Credit Control - Enquiry Dialog

Purpose

Credit control is undertaken initially through access to a lending account Enquiry dialog.

The Enquiry dialog is a display only summary dialog, which provides a snapshot of an account with information specific to credit control.

Shortcut buttons are provided to access further required details.

Timing

The Enquiry dialog can be accessed at any time

Access

1. Account Browse dialog for any Lending Module 
2. Communication Browse 
3. Review and Create Overdue Letters Browse

Dialog Information

The dialog contains 3 sections

Section One - Client and Account Details

This section is slightly different depending on the lending module that the Enquiry is accessed from

Fixed Loan

 

 Variable Loan

 

Lease

​

Field	Explanation
Name	Clients Name
Description	Account Description
Actual Address	Clients Actual Address This field will be blank if only the Postal Address has been recorded on the Client
Home Phone Work Phone Mobile Phone	Client Phone Numbers
Birthdate	Fixed Loan: Will only display if entered to the client  details. Not applicable for Organisations
Item Description	Lease:  This field is the Description of the Collateral Item associated with the Lease
Instalments	Fixed Loan/Lease: Number of and Frequency of the Instalments Variable Loan: Frequency of Instalments
Remaining	Fixed Loan/Lease:  Number of Instalments remaining
Next Posting Amount	Fixed Loan: The standard instalment amount plus any recurring charges due on the next instalment date.
Next Interest Date	Variable Loan:  Date of the Next Interest Posting
Next Instalment	Due date of the Next Instalment
End Date	Fixed Loan/Lease:  Date the Final Instalment was/is due
Interest Rate	Fixed Loan:  The loan interest rate
Maturity Date	Variable Loan:  Date that the principal is due to be repaid
Review Date	Variable Loan:  Date that the loan is due for review
Dealer	The Dealer Account selected to the Account Details
Vendor Program	Lease:  The Vendor Program assign to the Lease Account
Notes	Any notes that appear on the Account Details
Credit Status	Read only field displaying the Credit Status of the loan determined by the Aged Arrears Days Rule
Direct Debit Date	Fixed Loan:  The date the next Direct Debit will be taken This field will be blank if no  details are setup on the account If a Next Date is entered to the  dialog, this will be the date displayed, otherwise the Standard Date will be shown
Direct Debit Amount	Fixed Loan: The amount of the next Direct Debit This field show a 0.00 value if no  details are setup on the account, or the Next Amount is 0.00 If a Next Amount is entered to the  dialog, this will be the amount displayed
Gross Rec (Incl GST)	Lease:  The Gross Receivable Balance (Future Balance) on the Lease incl GST
Initial Loan Amount	Fixed Loan:  The initial loan advance amount (Cost Item 1 on the Finance dialog)
Facility Limit	Variable Loan:  The maximum drawdown amount for the loan
Total Receipts	Total Payments received
Interest Rate	Variable Loan:  The interest rate applied to the future balance of the loan
Principal Due	Variable Loan:  This is the principal outstanding on the lease, plus interest to be earned where appropriate.
Principal Interest Accrued	Variable Loan: Interest that has accrued on the Future balance since the last interest posting
Receivable Balance	Fixed Loan: This is the future due for the loan This balance is the sum of all transactions that have been posted to the Receivable (future) ledger
Accrued Interest	Fixed Loan:   Interest that has accrued on the Future balance since the last interest posting
Arrears Bal	The current balance + accrued interest
Default Accr Int	The accrual of Interest on the Current balance
Total Due	Balances + Accrued Interest
Aged Arrears Days	Number of days that the account has had an outstanding debit balance
Arrears Days	Number of Days since a Transaction with the Post Last Receipt indicator checked on was received

Section Two - Transaction List

Lists the Account Transactions on the account by value date, with the most recent first

Transactions are restricted to not grouped, current ledger transactions

A running balance is included 

Fixed Loan/Variable Loan

 

Lease

 

Section Three - Communications

Lists the Communications by date, with the most recent first

 

Section Four – Buttons

[Button]	Explanation
	Displays an existing communication Note: If no communication is selected, the most recent communication is the default selection
	Allows a communication to be created or a Diary Note added The below dialog will be presented: Select the required Communication Type and click [OK] The Communication Details dialog will then be presented
	Opens the Communications Browse                                                    Communications can be searched, added and edited
	Presents the Account Details dialog
	Accesses the Client Details dialog

Working the Account Enquiry Dialog

This dialog is usually accessed following an incoming call about the state of an account, or to initiate an outbound call to follow up arrears.

When the account holder has been identified, client details may be verified and changes made to the client details through the use of the   button.  Normally these details will be checked an updated each time client contact is made.

Details of the arrears can be discussed with reference to the outstanding balances, days in arrears and arrears transaction list.  The running balance will show the account going into and out of arrears.  A credit balance means the account has been over paid.

Previous communications with the client can be accessed from the communication listing.  New communications may be created.

[Button]	Explanation
	This button will be used to update a diary notes that have been used as follow ups
	New diary notes can be added with a future action date
	Fixed Loan & Lease: A repayment schedule may be required This is most often the case for a business loan where an accountant may require the schedule to get an accurate split of principal and interest
	When discussing their arrears situation with a client they will ask for a printout of their account transactions This is accomplished by sending an account summary
	When engaged with a client the credit controller may determine that the next overdue letter to be sent should be changed for the one the systems has calculated This may happen where an arrears letter has been sent in error, or, following discussions with the client the credit controller deems that a more or less severe letter should be sent This dialog is used to change the next letter to be sent and the date the letter is to be sent
	Collateral details may need to be updated if incorrect Alternatively, the debtor may wish security be taken over a different asset or an additional asset This button allows the ability to add or change security
	When discussing with a debtor their arrears situation, they will often post the question “How much will it be to pay off my loan today or in 3 days’ time” etc This button allows access to the dialog that will undertake these calculations so the details can be quoted to the client.  A termination communication can be created if required This may be sent to the client to affirm the amount due on the specified date
	Debtors may go into arrears because they have changed job and/or pay frequency Changing the direct debit date allows the realignment of instalment postings and direct debit payment Sometimes a change to the direct debit amount may be required if the debtor is catching up arrears or can no longer afford the existing payment If they wish to make a lump sum repayment to pay off all or part of their arrears, then that amount will be entered as the Next Amount The Next Date will be the date that amount will be taken from the client bank account
	Fixed Loan only: Debtors sometimes want to know how much they borrowed and the breakdown of that This dialog provides that information
	If information from the full account details dialog is required to answer a query, click on this button to access the account details
	Fixed Loan only: Allows the arrears amount to be calculated to a specified date.  Default Interest Date should be entered as the date calculations will be made to Check on ‘Include Future Instalments’ if any instalment due between today and the Default Interest date should be included in the Total Owing Check on ‘Issue Quote’ if a Communication should be created for the arrears quote The communication created will populate the communication with details of the arrears quote in the description field Check on ‘Change Direct Debit’ if the Direct Debit Next Amount and Date should be updated when the amount is calculated The Next Date will be the Default Interest date Check on ‘Include Letter Fee’ if the next Overdue letter fee is to be included in the arrears quote. If the checkbox is left blank, then the Next Letter Due date will be updated to the day following the arrangement (Default Interest Date) if the arrangement date is the same or later than the next letter date Click  to calculate the Total Owing and perform the updates requested The  can be accessed from here to load a Direct Debit payment arrangement if the repayments will be over a number of dates
/	Fixed Loan: Toggles the Transaction list between the Arrears Ledger and the Combined Ledger
	Lease: Displays the Lease disclosure report on screen
	Lease: Displays the Assets associated with the Lease

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