Credit Control Status Types
This article is part of the Credit Control & Client Statuses section.
Find all related articles here:
Overview
The credit control system in CPL is designed to allow you to manage your debt effectively and to recover money you are owed as quickly as possible. The system centres around reminder workflow processes and also allows you to categorise your debt into user-defined credit control statuses.
There are many areas in which credit control statuses are used in the system.
The first thing you need to do is make sure you have all your Credit Control Status Types set up correctly within the system so that they suit your purposes.
Credit Control Status Types
Client accounts will have a Credit Control Status assigned at all times. This will be Normal as Default.
There will already be some pre-defined Credit Control Status Types set up in your system, but you can create additional ones to suit your needs.
This is done on the Credit Control Status Types screen.
Accessing the Credit Control Status Types screen
To open the Credit Control Status Types screen:
In the top toolbar, click System - System Parameter - Credit Control Types.
You can expand this window to make it full screen.
Adding a New Credit Control Status Type
To add a new Type, click the Add New button.
This will open up the Credit Control Type window.
Mandatory Fields
First, you will need to configure the following compulsory fields:
- Code- choose a code to describe your status type. This field allows numbers and letters.
- This is what will appear on the client account in the top information panel and in the pin panel on the side of the Clients tab.
- Description- choose a description for your status.
- This is what will appear in the dropdown when you change your credit control status in the Credit Control tab or in the Client Notices screen, and the grid on the Credit Control Status Types window.
- Status Weight - A client can be have more than one active status, but the one that will be displayed will be the most recent, highest weighted one.
Choose from the following options in the dropdown:
- Dispute - has a value assigned to it which will be ringfenced from reminders.
- Global Dispute - has a value assigned to it which will be ringfenced from reminders. This applies to a whole Development, Block or Apportionment and overrides Disputes.
- Suspended - this overrides Disputes and Global Disputes.
Optional Fields
Next, use the tick boxes to configure how your new status type will behave.
- Exclude From Workflow- When ticked, clients on this status will not appear in the Client Notices / Reminders process.
- If you tick this option on a Dispute/Global Dispute it will exclude the entire client from the reminders process, and not just the disputed amount.
- Require Review Date - Sets a review date against the status which you can monitor with the Client Credit Control Report.
- Allow API - Allows other owners in a Development to see how many clients are on a credit control status and the total amount owed when they view the Credit Control tab on the Client Portal.
- Stop Address Activity - Stop changes to address details when a client is on this status, unless the user has the "Client Address Elevated" permission.
- Show on Widget - Client and status show on the Credit Control Review Dates widget on the Custom Desktop tab. You would use this widget to find all clients on specific statuses that are due for review.
- Set to Flash Label - Status will flash red on the client account and in the pin panel in the Clients tab.
- Allow Batch Filter- When you place a client on this status, you will also get the option to assign it to the rest of the clients in that Development, Block or Apportionment.
- When you resolve this status, you can resolve the batch or just for that client.
- Exclude From Invoice Run - Clients on this status will not be included in your Invoice run
- Court Type - When a client is placed on this status, a Court Ledger entry is created.
- Allow Movement- When ticked, clients on this status can move to another status without the current status being resolved.
- If you find that clients are getting stuck between 2 statuses - check if this box is ticked on the one you are trying to move from.
- Resolve When Clear- This status type will automatically resolve when the client's balance is 0.00.
- You cannot use this if you have selected Dispute as your Status Weight, as the disputed balance will be deducted from the total client balance.
- If the client balance is 0.00 but there is still a Float Balance and Float Recoverable is ticked, this status type will not resolve.
- Restricted - Only users with the "ClientTab Credit Control Elevated" permission can place a client on this status
- Owner Selling - When a client is selling their property, this status will auto-resolve upon repayment of the float.
- Show Client Details - Works in conjunction with Allow API. If a client is on this status, then all other owners in that Development will be able to see that client's details (names/addresses) in the Credit Control tab on the Client Portal. The Portal displays a Credit Control Summary which breaks down each status and the number of clients and total balance outstanding for that status. If Allow API is ticked, you can drill down further to see the property number, client number and amount of the status.
- Exclude From Allocations - Exclude payments made by clients on this status from the allocations process. This is useful if you are wanting to hold funds back to pay court costs, and you don't want them allocated against an invoice.
- Refer Sale to IRT - When ticked, an email will be sent to the user set in the "IRT User" System Setting 2 weeks before the sale date
Once you have configured your new status type, click Save and Close.
You will now see your status type in the Credit Control Status Types grid, and it is ready to be used.
See the Credit Control tab article for instructions on applying a status to a client.
Editing an Existing Credit Control Status Type
To edit an existing Type, highlight the Status Description and click the Amend button.
This will open up the Credit Control Type window for that specific Type.
One you have made your changes, click Save and Close.
You may need to close CPL and log in again to apply your changes.
You cannot delete a Credit Control Status Type.
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