Collection Code Maintenance

Lending Lending Collection Code Maintenance

1. Introduction

Collection Code Maintenance in the FLEX system is a vital tool for creating and managing standardized action and comment codes used within Collection Maintenance. This feature supports the generation of various communication types, including loan collection letters and overdrawn share letters, and facilitates the addition of structured comments to Collection Activity.

2. Purpose

Collection Code Maintenance serves to:

  • Create Letter codes for generating loan collection and overdrawn share letters.
  • Create Collection action codes for adding comments to Collection Activity.
  • Standardize communication and activity logging within the collections process.

3. Accessing Collection Code Maintenance

Collection Code Maintenance can be found under the Collections menu in the FLEX Main Menu:

  1. Navigate to Collections.
  2. Expand Configuration.
  3. Select Collection Code Maintenance.

The “Collection Code Maintenance” screen will display all existing collection codes configured in the system.

4. Collection Code Maintenance Screen Overview

The main screen lists all collection codes with the following columns:

  • Code: Unique identifier for the collection code.
  • Description: A longer description of what the code is used for.
  • Type: Indicates the type of code (Letter, Email, Delinquent Notice, Collection Action, Delinquent Payment).
  • User Data: Defines how a letter is archived to Document Manager.
  • Form: (Specific to letter codes)
  • Date Prompt: Indicates if a date prompt is associated with the code.
  • Amount Prompt: Indicates if an amount prompt is associated with the code.
  • UDF Prompt: Indicates if a User Defined Field (UDF) prompt is associated with the code.

Available Actions:

  • Refresh: Updates the list of collection codes.
  • Add: Creates a new collection code.
  • Copy: Creates a new code by copying an existing one.
  • Edit: Modifies an existing collection code.
  • Edit Letter: Opens the letter editor for letter-type codes.
  • Delete: Removes a collection code from the system.

5. Adding/Editing a Collection Code (Basic Information)

When adding a new code or editing an existing one, you will configure the following basic information:

  • Entry Code: Enter a unique three-character abbreviation to identify the code.
  • Description: Enter a long description that clearly identifies the code’s purpose.
  • Code Type: Select one of the following types:
    • L: Letter
    • E: Email (Must be configured in Email Control Parameters)
    • N: Delinquent Notices to member recorded in notes (system default)
    • C: Collection Action
    • P: Delinquent Payment recorded in notes (system default)
  • User Data: Defines how the letter (if applicable) is archived to Document Manager.
  • Letterhead Form: Input *YES if the letter should use a letterhead form. Note that the letter form must first be set up by the FLEX Forms Department.
  • Display Card Field: If checked, the card number will be available to insert into the letter using the CARDNUM tag.
  • Print Bad Addresses: If checked, letters will print even if the address is flagged as a bad address.

6. Prompts Configuration

Prompts are used for collection action codes or letter codes that require manual input of additional information not already in the system.

  • Date 2/Date 3/Date 4:
    • Information will be in mmddyyyy format.
    • Enter a description (e.g., “Date Promised By”) to prompt the user for a date.
  • Amount 2/Amount 3/Amount 4:
    • Information will be in dollar amount format.
    • Enter a description (e.g., “Amount Promised”) to prompt the user for a dollar amount.
  • Text 1/Text 2/Text 3:
    • Information will be in free text format.
    • Enter a description (e.g., “Additional Information”) to prompt the user for text.

7. Editing a Collection Letter

If a new collection code is being added with a “Letter” code type, or if you click “Edit Letter” for an existing one, the “Edit Collection Letter” screen will appear. This screen allows you to create the body of the letter.

7.1. Letter Editor Actions

  • Save: Saves the current letter content.
  • Load Template: Allows you to upload a previously saved template.
  • Save As Template: Saves the current letter as a template for future use.
  • Cancel: Exits without saving changes.

7.2. Letter Tab

The “Letter” tab is where the body of the collection letter is created. It functions similarly to a mail merge, allowing you to insert tags that pull data from existing records.

  • Content Creation: You can type directly into the letter body or copy and paste from another source (e.g., a Word document) and then insert tags.
  • Inserting Tags: To insert a tag, position the cursor where the tag needs to be placed and click on the desired tag from the available lists. The tag will be automatically inserted.
  • Easy Access Tags: Some commonly used tags are directly available on the “Letter” tab. Refer to the “General Tags” and “Name Tags” tabs for a comprehensive list of available tags.

7.3. Formatting Tags (Used in Pairs)

These tags apply formatting to the text enclosed between the opening and closing tags. They will wrap to the next line, applying the formatting until the second tag is encountered.

  • <U> – Underline: Underlines the enclosed text.
  • <B> – Bold: Bolds the enclosed text.
  • <I> – Italics: Italicizes the enclosed text.

7.4. Conditioning Tags (Used in Pairs, Per Line)

These tags control which copy of the letter specific data will print on. They must be entered for each line. If everything to the end of the line should be conditioned, the second tag is not necessary.

  • <C> – Comaker: Data between these tags will print only on the Co-maker’s copy.
  • <M> – Member: Data between these tags will print only on the Member’s copy.
  • <J> – Joint: Data between these tags will print only on the Joint Owner’s copy.

7.5. Font Tags

Font tags change the font of the text following them. All text will remain in the selected font until another font tag is encountered. Font changes should not be done near the end of a line to avoid truncation. Changing the font will reset <B> and <I> tags. If a font does not reside on the printer, the printer will select the closest available font.

  • <F1> – Courier: Default fixed-width font. Ideal for aligning columns.
  • <F2> – Arial: Changes text to Arial font.
  • <F3> – Times New Roman: Changes text to Times New Roman font.
  • <F4> – Antique Olive: Changes text to Antique Olive font.
  • <F5> – Garamond: Changes text to Garamond font.

7.6. End of Letter Tag

  • <END> – End of Letter: This tag is required at the end of the letter data. It instructs the program where to stop writing, preventing extra blank pages. Any content after or on the same line as this tag will be ignored. The program supports letters up to three pages.

7.7. General Tags Tab

This tab contains a comprehensive list of tags that pull in general data related to accounts, loans, collateral, and shares. Examples include:

  • Account Information: <ACCOUNT>, <SUFFIX>, <CURBAL>, <OPEND>
  • Loan Only Information: <LPAYDT>, <LNPAYM>, <INTRT>, <PAYOFF>, <LFEES>, <FREQ>
  • Collateral Information: <COLLAT>, <VEHDESC>, <VYEAR>, <VMAKE>, <VMODL>, <VIN>
  • Share Only Information: <PLEDGED>, <AVAIL>, <MINBAL>, <ANNFEE>
  • User Defined Prompts: <AMOUNT2>, <AMOUNT3>, <AMOUNT4>, <DATE2>, <DATE3>, <DATE4>, <TEXT1>, <TEXT2>, <TEXT3>
  • Current Date Formats: <TODAY>, <DATE1>
  • Justification: <LEFT>, <RIGHT>

7.8. Name Tags Tab

This tab provides tags for pulling in various name and address components for members, co-borrowers, and secondary parties, in both upper case and mixed case formats. This is useful for addressing letters and populating address blocks. Examples include:

  • Varying (Recipient) Information: <NAME>, <FIRST>, <ADDL1>, <ADDL2>, <CITY>, <ST>, <ZIP>, <HMPhone>, <WKPhone>, <SSN>
  • Member Information: <MNAME>, <MFIRST>, <MADDL1>, <MADDL2>, <MCITY>, <MST>, <MZIP>, <MHMPhone>, <MWKPhone>, <MSSN>
  • Secondary 1/2/3 Information: <SNAME1/2/3>, <SFIRST1/2/3>, <SADDL11/2/3>, <SADDL21/2/3>, <SCITY1/2/3>, <SST1/2/3>, <SZIP1/2/3>, <SHMPhone1/2/3>, <SWKPhone1/2/3>, <SSSN1/2/3>

8. Example Letters

The documentation provides examples of how tags are used in a letter and how the printed letter appears with populated data, including a specific example for a co-signer letter using the <C> conditioning tag.

9. Confidentiality Notice

This document is published by Computer Marketing Corporation/FLEX and is intended solely for its contracted clients. It may contain information that is privileged, confidential, or otherwise protected from disclosure. Dissemination, distribution, or copying of this document and any accompanying attached information by someone other than the intended recipient(s) is strictly prohibited.