".
  4. Select the previously created MS voucher and save the link.

Netvisor's credit loss processing does not send information to Intrum, so if you use credit loss processing, Intrum must be contacted first.

If reminder or collection charges have been manually added to the invoice, these do not go to the collection agency with the message. These charges must be handled through the collection agency on Intrum's side, so it is necessary to contact Intrum first.

Collection status

Invoices sent to Intrum show the collection status in the Collection status field in the Open sales invoices view. Intrum uses the following collection statuses:

Registered
Letter collection
District court
Enforcement 
Terminated
Case locked for invoicing
Invoiced
Canceled
Tratta
Bankruptcy/Debt arrangement
Deceased
Customer abroad
Foreign case
Composition payment program
Composition procedure
Legal action
Payment program
Notification
Address information missing
New address
Debt arrangement payment program
Monitoring letter
Assessment of payment ability
Letter collection
Collection letter chain
Interruption of limitation period
Legal action
Payment reminder
Returned from enforcement, no payment
Partial payment from enforcement
Notification of judgment
Payment agreement processing
Overall payment program
Phone collection
Credit information checked
Evaluation
Invoice sent
Tratta
Bankruptcy / Debt arrangement
Paid
Canceled
Paid after legal actions
Terminated - Small principal / no payment ability
Terminated - Customer insolvent
Terminated - Bankruptcy
Terminated - Investigations unsuccessful
Terminated - Other reason
Terminated - Debt arrangement
Terminated - Combined with another receivable

Frequently asked questions

Question: How do I activate Intrum Oy's Reminder and Collection Service in Netvisor?

Answer: Contact Intrum Oy and make an agreement for the activation of the service. When Intrum transmits the activation information to Netvisor, the service is automatically enabled in Netvisor. After this, define the collection settings in Sales > Settings > Basic data and settings > Intrum Oy collection texts > Collection settings.

Question: How do I send an overdue invoice to Intrum's reminder service?

Answer: Select Sales > Accounts receivable > Open sales invoices, select the overdue invoice, click "Process overdue", select "Transfer to Intrum Oy's service" and click Send in the opened window. Make sure that the invoice has complete billing address information and that the customer is not under collection prohibition.

Question: How do I send a reminded invoice to Intrum's collection service?

Answer: Select Sales > Accounts receivable > Open sales invoices, select the invoice with the status "Reminded", click "Process overdue", select "Transfer to Intrum Oy's service" and click Send. A collection assignment material can be created from the invoice when both a payment reminder and a payment notice have previously been sent from the invoice.

Question: How do I cancel an invoice sent to Intrum's service in Netvisor?

Answer: Select Sales > Accounts receivable > Open sales invoices, find the invoice sent to Intrum's service, open the menu on the right side of the invoice row and select "Remove from Intrum Oy's service". Netvisor automatically sends information about the cancellation to Intrum. If Intrum stops the collection in their own system, manually mark the invoice as paid in Netvisor by adding a payment to the invoice.

Question: Which invoice information cannot be modified after the invoice has been sent to Intrum's service?

Answer: You cannot modify the booking date, value date, payment term, due date, delivery date, delivery condition, delivery method, currency, or reference number once the invoice has been sent to Intrum's service.

Question: Do I need to create a separate interest invoice in Netvisor for an invoice sent to Intrum?

Answer: No. A separate interest invoice created in Netvisor is not transmitted to Intrum, and Intrum calculates the interest according to the original invoice. If the Intrum service is in use and the invoice has been sent to Intrum, do not create a separate interest invoice in Netvisor for this invoice.

Question: How do I process a direct payment for an invoice sent to Intrum?

Answer: If the direct payment is automatically allocated to the sales invoice, the information is automatically sent to Intrum. If you record the direct payment manually, add the payment to the sales invoice and remove the check from "Payment is a settlement from the collection company" so that Intrum receives information about the payment made by the customer.

Question: How do I process a machine-readable reference payment from Intrum that includes both principal and interest income?

Answer: You can use two processing methods. In processing method 1, you allocate the payment in full to the sales invoice and select the processing method Collection, in which case the collection charges are automatically recorded to the collection account. In processing method 2, you first select the processing method "Do not allocate", cancel the created MS voucher, add a manual payment to the sales invoice with the processing method Normal and record the interest income directly on the MS voucher.

Question: How do I process a non-referenced payment related to an Intrum collection invoice?

Answer: Add a manual payment to the sales invoice (Account = bank account, Payment date = bank statement date, Amount = invoice principal amount, Processing method = Normal), save the payment, record the interest income on the created MS voucher and link the MS voucher to the bank statement transaction in Financial management > Bank statements by selecting "Link voucher".

Question: How do I ensure that Intrum receives the customer's contact person information?

Answer: Add a default contact person for the customer in Sales > Customer listing by selecting "Add new contact person" in the customer's general view and entering the phone number and email address. Also make sure that in the sales basic data the option "Bring the customer's default contact person to the invoice" is selected, so that the contact information is included in the invoice material sent to Intrum.

Question: How do I see Intrum's collection status in Netvisor?

Answer: The collection status of invoices sent to Intrum is visible in the Collection status field in the Open sales invoices view. The status can be, for example, Registered, Letter collection, Enforcement, Paid or another of Intrum's collection statuses listed at the end of this guide.

Question: Are Netvisor's credit loss processing and manually added reminder or collection charges transmitted to Intrum?

Answer: Netvisor's credit loss processing does not send information to Intrum, so if you use credit loss processing, contact Intrum first. Manually added reminder or collection charges on the invoice are also not transmitted to Intrum with the message; these charges must be handled through Intrum, so contact Intrum in such cases.

Keywords: Intrum Oy, Collection service, Reminder service

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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