CAS & Collections Workbench / AR
Jennifer Cummings
54 steps
4 minutes
Navigate to Collections Workbench
1
Click "Main Menu"
2
Click "Accounts Receivable"
3
Click "Collections Workbench"
4
Select "KAPCO" if not defaulted.
5
Click "KAPCO"
6
Enter Customer Number
7
Select Customer
8
Click "Search"
Credit Profile Tab
9
Review Page for Appropriate Information/Detail: Balance Owed; Past Due Amount; Credit Limit
Payment Tab
10
Click "Payments"
11
Scroll Right, click to view more.
12
Click "Notepad" under "More Info" to view transactions related to payment.
13
View application items and amounts. Payment ID relates to Check number. PY = Payment OA = On Account MT = Maintenance PR = Prepay
Conversations Tab
14
Click "Conversations"
15
Click "Notepad" to view associated notes/conversation.
16
Review comments
17
Click Attachment Tab as needed to review attachments.
Items Tab
18
Click "Items"
19
Note Open Transactions will Display. Click dropdown to select All, Closed, Etc. and Click GO.
20
Note View All Options. Scroll Right/Up & Down to view columns.
21
Note Item Balance and Due Date for Transaction (invoice/Credit/Payment). Review "balance" in tandem with Entry Type. Note how IN (Invoice) shows a -14.96 in the example below. This typically indicates an overpayment or application of credit more than invoiced amount. Invoices are typically positive (debit) amounts. Check Item Activity for additional insight in these cases.
22
Click Checkbox of related Invoice/Credit. {checking multiple will include checked items in next steps}
Tip! By selecting multiple items, and hitting enter, the "selected amount" in the Search Result Totals area will calculate based on the checked items.
23
Click "Select Action" dropdown
24
Choose appropriate action.
25
Click "GO"
26
For Reprinting Invoices - Click "OK"
27
Example Invoice Reprint.
28
Click "OK" to complete invoice reprint selection
29
Click "Select Action" dropdown
30
Click "Excel Open Item Report" to generate customer statement
31
Click "GO"
32
Access spreadsheet via "Downloads"
33
Example of Excel Statement
34
Click "select action" dropdown
35
Click "Tie to a New Conversation" {or select tie to last conversation if appropriate}
36
Click "GO"
37
Description field is required - indicate basic focus of note here {collection call, invoice, credit & rebill, balance check, etc.}
38
Enter date, initials, and information to share in the comments box.
39
Click "OK or Apply"
40
Click "Select Action" dropdown
41
Ensure you have selected at least one Item. Click "view items and item activity".
42
Click "GO"
43
Note number of activities per each item selected.
Alert! The top scroll applies to the selected invoices/credits/payments you checked. While the 2nd scroll (bottom) applies to the actual activity on the transaction (invoice).
44
Scroll left/right through transactions. Note areas like "balance, due date, Order, deposit id, group ID, etc."
45
Notice for PY: Group ID and Deposit ID and Payment ID. Deposit ID refers to the Cash Receipts batch number for that payment. Payment ID is the check number. Also shown may be CC, ACH.
46
Note item ids that begin with "K#" reference prepayments applied to the order when an invoice is not available or is not known at the time of payment application.
Search for Specific Transaction(s)
47
Review transactions that are closed/no longer open. Click Status dropdown and select "All" or "Closed".
48
Search for specific invoice or payment using "Filter Items".
49
Review Item Status, "All" may be the best choice. Enter Item ID or Order No or other available option. Enter leading zeros. Click Search.
Account Overview
50
Account Overview is similar to collections workbench. Be Familiar with both areas and what steps are needed for each. Navigate: Main Menu>Accounts Receivable>Customer Accounts>Customer Information>Account Overview (similar to Items tab in Collections Workbench).
Payments in Process
51
Review "pending payments" or "in process items"
52
**Collections Workbench>Payments** Tab; note "outstanding payments"
53
From **Account Overview** Panel: when shown on page "In Process Payments", payments are being processed.
54
Click "in process payments" to view:
CAS & Collections Workbench / AR
Jennifer Cummings
54 steps
4 minutes
Navigate to Collections Workbench
1
Click "Main Menu"
2
Click "Accounts Receivable"
3
Click "Collections Workbench"
4
Select "KAPCO" if not defaulted.
5
Click "KAPCO"
6
Enter Customer Number
7
Select Customer
8
Click "Search"
Credit Profile Tab
9
Review Page for Appropriate Information/Detail: Balance Owed; Past Due Amount; Credit Limit
Payment Tab
10
Click "Payments"
11
Scroll Right, click to view more.
12
Click "Notepad" under "More Info" to view transactions related to payment.
13
View application items and amounts. Payment ID relates to Check number. PY = Payment OA = On Account MT = Maintenance PR = Prepay
Conversations Tab
14
Click "Conversations"
15
Click "Notepad" to view associated notes/conversation.
16
Review comments
17
Click Attachment Tab as needed to review attachments.
Items Tab
18
Click "Items"
19
Note Open Transactions will Display. Click dropdown to select All, Closed, Etc. and Click GO.
20
Note View All Options. Scroll Right/Up & Down to view columns.
21
Note Item Balance and Due Date for Transaction (invoice/Credit/Payment). Review "balance" in tandem with Entry Type. Note how IN (Invoice) shows a -14.96 in the example below. This typically indicates an overpayment or application of credit more than invoiced amount. Invoices are typically positive (debit) amounts. Check Item Activity for additional insight in these cases.
22
Click Checkbox of related Invoice/Credit. {checking multiple will include checked items in next steps}
Tip! By selecting multiple items, and hitting enter, the "selected amount" in the Search Result Totals area will calculate based on the checked items.
23
Click "Select Action" dropdown
24
Choose appropriate action.
25
Click "GO"
26
For Reprinting Invoices - Click "OK"
27
Example Invoice Reprint.
28
Click "OK" to complete invoice reprint selection
29
Click "Select Action" dropdown
30
Click "Excel Open Item Report" to generate customer statement
31
Click "GO"
32
Access spreadsheet via "Downloads"
33
Example of Excel Statement
34
Click "select action" dropdown
35
Click "Tie to a New Conversation" {or select tie to last conversation if appropriate}
36
Click "GO"
37
Description field is required - indicate basic focus of note here {collection call, invoice, credit & rebill, balance check, etc.}
38
Enter date, initials, and information to share in the comments box.
39
Click "OK or Apply"
40
Click "Select Action" dropdown
41
Ensure you have selected at least one Item. Click "view items and item activity".
42
Click "GO"
43
Note number of activities per each item selected.
Alert! The top scroll applies to the selected invoices/credits/payments you checked. While the 2nd scroll (bottom) applies to the actual activity on the transaction (invoice).
44
Scroll left/right through transactions. Note areas like "balance, due date, Order, deposit id, group ID, etc."
45
Notice for PY: Group ID and Deposit ID and Payment ID. Deposit ID refers to the Cash Receipts batch number for that payment. Payment ID is the check number. Also shown may be CC, ACH.
46
Note item ids that begin with "K#" reference prepayments applied to the order when an invoice is not available or is not known at the time of payment application.
Search for Specific Transaction(s)
47
Review transactions that are closed/no longer open. Click Status dropdown and select "All" or "Closed".
48
Search for specific invoice or payment using "Filter Items".
49
Review Item Status, "All" may be the best choice. Enter Item ID or Order No or other available option. Enter leading zeros. Click Search.
Account Overview
50
Account Overview is similar to collections workbench. Be Familiar with both areas and what steps are needed for each. Navigate: Main Menu>Accounts Receivable>Customer Accounts>Customer Information>Account Overview (similar to Items tab in Collections Workbench).
Payments in Process
51
Review "pending payments" or "in process items"
52
**Collections Workbench>Payments** Tab; note "outstanding payments"
53
From **Account Overview** Panel: when shown on page "In Process Payments", payments are being processed.
54
Click "in process payments" to view:
