How to Add a History Note to a Group of Debtor Accounts

The batch process will allow you to add a manual history note to a specific group of debtors. Use the selection criteria to narrow the group of debtors who will get this history note.

From the main screen of CollectMax, click on the button. This will take you to the screen.

Select the by clicking the button and picking History Notes from the list.

Selection Criteria

You will need to select from the following criteria to get the correct group of accounts for your batch process.

Client(s):

Select a single client, a group of clients or all clients.

Click the radio button next to your selection.

Type:

Select all type codes, a single type code or pick more than one type code from the list of codes.

Click the radio button next to your selection.

Status:

Select a single status, a range of status', or all status codes.

Click the radio button next to your selection.

Hint: If you only want open accounts for your batch process, select a status range from the beginning open status to the last open status.

Balance:

Select a balance range by typing in the balance fields. You may also use the buttons to click to the balance you want. Clicking the up arrow will increase the balance and clicking the down arrow will decrease the balance.

Hint: To select all balances, set or leave the balances at 0 thru 9999999.

Open Date:

Select an open date range. You can type the date in each field with the MM/DD/YYYY format or click the button and select the date.

Hint: To select all open dates, leave the date fields empty.

Account Number:

Select an account number range. Type in the account numbers in the fields.

Judgments:

Select accounts according to judgments. You can exclude or include only accounts with judgments or pick all no matter if they have a judgment. Click the button and pick from the list.

Exclusions:

Select the accounts you would like to exclude. By clicking the box you can exclude accounts for the following reasons.

DNC: Do Not Contact

Bankruptcy: Accounts with Bankrupcty Information.

Defending Attorney: Accounts that have a Defending Attorney assigned.

Inactive Accounts:

Select to include account based on active or inactive status.

All Accounts both Active and Inactive
Included only Inactive Accounts
Include only Active Accounts

Process-Specific Criteria:

Select the Dates.

Disregard dates: Include no matter what date the selected action item has.

Select by Last Payment Date: Include only accounts with the last payment date within the selected range.

Select by action date: Included only accounts with the action date with in the selected range.

Select the date range by typing the date or click the button and select the date.

Select the Action Items:

Account-Level: Only include account level action items.

Claim-Level: Only include claim level actions.

Account-Level & Claim-Level: Includes both types of actions.

Claims Level Action Items are a Version 2 Feature. For information on obtaining this or another feature, please contact the Sales Department.

Click the button and select the action items codes from the list.

Hint: Remember only accounts that fall into these specific criteria will be selected for this batch process. If an account is missing, review it to make sure it fits wither in the criteria you set from the batch.

Automation

For the ability to automate this batch process, see Batch Process Automation Script , a Version 7 Feature.

Output Options

Select the history note options, by clicking the button.

The options box will appear.

Select the entry date you would like the history note to have by typing the date in the field in the MM/DD/YYYY format or clicking the button and selecting the date.

Next in the History Note Section, type the note exactly as you would like it to appear in the debtors history.

You may select to tag this history note, permanently or with or without a date, to print on reports.

Select the to save these options and continue with the batch process.

Processing the Batch

Once the you have selected the criteria you need. Click the button.

If you have forgotten to select the , the options screen will appear and prompt you to make the selections. Then click the button to restart the process.

A preview report will print listing the accounts that have been selected for

the batch and the action to be taken on these accounts.

Please review these accounts. Click the X to exit the preview. A box will appear asking you if you would like to make permanent changes to the database.

If the preview report was correct, click the button to continue.

If not, click the button to end the process and correct your selection criteria and re-process.

If you chose to continue, you will be prompted to enter the master password.

Type the password in the field and click the . You may also cancel the process at this time by clicking the button.

A window will appear recommending a snapshot. JST recommends a snapshot be performed before making any changes to the database.

Click the button to exit the batch process and perform a snapshot.

Click the button to continue with the batch process.

The process will begin making the changes. After they are complete a final report will be created. You may print this report or click the X to exit the report.

Once you have exited the final report. The batch process is complete. Click the button to exit to the main screen.

Check a selected debtors history tab for the history note to verify the process completed correctly. If not, notify JST Technical Support.