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The Claim Details tab is an overview of all of the basic information you have on an account. This includes such things as the the Current Balance Due, Account information, Notes and more.

The Claim Details screen is broken up into two (2) parts: Account details and Debtor details.

 

Account Details

The Account Details are at the top of the Claim Details page, and contain details about the Client, original Creditor, balance due, important dates, and the Account Number used to reference the account. They also encompass the Notes that are at the bottom of the Claim Details page.

Save, Delete, and Account Access History buttons

At the top left-hand corner of the Claim Details screen are the Save and Delete buttons. The small symbol next to the Save and Delete buttons shows you the Account Access History .  

Financial Basics

At the top right-hand corner of the Claim Details screen is an area dedicated to the basic financials of the account. More detailed information can be found on the Financials tab at the top of the screen.

Account Basics

The next block of information on the Claim Details screen contains the following fields:

Client: The Client is typically the party that provided the debt to collections, but can also be a reference to a business, portfolio, or other entity. You can view more information about Clients in the Settings > Clients section. To change the Client, you can unlock the drop-down list by clicking on the Change Client button .

Creditor: The Creditor is the original provider of funds for the debt being collected. It is often the same as the Client, but it can be more specific if collecting for a Client that works with multiple Creditors, or an outside Creditor. Add new Creditors to your system by going to Settings > Creditors or by clicking on the Manage Collectors  button. When adding an existing Creditor to an account, just start typing the name of the Creditor in the box. A list of possible choices will appear for you to pick from.

Collector: The collector is the employee assigned to work on this particular account. When an account is assigned to a collector, they get credit for certain activity performed on the account. New collectors can be added to the system by going to Settings > Administrators > Collectors/Employees.

Queue: Assigning an account to a queue allows work to be further organized. When an account is assigned to a queue, no one can view the account unless they have permission to do so. Permissions can be adjusted by clicking on the Configuration icon on the account, or by going to  Settings > Administrators > Collectors/Employees first.

Ref. Attorney: The Ref. Attorney is the attorney associated with the account, if needed. You can click the Add  button next to the Ref. Attorney field to add in their information. You can then select the Ref. Attorney from the drop-down list.

Account Type: This defines the account by default as NONCOMM, or non-commercial. It can be changed to COMM using the provided box to indicate that the account is a commercial debt. When importing accounts, this can be designated in the spreadsheet with a column labeled as “C” for COMM or a column labeled as “N” for NONCOMM.

Account Number: This number will be automatically generated by SimplicityCollect unless you provide your own unique number. It must be unique for every account. This number is the identifier used to search for the account, update the account, and your debtors can use it as a reference number when they call.

Client Claim Number: This field is optional, but can be very useful to reference similar accounts together since it doesn’t have to be a unique number like Account Number does. Often it can reference the original account number—the number used by the client to refer to this particular claim.

Last Payment: This refers to the last payment received in Simplicity for the selected debtor. If no payment has been received, this area will be blank.

AgeThis is the age of the account, or how many days have passed since the account was added to Simplicity. When an account is first added, the age is set to “0”, and increases by 1 each day. You can manually change this number and click the Submit Age button to save it.

Status: The status helps you identify what is going on with the account. Examples of a status include: Paid In Full/PIF, Settled In Full/SIF, Bankruptcy, Deceased, etc. You can assign a status to an account by selecting one from the drop list.  The status date will automatically change to the current date but can be overwritten if needed.

Dates: There are several different date fields listed that can be used on a debtor’s account. These include:

  • Originated: When the loan or service was first given to the debtor by the client
  • Charged Off: When the debt was “charged off” and sent to collections
  • Purchased: When the debt was purchased by your agency from the client
  • Claim Received: When the debt was received by your agency
  • Next Work: When the account is scheduled to be worked next
  • 1st Delinquency: The date the debtor was first delinquent on a payment

Debtor Pmt ID: This ID can be used to reference the Debtor Payment Portal, which allows a debtor to make credit card and/or ACH payments online. When using a Payment ID, the URL for the payment portal is:

https://app.simplicitycollect.com/PaymentPortal.aspx?paymentid=XXXXXXXXXXXXXX

Payment Portal: Here you can enable or disable the security restriction on the Debtor Payment Portal, which by default requires the debtor to enter the last 4 digits of their SSN before being able to see their debt information and make a payment.

Imported On: This field only shows if the account was added with the Account Importer tool. Here you can see the import or portfolio information that the account was included with.

YGC: This FTP to YGC button will only show if the account has YGC functionality enabled. You can contact SimplicityCollect support to have this enabled. Clicking the button sends the account’s information to YGC instantly.

Custom Fields

On the screenshot, you will see multiple sub-tabs and custom field boxes of custom-made fields. Unique fields can be added or edited by going to Settings > Custom Fields Admin. These fields are specifically Account type custom fields.

Action Codes

These are other types of “tags” you can add to an account to track specific information, in addition to the status. Examples of Action Codes include: Hot, Do Not Call, Do Not Contact, Deployed, etc. Any Action Codes you create will be available to use on all other accounts in Simplicity, and can also be filtered for during searches.

Letter Flows

Letter Flows: Existing Letter Flows (created in Tools > Automation Tools > Letter Automation – Configure) can be enabled on an account here. Letter Flows are a way to set up a letter scheduling service for individual accounts.  This service can be performed with 3rd party letter fulfillment services or by using standard mail merge tools available in Simplicity.  For adding and managing new Letter Flows, please see the Letter Automation – Configure section.

Fulfillment Letters On Demand: This only shows if you have a letter fulfillment service turned on. You can contact SimplicityCollect support to have this enabled. This allows you to add Letter Codes to the account.

Notes

The Notes section at the bottom of the Claim Details screen helps you track what collectors/employees do on an account. Some notes can be manually added as the account is being worked, and others will be added automatically by the system. Notes can only be deleted by Administrators.

Activity Codes: These are pre-made notes organized in a drop down list that can be selected and added with a click of a button. They help speed up the note writing process for collectors. Just select the activity code from the list and click the Add Activity Code button. New codes can be added to the drop down list by an Administrator by clicking the Add button next to it. They can also be edited or deleted by an Administrator as well.

Call Dispositions: This area will show each phone number associated with the debtor, and has a pre-made list of choices that you can use to describe what happened when you called that phone number. New choices can be added by an Administrator using the Configuration icon.

Note History: This area shows all the notes saved on the account since it was created. You can add a new note using the box at the bottom left, and clicking the Add Note button on the right. A drop down box below that also lets you specify what type of note it is: an Account note or a Debtor note. Lastly, there is a button to Print Notes should you wish to export or print the data.


Administrators can reach out to SimplicityCollect technical support if they would like to enable this Automated Notes feature for their custom fields. Once enabled, any edits made to any custom field will be noted for you to see.

 

Debtor Details

The Debtor Details are in the middle of the Claim Details page, and contain details about the individual assigned to the account. This person is often a debtor who owes money, but it could also represent a customer, a tenant, a patient, a company, etc. There is also a place for a Co-Debtor, which is an additional individual who might be responsible for the money owed.

Demographic information including name (last, first), address, phone numbers, SSN, DOB, email, and any custom fields (assigned to the debtor) appear in the debtor details area.

When a debtor is added to SimplicityCollect and has a unique SSN, the debtor can be linked to more than one account in the database. Any changes made on one account—pertaining to this debtor information—will automatically update for other accounts because of the SSN.

Debtor and Co-Debtor

You can switch between the debtor and co-debtor tabs at the top of this area by clicking on the name you want to view. Each individual is a separate entity (debtor) in the system, and any information entered under their tab will be tied to them only. You can read more about how to add a co-debtor here.

Debtor Details

The first item you see in this box is the name of the debtor in bold letters. To modify the debtor’s name or company info, SSN or date of birth, you can click on the edit button directly to the right of the name, which then pops up a data entry screen.

Add Address

This block of information is for adding, editing, or deleting addresses on file for the debtor.

Add Phone Number

This block of information is for adding, editing, or deleting phone numbers on file for the debtor. For any debtor phone numbers where the system can identify a real area code, it will automatically tell you what time zone this phone number resides in. If it can’t find the area code it will keep the number available, but not identify where it connects to.

SSN and DOB

This information can be edited in the Debtor Details section mentioned above. If a social security number is provided, any other debtor information entered or changed will transfer to every account the debtor is associated with.

NEVER use a placeholder like 000-00-0000 if the SSN is unknown. If used for different individuals (ex. John Doe and Mary Jane) it will cause the system to assume they are one individual, and both will automatically become John Doe.

Add Email

This area is for adding, editing, or deleting emails on file for the debtor.

Attorney

This is the attorney (if any) that’s associated with the debtor for legal proceedings. You can click the edit button to the right to add a new attorney to the debtor.

Employer

This box allows you to search for existing employers to assign to your debtor, or add new employers to the Simplicity software. For more details, click here.

Credit Bureau Reporting

There are two options here, both of which relate to the Credit Bureau Tools page.

Report to Bureaus: When checked, this will tell the Credit Bureau Tools page to include the account on generated reports. The customization button allows you to modify exactly how the account is reported.

Generate Credit Report Request: This creates a metro2 file requesting credit report information about this particular debtor. You can save the metro2 file and upload it to a credit bureau of your choice. Once you have the results, you can go to Tools > Credit Bureau Tools to upload it to Simplicity.

Skip Tracing

This box will only appear if you have skip tracing enabled (located in Settings > Administrators > Skip Trace Settings). This allows you to mark an account to be skip traced, and to choose what kind of information you’d like skipped.

Other Claims/Accounts

This will only appear if you have other accounts associated with the same debtor and/or debtor SSN, and if you have the option enabled (by default accounts will “link” here based on debtor SSN). You will see a detailed list of each account number tied to that debtor, and a total balance for all accounts.

Custom Fields

On the screenshot, you will see multiple sub-tabs and custom field boxes of custom-made fields. Unique fields can be added or edited by going to Settings > Custom Fields Admin. These fields are specifically Account type custom fields.

DocGen

This area is used for generating DocGen Letters for a debtor. Simply choose an existing letter template from the drop down box, choose if you’d like the file in PDF format or Word format, and then click the icon for either Generating Letter Document to the computer, or Emailing Document to Debtor .

Notifications

This area is used for emailing Notifications to a debtor. Simply choose an existing notification template from the drop down box, and then click the icon for either Preview Custom Message , or Email Custom Message to Debtor .

 

See anything missing or out of date on this page? Please contact Simplicity Support at helpdesk@simplicitycollect.com.