AR Management Configuration


				

Contents

Overview

AR Management Configuration (ARM) is the exclusive page for the Back Office Support Services (BOSS) configuration. This page is located in the Financial section in System Configuration.

The purpose of this configuration is to create the Notification Schedules that are sent to each Member when their accounts reach past due balance threshold.


AR Management Configuration is a tabbed page and the configuration MUST be done in this specific order:

  1. Business Unit Settings
  2. Templates
    1. Phone Templates
    2. Email Templates
    3. Letter Templates
  3. Notification Schedules

See Configuring ARM below for the reasoning behind this specific order and also some other Very Important information regarding the configuration process!

Configuring ARM

Configuring the tabs in the specific order below is necessary because assigning a Template (i.e. notification method) to a schedule is a REQUIRED element in the process of creating each Notification Schedule. Therefore, configuring the Template Types (Phone,Email,Letter) you are going to use is required to set up a schedule. However, configuring the three (3) Template Types in any specific order is NOT required. If you are not going to use a specific Template Type, configuring that template is not required to operate the feature.


VERY IMPORTANT...The first step in configuring each tab is to select the applicable level in your Enterprise hierarchy.

  • Templates are ONLY inherited downward, not upward in your Enterprise hierarchy i.e if a template is created at a specific Business Unit, it will not be available at another Business Unit, or at the Division or Enterprise levels.
  • Templates are inherited accordingly only AFTER an initial Notification Schedule is created.
  • Templates will ONLY display in the options list (left section) at the level at which they were created however, you can still select templates that were created at a from a higher level i.e. if you are at the Division level you can still select templates for each Notification Schedule created at the Enterprise level but only templates created at that Division will display in each of the four (4) applicable tabs (this does not apply to the Business Unit Settings tab).
    Enterprise drop-down list.

Business Unit Settings

This tab is divided into four (4) distinct sections.

  1. Processing Options (required)- The Grace Period selector is the number of days after being processed in MosoPay that an ACH transaction is considered complete. (Default = 10)
  2. Phone Call Time - This designates the time of the day that the call will be made.
    1. The Phone calls will begin at drop-down list defaults to 1:00 PM.
    2. The list is limited to times between 10:30 AM to 3:30 PM in 30-minute intervals.
  3. Letter Logo - The Letter Logo ID is the code that was assigned to you by your Motionsoft representative during the implementation process. This unique code is used by the printing service to identify the proper logo to use for each letter to your Members. IMPORTANT...Enter your assigned code ONLY in this field!!!
  4. Sender Contact Information - The fields marked with asterisks (*) are required.
    1. The entry you make in the Address Line 1 field is also all that displays in the History tab in the ARM pop-up window from the Manage menu on the Member's Profile page.
    2. The Country field defaults to US and is read-only. Other countries will be available at a later date.
    3. The Website URL field is what populates the AR MANAGEMENT WEBSITE field in a Letter Template.
  5. Click the Save button.
Completed Business Unit Settings.

Letter Templates

ALL letter templates must be produced by Motionsoft. The Final Notice and First Notice are the default, preconfigured letter options added at the Enterprise level. To produce a custom letter, or to add these default options to other levels of your Enterprise, contact your Motionsoft Project Manager.

Letter Templates tab with added templates.


Below is the Final Notice letter template. The highlighted information denotes data that is pulled directly from the database or from the information you enter in the Business Unit Settings tab e.g. the AR MANAGEMENT WEBSITE that displays in the letter is what you entered in the Website URL field.

Preconfigured Final Notice letter template.



Why the TWO (2) MEMBERNAME fields???...

While both are pulled from the same field in the database table, the MEMBERNAME on the LEFT also includes the Member Address so it will display properly in an envelope window.


Email Templates

The setup in this tab is similar to that in Template Configuration.


To Create an Email Template:

  1. Select the level of your Enterprise at which you are creating this Email Template from the tree view in the drop-down menu (left side, above the tabs).
  2. Click the Add button. The three (3) required fields will be highlighted (red) and New Record will display in the list until you save this record.
  3. Enter a Name (required).
  4. The Is Active? check box defaults to selected. If this template is actively being used in an email notification, "(In Use)" displays next to this check box.
    In Use notice on an email template.
  5. Enter a Subject (required). This text will display in the Subject Line of your email notification.
  6. The Last Updated field displays the date and time this template was last updated. This will be blank during the initial configuration process (see last step).
  7. Select either Text or HTML from the Content Type drop-down list. These are hard coded and the only two available options.
    1. If you select HTML, the standard formatting toolbar displays but will not be activated until you click in the text field.
    2. Enter the plain text or HTML elements, pending on your previous selection, in the bottom field. You can select the tags you want to insert for either option by clicking the Show Fields button.
    3. If you hover over an unselected tag, a tip box will display on how to add the tag to the body of the Template.
    4. To insert a tag:
      1. Click the tag (the tag will be highlighted in light blue), then click where in the bottom section you want to insert that tag.
      2. The text cursor will remain in that spot. Meanwhile, move your default cursor back to the selected tag and double click. This will insert the tag in that spot in the bottom section.
        Selecting and adding tags to a Template.
  8. If everything is correct, click the Save button.
    Finalized Email Template
  9. The Last Updated field will update every time you make any change to this template. Note in the above screen shots that this template was either created, or last updated, on 10/9/2014 09:58 am. Below it was subsequently updated at the listed date and time.
    Email Template Update

Phone Templates

All phone messages are professionally prerecorded and uploaded into this page. Waveform Audio File Format (WAV) is the only sound file format accepted in MosoMRM.

The Workflow for uploading and using a Phone Template:

  1. Customer requests a phone template from their Motionsoft Project Manager or other designated representative.
  2. Motionsoft produces the phone message.
  3. Motionsoft distributes the WAV file to the customer who in turn, uploads the file onto this configuration page.
  4. Customer creates a Notification Schedule using this Phone Template.

Tips for creating an effective sound clip are located in the Instructions box at the top of this page (highlighted area in screen shot below).

To Create a Phone Template:

  1. Select the level of your Enterprise at which you are creating this Phone Template from the tree view in the drop-down menu (left side, above the tabs).
  2. Click the Add button. The three (3) required fields will be highlighted (red) and New Record will display in the list until you save this record.
  3. Enter a Name (required).
  4. The Is Active? check box defaults to selected.
  5. Enter a Description for the purpose of the call (optional).
  6. The Last Updated field displays the date and time this template was last updated. This will be blank during the initial configuration process.
  7. To upload a Sound File, click the Browse button and select the file from where you saved it on your hard drive.
  8. Click the Save button.
    Completed Phone Template.

Notification Schedule

After all of the other configurations are complete, this is where you create and add your Notification Schedules.

Things to remember as you proceed through this configuration...

  • BOTH the Days in ARM and Balance Threshold criteria must be met to actuate the Notification Schedule.
  • Each record must be unique or you will receive an error message. Creating a unique record is determined by the Days in ARM and Balance Threshold as they relate to the Notification Type AND Notification Template. This will help you avoid overlapping notifications:
    • Example 1: If you create an Email notification using "Template 1" with a Start Date of 12/27 to actuate when a Member is "30" Days in ARM and a Balance Threshold or $150, you must change either the Days in ARM and/or the Balance Threshold to use Template 1 again and also give it a unique Start Date.
    • Example 2: You can use the same criteria from Example 1 above ("30" Days in ARM with a Balance Threshold or $150) IF you select another Notification Type (Phone or Letter).

To Add a Notification Schedule:

  1. Select the level of your Enterprise at which you are creating this Notification Schedule from the tree view in the drop-down menu (left side, above the tabs).
  2. Click the Add button to activate the row editor. The required fields will be highlighted (red) and the schedule will default to Active. A Description and End Date are not required.
    Adding a Notification Schedule.
  3. Enter a Name for the schedule.
  4. Select or enter the number of days the Member will need to be in ARM before the schedule can be actuated in the Days In ARM selector field.
  5. Enter a dollar amount in the Balance Threshold field. This is the dollar amount that the account must be past due to actuate the schedule.
  6. Select a Notification Type (Email,Letter,Phone).
  7. Select a Notification Template.
    1. This list will change pending on the Notification Type you selected.
    2. If at least one (1) Template Type is not configured for this level of your hierarchy, this drop-down list will be empty and you will not be able to proceed and save the schedule.
  8. Enter a Description for the notification (optional). HOWEVER...the text you enter here displays in the Activity field in the History tab of the ARM pop-up window.
  9. Enter or select a Start Date. This will default to the current date.
  10. Enter a End Date (optional).
  11. If everything is correct, click the Update button.
    Completed Notification Schedule.
  12. If there are any overlaps, or the record is not otherwise unique, you will see the following pop-up message:
    Error Message pop-up window.

Technical Information

Related Information

Financial

AR Management Configuration
Billing Schedules
Commission Batch Management
Commission Groups
Decline & Reversal Reasons
Decline & Reversal Reason Mappings
Holidays


Invalid Credit Cards
Tender Types
Target Entry
Tender Report Group
Payroll Schedules
Performance Schedules
Performance Schedules


System Configuration
The MosoMRM User Interface
The MosoMRM Glossary
Setting Up Your MosoMRM System
The MosoMRM Modules
Operation Security
Feature Security