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The New Account screen is where you can manually add a single new account into SimplicityCollect.

Before you begin using this screen, please make sure that you have first set up a Client. This is a required field and can refer to a 3rd party entity that provided you the account, or, if you own the account, it can refer to your company name or the file/portfolio/batch it belongs to. You can add new Clients by going to Settings > Clients.

 

Basics of Adding a New Account

To add a new account, use the following steps:

1) Click on the New Account button on the navigation bar at the top of your screen.

2) Enter in at least the required fields. These include:

  • Client Name
  • Account Number
  • Debtor First/Last Name or Debtor Company Name
  • (Original Claim or Judgment) Amount
  • (Original Claim or Judgment) Interest Rate (if none, put 0)
  • (Original Claim or Judgment) Date

3) Click the Save button at the top left-hand corner.

 

Description of Other Fields

Account Fields

The top block of information on the New Account 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.

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 when you select the Client, but you can 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. This will initially be blank, but you will be able to add past payments after the account is saved.

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. If you need to add new statuses, you can do so from Settings > Collection Statuses.

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

This will remain blank until the account is saved. At that point, SimplicityCollect will auto-generate the Payment ID.

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.

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: Custom fields (as well as Action Codes, Letter Flows, and the like) will remain hidden until the account is saved. You will then be taken to the Claim Details screen where you can add this additional information.

 

Debtor Fields

This Debtor section allows you to either:

1) Search for an existing debtor profile in the system by Last Name, First Name or by Company Name. In the box to the right, start typing the name and results will auto-populate in a list below the box. Clicking on a result will select it, and bring up all the information from that particular debtor profile.

2) If you need to add a new debtor profile (meaning the individual does not exist in SimplicityCollect yet), you need to click on the Add Debtor button to the right. This will bring up a pop-up box where you can enter their details.

 

Once a debtor profile is displayed, this block of information contains:

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.

NOTE: 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.

Mark for Skip Trace: 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: Custom fields (as well as Action Codes, Letter Flows, and the like) will remain hidden until the account is saved. You will then be taken to the Claim Details screen where you can add this additional information.

DocGen and Notifications: This area will not be active until you save the account. Once you are on the Claim Details screen, you will then be able to use these.

 

Note Box

The Notes section at the bottom of the screen is where you can include a note about the account. More notes can be added to this section (as well as automatic notes) once the account is saved.

 

Tips:

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.

 

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