Managing Account record notes
Notes are important because they provide a history of an account as it is processed and worked by your agency. With notes, you can record when notices were sent, payments received, telephone calls made, and so on.
Notes about an account can be entered by a user or automatically created by the system for functions such as removals, tape assignments, mass transfers, and so on. Each time a note is created, the user's initials can be printed at the end of the note, but this must be first set up by your Finvi Support representative.
Account records can contain hundreds of notes. Each note is numbered in the order it was entered. Note line numbers preceded by an asterisk (*) are system-generated notes and do not contain user initials.
When you enter new information in the Account Update screen, the system creates a note containing the old information. The following is an example of a note line with old information:
* 5) 11‑19‑10 12:07PM ADDR:10275 NW 57TH ST
Notes also allow you to cross-reference account information. You can use cross-referenced information to find the account when using the Inquiry menu or the inquiry function in the Account Update, Post, or Collector screens. For example, if John Smith is listed as the customer in the Name field in the Account record, but Terry Jones is also associated with the account, you can enter Terry Jones in the note lines with a cross-reference notation. When you perform an inquiry on Terry Jones, the system displays John Smith's account. You can also cross-reference additional addresses, social security numbers, data reference lines, and client reference numbers in the notes. There is no limit to the number of cross-referenced notes you can have.
To add such data, precede each note with the prefixes listed in the following table by a space, a colon, or a hyphen. The system reads the information starting with the fourth character.
|
Cross Reference Marker |
Description |
|
XF |
For additional names |
|
XA |
For additional addresses |
|
XS |
For additional social security numbers |
|
XD |
For additional Data Reference Lines information and Dates of Birth |
|
XR |
For additional Client Reference Numbers |
For example, to add a name in a note that you can use to search for an account, you enter it in one of the following ways:
XF John Smith
XF: John Smith
XF-John Smith
To search for an account that contains the cross-reference, in the Inquiry option window, you select the option to search the cross-reference by, and enter the cross-reference.
For example, to search for John Smith from the previous example, in the Account Inquiry, you select Account Name or # in the Inquiry Options window, enter John Smith's name, and press Enter.
The inquiry screen lists the accounts that include the cross-reference.
