Adding Collection Notes
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You can use the Collections tab on the Loans and Shares tabs to add collection notes at the member level or account level. To add a collections note to an account, click the Add New Note button. The Add Collection Note dialog box will appear.
How do I? and Field Help
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 add notes at the member-level, click the Member Level option. If the Account Level option is selected, you can add notes at the account level for the specific loan or share account.
The Collection Notes grid lets you add collection notes regarding the member or the account. Enter your notes in the Note column and click Save.
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The date the note was added or updated by a collection officer or teller. |
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Note Time |
The time the note was added or updated by a collection officer or teller. |
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The collection officer or teller who last added or updated the collection note. |
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The line identifying the collection note. The default value for a new note is line 001. Length: 3 numeric |
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The note entered by the teller or collection officer. If you enter more than 65 characters, the 66th character will appear on the next line. |
The Collection Notes grid displays 9 lines of notes. To add a 10th line, enter 010 in the Starting Line Number field and click the green arrow. A blank 2nd page of notes will appear starting with line number 010. You can enter any line number in the Starting Line Number field to begin a blank 2nd page of notes with that line (e.g. 015, 045, etc.).
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.
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.
Click Save to save your changes to the collection notes. Click Cancel to close the dialog box without saving your changes.