The Debtor Comms tab records all letters, phone calls and other communications to a debtor.
This tab also includes the details of letters generated during the Overdue Letters run. See Processing overdue letters.
It is important that you maintain the information about all contacts with the debtor so that a history can be built up and also so that anyone can easily answer a query from a debtor.
To open the Debtor Comms tab:
- Select Module > Debtors > Debtor Maintenance from the main menu.
Tip: You can also access the debtor functions by clicking
. - Search for the debtor. See Searching for debtors.
The Debtor tab of the Debtor Maintenance window is displayed. - Click the Debtor Comms tab.
The Debtor Comms tab of the Debtor Maintenance window is displayed.
Debtor Maintenance - Debtor Comms tab key fields and buttons
Fields
Field | Description |
|---|---|
Show Resolved | Select to display only communications that have been marked as resolved. |
Date | Enter the date of the communication with the debtor. |
Comment | Record comments based on the communication for future reference by you and other staff. |
Letter Code | The code to indicate the Overdue Letter run, which can be ODUE1 through ODUE5 for up to five runs, respectively. See Processing overdue letters. |
Total Overdue | The total amount overdue at the time of the Overdue Letter run. See Processing overdue letters. |
Follow Up Date | Select the date on which this communication should be followed up. |
Resolved | Select whether this communication has been resolved. |
Created | Date the communication was created and name of the staff member who created it. |
Modified | Date the communication was last modified and name of the staff member who last modified it. |
Buttons
Buttons | Description |
Add a new communication, edit the Date and Comment and click | |
Delete the selected communication. |
Grid area fields
The fields displayed in the grid area correspond to the fields in the Communications area.