This is the screen where client information is stored. Every account in SimplicityCollect must have a client associated with it. Clients are often one of the following examples:
- An individual or company from whom you purchased your debt (1st party collections)
- An individual or company for whom you collect debt on behalf of (3rd party collections)
- A name referring to a portfolio that you may have purchased (1st party collections)
- A business you work with, or on behalf of (such as a medical office or medical billing)
- A location you own or work on behalf of (such as apartments, business centers, etc.)
Add a New Client
1. Click Settings > Clients.
2. Enter the client’s information in the area on the right. Include as much information about each client as possible.
3. Enter information into Client Info:
- Copy Sales Reps: Click on this button to update all existing accounts with the sales rep selected under this client settings.
- Short Name (Required) – The name of the client as it appears on imported accounts.
- Full Name – The more detailed name of the client, if they have one.
- Business Type – You can add business types if you want to differentiate clients.
- Contact – The name of the individual(s) at the company who you are in contact with.
- Contact Title, Email, Phone – The title, email and phone of the contact.
- Address – The street address for the location of the client’s company.
- Address Two – The secondary address information for the client’s company, like a suite number or ATTN information.
- City – The city for the location of the client’s company.
- State – The state, territory or province of the client’s company.
- Zip – The zip code or postal code of the client’s company.
- Country – The country of the client’s company.
- Phone/Ext. – The best phone number to reach your contact with the client.
- Fax – The fax number for the client where you would send correspondence info.
- Cell – The cell number, if provided, of your contact with the client.
- Email – The email for the client where you would send correspondence info.
- Voucher # — Optional field which can include voucher information, if any.
- Routing Number – Specific to Factor Financing.
- Bank Account Number – Specific to Factor Financing.
- Convenience Fee Enabled – This check box allows you to enable or disable convenience fees on a client level.
- Copy to Creditor– If no creditor is chosen on new account, new creditor will be created with client name.
- Copy Sales Rep to Accounts– When adding a new account, the account sales rep will default to the client’s sales rep.
- YGC Active – Indicates whether YGC is active for the specific client.
- YGC Sender ID – YGC Specific.
4. Client Status / Sales Info:
- Type – Whether a client is an active, prospect or inactive client.
- Status – An area where you can define the status of a client, if any.
- Sales Rep. – Used to reference which employee signed a certain client, or is working with them as a prospect.
- Next Work – The date the sales rep is scheduled to work with the client.
- Account Cap – Refers to the Client Portal. If the Portal is enabled, you can use the Account Cap to set a limit on how many accounts the client can upload. If you type in “0”, it will prevent the client from uploading any accounts from the Client Portal.
5. Client Notes and Activity Codes: This is where you can add notes pertaining to correspondence with the client. It will provide you the username of the employee posting the note along with the date and time it was added. These notes are permanent and cannot be removed. Activity Codes can also be used as a short cut when notating the client record.
- Click on the blue plus icon to add a new Activity Code as an option in the drop down box.
- Click on the pencil icon to edit an Activity Code from the drop down box.
- Click on the red x icon to delete the Activity Code from the drop down box. Deleting the Activity Code from the drop down box will remove the code from all drop down boxes on all client records.
- Click on Add Activity Code to notate the client record.
6. Agreement Settings: This Setting allows administrators to set a maximum settlement percentage, based on the balance of an account. Users entering a settlement amount will not be allowed to exceed the Max Settlement Percentage when entering a settlement via the Payment Plan screen.
7. Transaction Allocations: These allocation settings are set up just like on an Account level (click here to view examples). Settings created here will trickle down to new accounts added for this client. You can individually specify the percentage amounts between the agency and client for the Principal, Interest, Cost and Fees collected on an account.
If you want one allocation to be collected on before the others (for example, payments made to the account pay off all the Interest first before applying to the Principal) you can select that allocation type (i.e.: Interest) and use the arrow buttons to move it up or down the list. The system will always try to (by default) pay off the top allocation option in full before moving on to the next one.
You can delete an allocation type with the red button, as long as it is not in use.
When an allocation is selected, you can enter amounts into the associated disbursement boxes. These amounts reflect who is owed the money collected. Note that the *Client takes the remainder. For example, you can enter that your agency receives 20% or any payments collected and applied toward the Principal owed. This means the client should receive the remaining 80%.
- Cont. Fee – If this box is checked, the Attorney contingency fee will default to the amount listed below in the Default Values Default Attorney Contingency box.
- Client Comm. – If this box is checked, the Agency fee will default to the amount listed below in the Default Values Default Commission Rate box.
- Accrues Interest – this box indicates if the selected allocation is allowed to accrue interest.
- Add Step – This button may be used by agencies that use sliding steps to calculate the money and agreements with their clients. Click here to see more examples of allocations, disbursements, and sliding steps.
8. Account Number Settings:
- Auto-Account# Enabled – By default the software creates an Account Number for your new accounts if one is not provided. These numbers are unique in the format YYYY-0000 beginning with the year followed by a hyphen, and then a corresponding 4-digit number (ex. 2015-0001). If you keep this Auto-Account# enabled, this will continue to be generated.
- Auto-Account# Prefix – This is a unique client identifier you can add so you can further organize your accounts. For example, if I had a client named John Doe Trucking, I could use JDT to distinguish accounts for this client. In this case, my auto-generated numbers would look like: 2010-JDT-0015. Assuming that the year were 2010, and this were the 15th account entered this year.
9. Default Values:
- Default Commission Rate – The commission rate paid to the agency.
- Attorney Contingency Rate – The contingency rate paid to the attorney.
- Default Pre-Judgment Interest Rate – Interest rate applied to all accounts belonging to the client.
- Default Pre-Judgment Interest Setting – The software can either continue or stop calculating interest after the Judgment for you. It continues automatically by default.
- Apply to Post Judgment Payments – You can enable Pre-Judgment Costs, Pre-Judgment Fees and/or Pre-Judgment Costs/Fees included in judgment amount to automatically apply to the Post-Judgment.
- Collector Commission Rate – There may be times where collectors need to be compensated based on individual Client commission percentages, rather than a static percentage. You have the option to defer to this commission rate by individual collector. (Please see Collectors/Employees) If Client Collector Commission rate is chosen over the default, the commission rate will only be applied to payments received on accounts assigned to the specific client.
- Example: If you were to enter 50% under Client A, and 25% under Client B – you have the option of deferring to the Client Collector Commission in the individual collector settings, (“Use Client %”). This makes it so that when the collector posts a payment on an account assigned to Client A they will get 50% commission. When a payment is posted by the collector on an account under Client B, they get 25% commission.
- Apply to Existing Accounts – Once allocation changes have been made for the client, they do not alter accounts already entered into the system, only new accounts. To have these changes affect old accounts as well, you will want to first click the Save icon in the top left of the screen. Then click the Apply to Existing Accounts button.
10. Client Portal Settings:
- Client Portal Enabled – When “True,” clients can access the SimplicityCollect online client portal with their organizations username and password.
- Group – When added to a group, a client portal user can see all accounts from identically grouped clients. Client portal reports will also include accounts from identically grouped clients.
- Client Portal View – Allows the client to view accounts with notes, view accounts without notes, or view uploaded files in their client portal.
- Client Username and Password – Credentials used for your client to access the online client portal from the login screen. Multiple usernames and passwords can be added for each client, and deleted by clicking the red button.
- Note: contact Simplicity Support to enable/disable the option to hash client portal passwords.
- Edit Collection Status – When checked, this will allow your client to edit the collection status of an account from the Client Portal directly.
- Reminders – When checked, this will allow your client to view the current Reminders for their accounts.
- Add Accounts Manually – When checked, this will allow your client to add new accounts to the system manually rather than in bulk.
- Upload Documents – When checked, this option allows the client to upload documents to existing accounts.
- Upload Bulk Account Files – When checked, this will allow your client to upload a spreadsheet containing multiple accounts. This will not import the accounts to the system – you will need to access Tools > View Client Uploaded Files.
- Search for Accounts – When Checked, this will allow clients to search for existing accounts.
- Show Reports – Expanding this collapsed menu allows you to pick and choose what reports you want your client to be able to view in the Client Portal.
- Required Documents – Expanding this collapsed menu allows you to add the titles of required documents. This list will be displayed in the Client Portal when your client is entering a new account. If all required documents are not uploaded (Document names must match exactly), an alert will appear to the client, asking if they’d like to continue. Should the client choose to continue, the client will be notified by email which documents are still necessary.
- Required Fields – Expanding this collapsed menu allows you to select fields required for account input. These fields will be displayed in the Client Portal when your client is entering a new account. If all required fields are not completed, the account will not be added.
11. Client Credit Bureau Settings – This option allows you to determine an account age range when it is appropriate to report a client’s accounts to the bureau. For Example, Min: 30 Max: 90
When you are done adding a new client, click the Save icon at the top left.
The client will now appear on the left side of the screen. When selected, their name will appear at the top of your window along with the number of accounts assigned to them.
Edit Existing Clients
- Click Settings > Clients.
- Click the client’s name from the list on the left.
- Edit the client’s information on the right.
- Click the Save icon at the top left.
Delete Existing Clients
You cannot delete a client with any accounts still associated with it. Delete or move any accounts associated with the client prior to deleting the client.
- Click Settings > Clients.
- Select the client from the list on the left.
- Click the Trashcan icon at the top left of the screen.
- A box will pop up asking you to confirm you want to delete the client. Click OK.
Search for and Export Clients
- Near the top of the screen is a search area where you can filter your clients by Type (Active, Prospect, Inactive), Status, Sales Rep, Next Work date, or by Client Name/Info. You can search for clients based on: Short Name, Full Name, Contact, Phone, Fax, Cell, Email and Voucher #.
- Once you have chosen your filters, click the blue Search button.
- Click the client’s name from the list on the left.
- To clear a search, click the Clear Filters .
- To save the clients that meet this filter criteria to your computer, click Export Clients. This will copy all client data to a .csv file where you can then sort and filter as necessary.
Near the top of the screen is a search area where you can set a Workflow, which is a saved set of filters. For instance, if you wanted to see all Prospect clients with Sales Rep John Doe each day you could:
- Set the filters you want to use.
- Type a name for your Workflow (Ex. Prospect – John Doe) in the box provided at the top right.
- Click Save Workflow.
- Once saved, your Workflow drop-down list would contain your new option.
- To use a Workflow, select the one you want from the drop-down and click the Load.
- If you want to edit a selected Workflow, change the filters and click Update.
If this screen seems “scrunched” where items overlap, try reducing your web browser’s resolution 10% by holding down the CTRL button and clicking the – key on your keyboard. You can increase the resolution 10% by clicking CTRL and the + button, or reset the resolution to 100% by clicking CTRL and the 0 key.
Up to 100 Client names will be shown in the left-hand list at a time. If you add more than 100, you will see a new “page” appear at the bottom to select from.