The Financial Management System Collections Workbench is a central workspace that presents a complete view of each customer. Collectors can perform their day-to-day activities, including accessing and completing action items directly from the Collections Workbench.
In this article you will view the Collections Workbench for the UGA Athletic Association to determine the best action to follow for any outstanding payments.
Note : This article was recorded using sample values. Actual values may differ in the production version of the UGA Financial Management System.
First, log into the Financial Management System.
Click the Classic Home tile.
To navigate to the Collections Workbench, select:
Main Menu > Accounts Receivable > Collections Workbench
The Collections workbench page is displayed.
Enter the appropriate information into the SetID field. In the SetID field, enter " UGA01 ".
Enter the appropriate information into the Unit field. In the Unit field, enter " 66001 ".
To locate the Customer, click the lookup magnifying glass to the right of the Customer field.
Click the appropriate Customer ID link.
Click the Search button.
Use the Collections Workbench page to closely track and manage customer data from the day the customer receives a statement until it is paid or referred to a collection agency.
This page provides the collector with all of the information and metrics needed to perform these tasks.
The system populates the Action List and Customer Details sections, and the Collections Workbench tabs with data for the selected search criteria.
Click the Action List expand section arrow.
You can click the Reassign Action link to reassign an action to another owner.
Click the Reassign Action link.
The Action Reassignment page is displayed.
This page is used to Reassign Collections Action to another Owner.
Click the Close link.
The Customer Details section displays Address, Balance and Past Due information.
To view Primary Contact information, click the Primary Contact button.
The Update Contacts page is displayed. The Customer Contact section displays a list of the Primary and all other Contacts for the Business Unit.
To view the Last Statement, click the Last Statement Date link.
The Customer Last Statement page is displayed if applicable. The Details section provides the Statement Amount and Current Amount due.
To return to the Collections Workbench, you would click the Cancel button.
Click the Credit Profile tab.
The Credit Profile tab describes the current and past circumstances of the customer 's credit. You can see everything that you need concerning this customer's credit including the credit limit, risk score, and D&B rating.
To view Customer Messages, click the Customer Messages link.
Customer Messages will be displayed if they exist on the account.
There are no Customer Messages at this time.
The Promises: Fiscal Year to Date box displays any Open, Kept, or Broken promises that apply to the customer. This information enables you to quickly determine whether this customer is reliable in keeping their promises to remedy any payment problems.
In the Breakdown Balances section, the History ID field is used to identify the Customer 's Balance History
To display Past Due History, click the lookup magnifying glass next to the History ID field.
Click the appropriate History ID link.
The Customer History grid displays the PASTDUE information.
The History field is used to search for All periods or Most Recent periods.
To change the History to Most Recent, click the drop-down arrow in the History field.
Click the Most Recent list item.
The Customer History is updated to show the Most Recent History.
The Payments tab displays the outstanding, complete payment information and payment performance for a customer .
Click the Payments tab.
The Payments tab displays current payments that have been received on the account.
Because you selected a SetID , Customer, and Business Unit in the Collections Workbench header, the system displays the information for that specific business unit.
When you leave the business unit blank, the system displays the totals for all business units that apply to the selected customer.
The Item List tab is used to view a breakdown of the total balance due based on each item. The Item List is identical to the Item List component (Accounts Receivable, Customer Accounts, Item Information, Item List).
Click the Items tab.
Use the Item List section to view a breakdown of the total balance due based on each item.
To view a specific Item, click the Range box.
Note: To see more information and how to use these tabs, refer to the article AR Review Item List.
Note: The Multiple Curriences under Search Result Totals
The Conversations tab enables you to view details related to the selected customer. You can filter and add conversations, and review the status of any promises made by the customer.
You can add a conversation directly from the Collections Workbench by clicking the Add Conversation link in the header region.
Click the Add Conversation link.
The Conversation page is displayed. You can use this page to view, add, or update conversations.
Click the Close button.
The More Information icon will be displayed if there is a conversation entered on the Item.
Click the More Info button.
The Conversation Entries section of the Conversations page displays a Comment that has been entered on the Item.
Click the Close link
The Correspondence tab enables you to search for and access statement and dunning letter details for the selected customer .
You can drill down to view statement details, view an online image of a statement, and send a statement by email all from this page.
The More Information icon will be displayed if there is Statement information available for you to review.
The Customer All Statements page is displayed. You can use this page to view the details of the selected statement for this customer.
The Amount tab is displayed.
If necessary, scroll to the right to view the Dunning Letters section.
You can use the Dunning Number field to search for and display a specific dunning number, and the Dunning Date field to search for and display any dunning numbers created on the selected date.
The Letters section will display a More Info icon if a Dunning letter has been sent to the customer.
Use the Aging tab to view current and past due balances, high balance and high past due balances, and the balance and past due balance dates for the selected customer .
Click the Aging tab.
To age the customer items during the next run of the Aging process, click the Update Aging icon.
The Customer Hierarchy tab is not used at this time.
The Contracts tab is not used at this time.
Additional Information:
Prior to contacting a customer or completing an action, the collector can use the Collections Workbench to review a customer's history, such as the average days it takes a customer to pay, the number of days the balance is outstanding, any past due balances, and any previous broken promises. With this information at hand, the collector can contact the customer and hopefully, work out a plan for payment. If the customer does not make a commitment to pay, the collector can use the Collections Workbench to place the customer on credit hold and add an action to follow up in a specified number of days. If the customer agrees to pay within a certain number of days and does not pay, the collector can use the Collections Workbench to send a dunning letter. The collector can continue to follow up with the customer, and, after reviewing several broken promises, can use the Collections Workbench to mark the customer in collections and refer the customer to a collection agency.