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Overview

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The Files tab is used to create and manage electronic files that contain transactions for external collection agencies. Use the electronic file for sending external collection transactions to each external collection agency.

External collection transactions are grouped by external collection agency, compiled in an electronic file, and listed on the Files tab. This file is created automatically through the automated external collections process* or manually from the Create function on the Files tab. You can preview the contents of the electronic file from the Print function on the Files tab or from the External Collection Reports in Connect Portal.

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titleAutomated External Collections Process

The automated external collections process is a nightly process controlled by the external collection rules that are configured for the practice. The external collection rules determine which external collection agency the external collection transactions are assigned to, how service fee lines are selected for transfer to external collections, whether the external collection transactions are automatically posted, and if the electronic file of the posted external collection transactions is automatically created.

The following occurs during the nightly process through the automated external collections process:

  • If the balance and age thresholds are set, service fee lines of guarantor accounts are selected by outstanding balance and age and are queued for transfer from active AR to external collections.
  • If the auto approval is set, service fee lines pending transfer from active AR to external collections are automatically posted to external collections and appear on the Transactions tab as external collection transactions.
  • If the auto create file is set, the electronic file of the external collection transactions is automatically created for the external collection agency.

The automated options for posting and creating the electronic file can only be set if the balance and age thresholds are set.

When you first open the Files tab, the Search Criteria window displays. Use the options to specify which external collection files to see. When the search is completed, the external collection files that were retrieved are listed in the table.


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titleHow to Get Here?


From the Home Page:From the Menus:Via Shortcut Keys:
  1. Click External Collections from the Manage list.
  2. Click the Files tab.
  1. Open the Manage menu and select External Collections.
  2. Click the Files tab.
  1. Press [Alt] + [M] + [X].
  2. Click the Files tab.




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Field Definitions

Field

Type

Required

Description

ID

Read-only

(system generated)

YesThe unique identification number assigned to the external collections file when it was created.
Created

Read-only

(system generated)

YesThe date the external collections file was created. The date is shown in the mm/dd/yyyy hh:mm:ss AM/PM format, for example, 06/06/2012 02:46:40 PM.
Agency

Display Only

(pulled from External Collections File)

Yes

The name of the external collection agency to which the external collection transaction is assigned.

Note
The drop down list will include both current agencies assigned to the practice as well as any previous ones.


Count

Read-only

(system calculated)

YesThe number of external collection transactions in the external collections file.
Amount

Display Only

(pulled from Account)

YesThe aggregate total of the original amounts of the external collection transactions in the external collections file.
Balance

Display Only

(pulled from Account)

YesThe aggregate total of the current balances of the external collection transactions in the external collections file.
Last Exported At

Display Only

(pulled from Account)

YesThe system generated date when the External Collections export file is generated. 


Button Descriptions

Button

Shortcut Keys

Description

Step-By-Step Guides

Search[Alt] + [S]

Opens the Search Criteria window where you can specify criteria for finding specific external collection files.

  1. Click Search. The Search Criteria window opens.
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  2. Enter search criteria.
  3. Click OK.
Create[Alt] + [C]Opens the Create External Collection File window where you can specify for which external collection agency the external collections file is being created.Creating External Collections File
Print[Alt] + [P]

Opens the preview window where you can view the contents of the external collections file. From this window, you can save and print the external collections file.

 

 

  1. From the Files tab, select the external collections file to preview.
  2. Click Print. The contents of this file appear in the preview window.

EXAMPLE:

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The report shows the total case counts being sent to the external collection agency.

Export[Alt] + [X]Opens the Save As window where you can specify where to save and name the exported file. If the external collection agency is configured as Basic or Expanded file types, the file is exported as a CSV file type to the program for which the computer running Connect Back Office is configured. For example, for Microsoft Windows, the default program is Excel. If the external collection agency is configured as the Full file type, the file is exported as an XML file.Exporting External Collections File