Using Collections Management in Microsoft Dynamics GP

Monday, November 9, 2009 by Julie Stankey

Collections Management in Microsoft Dynamics GP helps you maintain tight control over Accounts Receivables by providing you with customizable information views, access to information quickly and easily, automated bad-debit management tools, the ability to target overdue customers effectively all while minimzing administrative workload to save your company time and money.

Socius’ Ben Davis and Tina Haerr presented on this topic at Aspire 2009 and provided some helpful tips for using Collections Management:

Managing Collections

Use the Collections Management Main Window to view collection information and to open most of the key windows in Collections Management.

Navigation: Transactions/Sales/Collection Main

You can use the Collections Management Main Window to complete most of your collections tasks. You can create notes, view financial information, and print letters, statements and invoices or send them by e-mail.

You also can open these windows from the Collections Management Main Window.

Collections Management Notes window
Collections Management Build Query window
Collections Management Print Selection window
Collections Management Task List window
Collections Management E-Mail window
Customer Payment Summary Inquiry window
Collections Management Transaction Inquiry window
Collections Management Customer Information window

Creating a Customer Query

Use the Collections Management Build Query window to create a list of customers that meet specific user-defined criteria. Query results are saved by collector ID, each collector can run his or her own queries. Lists of customers that match the query criteria are saved so that each collector can work with a separate list of customers.

Navigation: Transactions/Sales/Build Query

Process Steps:

Open the Collections Management Build Query window – Transactions >> Sales >> Build Query
Enter a query ID or select one from the list. If the query is new, enter a description. To view additional query information, choose the Query ID information button.
To create a restriction, choose a tab and enter information. To insert the range information into the query, choose Insert.

Working with Collector Tasks

Use the Collections Management Task List to view tasks and the user assigned to the tasks. You can mark tasks completed or paid and print a task list. You also can use the tasks list to locate customer contact information

Navigation: Transactions /Sales/Collection Tasks

Process Steps:

Open the Collections Management Task List window – (Transactions >> Sales >> Collection Tasks
Enter or select a collector ID to view tasks for.
Enter a range of action dates to view tasks that occur within those dates.
Enter a range of action IDs to view tasks for a range of action IDs.
To display notes that are completed, select Completed, otherwise, select Uncompleted.
You can mark the Show Payment Promises Only option to display notes with attached action IDs that have an action type of Promised to Pay.
You can choose Mark Paid to mark notes as completed automatically if the invoices assigned to the notes have been paid and the action ID attached to the notes is marked Promise to Pay in the Collections Management New Action window.
Choose File >>Print to print the task list for the selected user.

To see more tips on how to save money through Improving Your Receivables and Collections in Microsoft Dynamics GP, download the handout from the Aspire presentation.