Using the Account Update screen
The Account Update screen includes several different areas of information where you can perform several different actions.
CLIENTS
When entering two or more accounts in a row, the number of the last client entered is automatically entered in the next record and the cursor displays in the Name field. To use a different client number, type /, and press Enter to move back to the Client # field to enter the correct number. To turn the repeat feature off, contact your Finvi Support representative.
You can only use these options when creating new accounts. After you file the account, you can no longer access the Client# field.
The client name displays when you enter the client number.
NAMES
The name can be a person's name or a business name. Please be aware of the following:
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The name cannot be exactly three characters long.
If you have a business name that is three characters long, you may want to follow it with Inc. or Co. For example, if you have a customer that is a company called CEO, you need to enter that as CEO INC.
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Account names are cross-referenced and searchable. As such, it is important that you enter names according to the following rules:
Name format rule
Example
Enter names in Last Name, First Name format
SMITH, JOHN
Include a space after the comma before the first name
SMITH, JOHN
No period after an initial
SMITH, JOHN L
Jr/Sr abbreviation belongs at the end of the name, with no period after
SMITH, JOHN L SR
Roman numerals can be used
SMITH, JOHN L IV
No commas or periods in business names
ULTIMATE RECOVERY INC
If you enter a business name with a comma, the system treats it as a person and does not group it with other business accounts. The system searches for business names differently than personal names, so an incorrectly entered business name may be difficult to access.
NAME2
This field is optional. The additional responsible party can be a spouse, co-signer, a patient's name (for medical accounts), or any other individual equally responsible for the debt. This field uses the same name rules as the Name field.
This field can also hold an alias or the address of someone who will deliver or forward correspondence to the customer. If an alias or care of (C/O) address is entered, use these rules:
|
Name2 format rule |
Example |
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Use AKA (Also Known As), followed by a colon, for aliases |
AKA: SMITH, JOHN |
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Use C/O, followed by a colon, for "in care of" |
C/O: WHITE, JOAN |
CHANGING CONTACT INFORMATION FOR ACCOUNTS IN PACKETS
If you are updating an account, and your system is set to allow packet members to be changed when a name or address is changed on a packeted account, you can choose to update all of the packet members' information. For details, see Updating packet member information.
ADDRESSES
Using the following rules when entering an address.
|
Address format rule |
Example |
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When entering an address in the United States, use the abbreviations St, Ave, Blvd, without a period |
5500 NE 107th Ave |
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Place apartment numbers at the end of the street address |
5500 NE 107th Ave # 14 |
The Address2 field follows the same conventions as the Address field, including the international address option. Most often the Address2 field holds information about an additional or second address. We recommend that you enter the primary address information in the Address field and secondary address information in the Address2 field. For example, if a customer's primary address is a PO Box and the secondary address is a physical location, enter the PO Box information in the Address field and the physical address in the Address2 field.
When entering post office box information, do not use periods (example: PO Box 1378). You can access this field by entering a forward slash (/) in the City field. The Collector System automatically advances to the City field, as the Address2 field is seldom used.
If the customer's address is not in the United States, add the address using the International Address window. After you enter the information in the window, The Collector System pulls the address into the Account Update screen, adjusting field titles as necessary. International address conventions differ from country to country, as a result, the International Address window provides additional address lines, if needed.
When using international addresses, you must use the international address block codes.
You must enter the country name as the last line, or The Collector System will not recognize the address. You should enter the country name in English using all capital letters, as per the United States Postal Service International Address parameters.
CITY CODES
Your agency sets up city codes as shortcuts for entering city, state, and zip code information. Usually the code is a zip code, but it can also be any alphabetic, numeric, or alphanumeric combination that suits your needs.
TELEPHONE NUMBERS
When entering telephone numbers, use the following rules:
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Telephone format rule |
Example |
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Enter numbers with or without the area code |
360-555-1212 555-1212 |
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Use hyphens rather than parentheses or forward slashes |
360-555-1212 |
The Collector System can cross-reference telephone number can be cross-referenced in the Inquiry files, allowing you to look up accounts by phone number. In addition, accounts can be matched by telephone number on the Matching report. Contact your Finvi Support representative to enable these features on your system.
DATE OF BIRTH
You can enter the customer's birth date or the customer's age for an account. The DOB field can hold any information you like as long as it is preceded by an X.
When this field stores data other than the birthday, The Collector System does not use it to match accounts for packeting.
If you enter a date of birth, The Collector System changes it to MM-DD-YY format, regardless of the format you enter the date in.