In this guide, you will learn how to activate and utilize Intrum's reminder and collection service in Netvisor. The instructions include service activation, setting configurations, 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. Once the information about the collection service activation is transmitted from Intrum to Netvisor, the service is automatically enabled.

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

Settings

Once the service is activated, the collection settings are defined in Sales > Settings > Basic information and settings > Intrum Oy collection texts > Collection settings. In the collection information settings, it must be defined from which invoice status invoices can be sent to Intrum. The Intrum reminder and collection related action buttons appear in the sales ledger view according to the selection made. Additionally, it can be chosen whether to use only the collection service or also the reminder service. Once the settings are correct, sending invoices to Intrum is possible.


If Intrum's contract number changes and some invoices have already been sent to Intrum's service and these need to be sent there with the new number, it must first be ensured with Intrum whether the cancellation of invoices from Intrum is acceptable. Then when sending these again, the contract number that is in Intrum 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. In the view, select the overdue invoice and choose "Process overdue" from the bottom of the view. From the opened menu, select "Transfer to Intrum Oy's service" and press the Send button in the opened small window. If the customer is under collection prohibition, the customer's invoices cannot be transferred 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. In the view, select the invoice with the status "Reminded" and choose "Process overdue". From the opened menu, select "Transfer to Intrum Oy's service" and press the Send button in the opened small window. A collection assignment material can be created from the invoice when it is in the Reminded status. This means that both a payment reminder and a notice have been previously 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 through the menu on the right side of the invoice row by selecting "Remove from Intrum Oy's service". The removal of the invoice from the collection service automatically sends information to Intrum. If the collection of the invoice is stopped on Intrum's side, this information does not automatically come to Netvisor, but the invoice must be manually marked as paid in Netvisor, i.e., a new payment is added 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. This can be done from Sales > Customer listing > Open customer information in edit mode > In the customer's general view, there is a selection "Add new contact person" in the upper right corner.

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, the option "Bring the customer's default contact person to the invoice" must be selected in the sales basic information.

Invoice modification in Intrum service

Once the invoice is sent to Intrum's service, the invoice's booking date can no longer be modified. Nor can the value date, payment term, due date, delivery date, delivery condition, delivery method, currency, or reference number. 

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:

Allocating Intrum's unallocated payment

Payments arriving from Intrum should automatically be allocated to the sales invoice if they are paid with the correct reference and amount. However, some payments may remain unallocated automatically, as payments often include interest income in addition to the principal. 

Processing machine-readable reference payment

Processing method 1

Go to Sales > Payments > search for unallocated payments as needed. Click the Allocate link. The payment is fully allocated to the sales invoice. Select the desired sales invoice from the list and choose the processing method Collection. 

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

Payment transactions are created for the sales invoice

The created MS voucher

Processing method 2

Go to Sales > Payments > search for unallocated payments as needed. Click the Allocate link and choose the processing method "Do not allocate". Cancel the created MS voucher. The reference payment cannot be directly split into multiple parts, so the reference payment must first be processed away. Go to the sales invoice and add a manual payment to the invoice Sales invoice actions > Add payment. Account = The bank account where the payment has arrived, Payment date = The day the payment appears on the bank account, Amount = The invoice principal amount, Processing method = Normal.  Next, take the created MS voucher for editing and record the interest income directly on the voucher. The MS voucher cannot be linked to the bank statement, as machine-readable reference payments cannot be linked to vouchers. 

Processing non-referenced payment

Go to the sales invoice and add a manual payment to the invoice Sales invoice actions > Add payment. Account = The bank account where the payment has arrived, Payment date = The day the payment appears on the bank account, Amount = The invoice principal amount, Processing method = Normal.  Next, take the created MS voucher for editing and record the interest income directly on the voucher. Take note of the created MS voucher number and go to the bank statement Financial management > Bank statements and link the MS voucher to the bank statement transaction by opening the bank statement in edit mode > select from the downward triangle at the end of the row > Link voucher.

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

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

Collection status

The collection status is visible in the invoices sent to Intrum in the open sales invoices view in the collection status field. 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
Legal action
Phone collection
Credit information checked
Invoice sent
Tratta
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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