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Debtor Maintenance - Debtor Comms tab

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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 (on page ).
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.
Opening the Debtor Comms tab
To open the Debtor Comms tab:

  1. Select Module > Debtors > Debtor Maintenance from the main menu.

Tip: You can also access the debtor functions by clicking .

  1. Search for the debtor. See Searching for debtors (on page ).

The Debtor tab of the Debtor Maintenance window is displayed.

  1. 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.
Note: If an overdue letter has been sent out, the date displayed is the Letter Date. See Processing overdue letters (on page ).

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 (on page ).

Total Overdue

The total amount overdue at the time of the Overdue Letter run. See Processing overdue letters (on page ).

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.

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