Adding and Viewing Collection Notes
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The Shares – Collections tab lets you review collection notes for at the member level or account level, add collection notes and force an account into Collections.
To access the Collections tab, under Member Services on the Portico Explorer Bar, click Account Information. The Overview tab appears on top. Click the Shares tab. Locate the member using the search tool on the top menu bar. Select the down arrow to select the search method, then enter the search criteria. Select the green arrow or press ENTER to locate the member.
On the Shares tab, click the Select a Share Account down arrow to select a share type and description. Then, click the green arrow. Click the Collections tab.
How do I? and Field Help
View Collection Notes
When you access the Collections tab, any member-level collection notes will initially appear. To view the collection notes for an account in Collections, select a share account from the Select Notes for Share drop-down list. Only share accounts in Collections will appear in the drop-down list.
Collection notes can be created and viewed at the member-level in addition to account level. While account-level notes are only accessible by entering a specific account ID (note number, share type, or last 7 digits of a credit card account), member-level notes can be accessed from any account for the member. To view the notes created at the member-level, click the Member-Level Notes option to view all the member-level notes for the member. Member level notes will display regardless of the share selected. If the Account-Level Notes option is selected, you can only view the notes created at the account level for the specific share account.
To view the collection notes from a specific date, click the Select Notes Start Date down arrow and select a date from the pop-up calendar. Then, click the green arrow. To view notes from that date starting at a specific line, enter the starting line number of the notes in the Line Number field (Length: 3 numeric).
Click the Direction down arrow and select Forward to view the notes from the date selected forward. Select Backward to view the notes from the date selected backward.
The Collection Notes grid contains the collection officer's notes regarding the member or share account The Current Note Range group box indicates the beginning and ending date and line of the collection notes displayed. Click the left arrow to display collection notes from an earlier date. Click the right arrow to display collection notes from a later date. The View upper case notes in proper case format check box will be selected automatically when you access the Collections tab, and the note text will appear in mixed case. When you clear the check box, any notes that were originally entered in all upper case letters will appear in all capital letters.
The credit union-defined internal message regarding this member and collection officer's comments about the share account appear below the Collection Notes grid.
The Collection Letters Sent group box displays the codes indicating the type of collection letter sent to the member. This credit union-defined rank indicating the probability of recovery based on the collection officer's opinion appears in the Rank field.
The Criteria Met On field indicates the date that the share meets the negative dollar amount input in the Collections Amount field on the Share Profiles - Account Information tab. This date will be used in conjunction with the Non-Courtesy Pay Grace field on the Share Profiles - Account Information tab to determine when a share account is to be dropped into collections. The field will be initialized to blank and will remain blank until the collections amount is reached. If the share balance does not meet the amount in the Collections Amount field on the Share Profiles - Account Information tab, this field will be changed back to blank. The Went Negative field will automatically be updated to the system date after an online or back office transaction causes the share to meet the Collections Amount field on the Share Profiles - Account Information tab. This field will update only for share types flagged to drop into collections and is a non-maintainable field.
Example: A share balance has met the Collections Amount field on the Share Profiles - Account Information tab. The Non-Courtesy Pay Grace field is 0. If a share has a Went Negative date of 04/25/12 and there is no activity that brings the share positive in the 04/25/12 PM pass of the back-office cycle, the share will fall into collections at the end of the PM pass of the back-office cycle. If a share balance does not meet the Collections Amount field at the end of the 04/25/12 PM pass of the back-office cycle , but meets or exceeds the Collections Amount field during the AM pass of the back-office cycle, the Went Negative date will be updated to 04/26/12. For the member to drop into collections, the share must remain with the negative balance that meets or exceeds the Collections Amount field until the PM pass of the 04/26/12 back-office cycle.
If the Non-Courtesy Pay Grace field is 1 and a share has a Went Negative date of 04/25/12, the share will drop into collections during the 04/26/12 PM pass of the back-office cycle.
Adding Collection Notes
To add a Collections note to an account not in Collections, click the Add New Note button. The Add Collection Note dialog box will appear.
When a collection note is added to an account not in Collections, Portico will send the account to Collections and set the collection indicator. The account will have a status of current and the green C icon will appear on the Collections tab and Account Listing grid. If a member-level note is added, the account that was selected from the Select a Share/Loan Account drop-down list will have the collection indicator. The account is not given a tickler date, nor is it assigned to a Collection officer. It will appear on the Account Assignment window and the supervisor must manually assign the account to a Collection officer.
Notes added to an account not in Collections can be viewed, maintained or deleted on the Collection Detail – Notes tab. You can only edit or delete the notes on the same day the note is added. The Collection ID column will indicate the teller ID or collection ID of the employee that added the note. If a note is added to an account not in Collections, and the account becomes delinquent/negative and moved to Collections, the notes added at the time the account was not in Collections will move with the account.
When a collection note is added to an account not in Collections, the system-assigned reference number will begin with 4 + Julian day followed by hour and minutes (e.g. February 12, 2014 at 8:11am would be 4430811-xxxxx). If an account level note was added to the account, the reference number will appear with 4+HHHMM-xxxxx on the Shares/Loans - Collections tab. If the Member Level note option is selected on the User Profile – Preferences tab and a member level note was added, the reference number will be blank. To display the reference number when a member level note is added, select the Account option in the Level group box on the Shares/Loans – Collections tab.
Sending an Account to Collections
To send an account to Collections, select the Send to Collections check box and click Save. The Send to Collections field on the Collections tab will change to Y-Force Send to Collections. Portico will add the account to Collections in the back-office cycle and record the action in non-financial history. The following day, the account will appear in the Tickler File grid with the status Forced, and the Send to Collections field on the Collections tab will be changed to C-Forced into Collections. The account will have a green C indicator if the account has a positive balance or the loan is current. If the account has a negative balance or the loan is delinquent, the account will have a red C indicator. When the account is sent to Collections, it is given a tickler date and automatically assigned to a Collection officer using the criteria on the Auto Transfer window.
When a share/loan is sent to Collections by Portico, the system-assigned reference number will begin with the Julian day (001 – 365), hour, minutes and a sequential five digit number. If a share/loan is manually forced into Collections, the reference number will begin with the Julian day (001 – 365) followed by the hour, minutes and 5 digit number (e.g. February 12, 2014, at 8:11am would be 0430811-xxxxx). If the share/loan becomes current, falls out of Collections, then becomes negative/delinquent again and falls back into Collections, a new reference number will not be assigned. The previously assigned number will be used.
If an account is forced to Collections and then meets the delinquency/negative criteria in the back-office cycle to be in Collections, Portico will change the Send to Collections field to D-Sent to Collections.
You can stop an account from being sent to Collections if you clear the Send to Collections check box and click Save on the same day that you originally selected the Send to Collections check box.
The security permission, Shares – Tab – Collections – Maintain, controls access to the Send to Collections check box on the Shares tab. Users must be assigned to the Member Services – User security group to force a share account into Collections. You can also add this permission to a credit union-defined security group using the Security Group Permissions – Update window.
Reporting Analytics: Send to Coll Ind (Share Base subject in Share folder and ME Share Base subject in Month-end Information\Share Month-end folder)
You can purge the account and notes from Collections using the Purge Accounts window. The Purged from Collections group box will display the user ID of the user who purged the loan from Collections and the date the loan was purged from collections. If the collections system is not used, or if the loan is still in collections and has never purged out, this date will be blank. If the same loan has purged from collections multiple times, this date will be the last time the account was purged. The automatic updating of the Collection Purged On date will be reported on the 030 and 036 Reports and the History - Non-Financial History tab. Reporting Analytics: Coll Purge UserID (Share Base query subject in the Share folder and ME Share Base query subject in the Month-end Information\Share Month-end folder)
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