Collections (form)

  • Article

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click Accounts receivable > Common > Customers > All customers. On the Action Pane, click Customer or double-click a customer account. On the Action Pane, click the Collect tab, and then click Collections.

–or–

Click Accounts receivable > Common > Collections > Collections. Double-click a customer account.

–or–

Click Accounts receivable > Common > Collections > Collections activities. Double-click a customer account.

–or–

Click Accounts receivable > Common > Collections > Collections cases. Double-click a customer account.

Use this form to manage collections information, activities, and cases for a customer.

You can double-click a transaction in the upper pane to view more information about the transaction in the Customer transactions form. You can double-click an activity in the lower pane to view more information about the activity in the Activities form.

Use the Contact FactBox to view collections contact information for the customer. You can click the email icon next to the E-mail or Salesperson fields to create an email message for the contact or the salesperson. The default contact is the collections contact for the customer. If a collections contact is not specified, the primary address for the customer is used. If a primary contact is not specified, email messages will be sent to the first address listed in the Contacts form. The salesperson is the default sales representative for the customer sales group that is associated with the customer.

Use the Aged balances FactBox to view aged balances for the customer, based on the selected aging period definition. The default aging period definition is taken from the customer pool that is selected on the list page from which you opened this form, if an aging period definition was specified for the pool query. If the pool does not have an aging period definition or if this form was opened from the Customers form, the default aging period definition that is specified in the Accounts receivable parameters form is used. If no default aging period definition is specified, the first aging period definition in the Aging period definitions form is used. The aging period balances are stored in the aging snapshot for the customer. You can click Update aging to update the aging snapshot for the customer. By default, amounts are shown in the accounting currency of the legal entity that you are logged on to. You can change the currency by using the Currency button in the Select group on the Action Pane. If multiple legal entities are included in the aging snapshot, information for all legal entities is included. You can restrict the legal entity information by using the Company button in the Select group on the Action Pane.

Use the Credit information FactBox to view the credit limit and current balance information for the customer. By default, amounts are shown in the accounting currency of the legal entity that you are logged on to. You can change the currency by using the Currency button in Select group on the Action Pane. If multiple legal entities are included in the aging snapshot, information for all legal entities is included. You can restrict the legal entity information by using the Company button in the Select group on the Action Pane.

Note

The amount due balance that is shown in the Credit information FactBox might differ from the balance in the Aged balances FactBox. If the aging snapshot does not include all possible transaction dates, the balance in the Aged balances FactBox does not include transactions in aging periods before the earliest aging period or after the latest aging period. To change the transactions that are included in the balance, you can change the aging period definition, the aging-as-of date, or both for the aging snapshot. For more information, see Create an aging snapshot.

Task that uses this form

Key tasks: Collections

The following tables provide descriptions for the controls in this form.

Tabs

Action Pane

Tab

Description

Collect

Perform actions that help you manage collections information for the customer.

Communicate

Manage communications that are related to collections. These include sending email messages and statements, reprinting original invoices, and attaching documents to the selected case, transaction, or activity.

General

Perform common tasks, such as updating contacts and addresses, and viewing statistics.

Upper pane

Tab

Description

Open transactions and All transactions

View and perform actions on transactions for the customer. If you are using centralized payments, information for all legal entities that are included in the customer’s aging snapshot is included. You can restrict the legal entity information by using the Company button in the Select group on the Action Pane.

Lower pane

Tab

Description

Activities

View, create, and perform actions on activities for the customer.

Buttons

Action Pane

Button

Description

Action

Create an action activity that is associated with the customer. An action is a record of something that has already occurred, and indicates that the activity has a start date, end date, and time. For example, if the customer calls you to discuss a transaction, you can enter an action activity to explain what you talked about and the decisions that you made. The action activity is displayed in the Activities list in the lower pane. If a case is selected in the Case ID: field, the activity is automatically added to the case.

Appointment

Create an appointment that is associated with the customer. An appointment is a scheduled meeting, and indicates that the meeting has a start date, end date, and time. The appointment activity is displayed in the Activities list in the lower pane. You can also view the appointment, including starting and ending times, in the Activities form. If a case is selected in the Case ID: field, the activity is automatically added to the case.

If Microsoft Dynamics AX is configured to synchronize information with Microsoft Outlook, a meeting is added in Outlook when the synchronization process occurs. You can invite other participants by using Outlook.

Event

Create an event activity that is associated with the customer. An event is an activity without time limits, and without Outlook integration. The event activity is displayed in the Activities list in the lower pane. If a case is selected in the Case ID: field, the activity is automatically added to the case.

Task

Create a task that is associated with the customer. A task is work to do in the future, and indicates an activity without time limits, such as answering a telephone or sending a fax. By default, the employee who enters the task is responsible for completing it. The task activity is displayed in the Activities list in the lower pane. If a case is selected in the Case ID: field, the activity is automatically added to the case.

If Microsoft Dynamics AX is configured to synchronize information with Outlook, a task is added in Outlook when the synchronization process occurs.

Close case

Close the case that is currently displayed.

Update aging

Update the aging snapshot for the customer, using the current date as the aging date that the transaction dates are compared with. If the aging snapshot contains information for multiple legal entities, the updated aging snapshot contains information for the same set of legal entities. Amounts are stored in the accounting currency of the legal entity that you are logged on to when you update the aging snapshot.

The calculation uses the aging period definition that is specified for the customer pool that is used to display the list page that the Collections form is opened from. If the pool does not have an aging period definition, the aging period definition that is specified in the Accounts receivable parameters form is used. For more information about aging snapshots, see Customer aging snapshot (form) and Create an aging snapshot.

Calculate interest

Calculate interest notes for the customer.

Reimburse

Reimburse the customer for the amount of an overpayment. If the aging snapshot contains information for multiple legal entities, the balance for all the included legal entities is considered. For more information, see Key tasks: Collections.

Collection letter journal

Open the Collection letter journal form, in which you can view the collection letters that have been created for the customer.

Interest journal

Open the Interest journal form, in which you can view the interest notes that have been created for this customer.

Transactions

Open a menu that contains the following items:

  • Transactions – Open the Customer transactions form, in which you can view transactions for the customer.

  • Settle open transactions – Open the Settle open transactions form, in which you can select transactions to be settled.

  • Closed transaction editing – Open the Closed transaction editing in several currencies form, in which you can view and reverse transactions that have been settled.

Customer

Open the Customers form, in which you can view account information for the customer.

Activities

Open the Activities form, in which you can view activities that are associated with the customer and enter additional information for the activities.

Cases

Open the Cases form, in which you can view cases that are associated with the customer and enter additional information for the cases.

Statement

View the customer’s statement in Microsoft Excel format. You can select a starting date for the range of transactions to include on the statement and decide whether to include only open transactions, or both open and settled transactions. If the aging snapshot contains information for multiple legal entities, transactions are included for all the legal entities.

Statistics

Select a legal entity and then click Open statistics to open the Statistics – Customer account form, in which you can view the number of transactions, total transaction amounts, discounts that are used, and the days to pay for the customer.

Aging period definition

Select an aging period definition. By default, the aging period definition that is associated with the aging snapshot for the customer is displayed. The aging period definition controls the aging periods and amounts that are shown in the Aged balances and Credit information FactBoxes.

Currency

Open a menu that contains the following items:

  • Company – Display amounts in the Aged balances and Credit information FactBoxes in the legal entity’s accounting currency.

  • Customer – Display amounts in the Aged balances and Credit information FactBoxes in the customer’s currency.

Company

Select one or more legal entities in the customer’s aging snapshot for which to view information. The legal entities that are shown in the list were selected when the aging snapshot was created.

Refresh

Refresh the information in the form.

Export to Microsoft Excel

Export the transactions that are displayed on the Open transactions or All transactions tab to Microsoft Excel.

Customer

Open the Documents form, in which you can create or edit documents or notes that are attached to the selected customer account.

Case

Open the Documents form, in which you can create or edit documents or notes that are attached to the selected case.

Activity

Open the Document handling form, in which you can view notes and documents that are attached to the selected activity.

Transactions

Open the Document handling form, in which you can view notes and documents that are attached to the selected transaction.

Statements

Open the Customer - external account statement form, in which you can print an account statement for the customer.

Transactions to contact

Open Outlook, where you can send an email message to the contact that is specified in the Contact field. If a collections contact is not specified, the primary address for the customer is used. If a primary contact is not specified, email messages will be sent to the first address listed in the Contacts form. The transactions that are selected are included as an attachment. The attachment is in Excel format and contains three worksheets. An email template for messages to customer contacts can be specified in the Accounts receivable parameters form.

This button is not available if the contact that is selected in this form does not have an email address set up.

Statement to contact

Prepare a statement and open Outlook, where you can send an email message that has an attached statement to the address specified in the Contact field. If a collections contact is not specified, the primary address for the customer is used. If a primary contact is not specified, email messages will be sent to the first address listed in the Contacts form.

You can select a starting date for the range of transactions to include on the statement and decide whether to include only open transactions, or both open and settled transactions. If the aging snapshot contains information for multiple legal entities, transactions are included for all the legal entities.

The statement is in Excel format and contains three worksheets. An email template for messages that have statements can be specified in the Accounts receivable parameters form.

This button is not available if the contact that is selected in this form does not have an email address set up.

Transactions to salesperson

Open Outlook, where you can send an email message to the employee who is specified as the sales representative for the sales group that is assigned to the customer. If transactions are selected, they are included as an attachment. The attachment is in Excel format and contains two worksheets. An email template for messages to salespeople can be specified in the Accounts receivable parameters form.

This button is not available if the salesperson that is displayed in this form does not have an email address set up.

New collection letters

Open the Creation of collection letter form, in which you can create a collection letter for the customer.

Print/Post letters

Open the Collection letter note form, in which you can view, print, and post collection letters that have been created for the customer.

Print/Post interest notes

Open the Interest note form, in which you can view, print, and post interest notes for the customer.

Address

Open the Customers form with the Address FastTab displayed, on which you can update address information for the customer. For example, you can add a statement address that is printed on the customer external account statement.

Contacts

Open a menu that contains the following items:

  • Contacts – Open the Contacts list page, on which you can view and manage contact information for the customer’s collections contact. If a collections contact is not specified, the primary contact for the customer is used. If a primary contact is not specified, the first address listed in the Contacts form is used.

  • Add to Microsoft Outlook contacts – Add contacts that are associated with the customer to the list of contacts for synchronization with Outlook.

Prospect

Open the Prospects form, in which you can enter information about the potential customer.

Address book

Open the Address book form, in which you can enter address information about the customer.

Financial

Open the Financials form, in which you can update and view financial data for the customer.

Prospect

Open the Statistics form, in which you can update and view statistical data for the customer in a graphical format.

Upper pane

Button

Description

Change status

Change the collections status for the selected transactions. For more information, see Key tasks: Collections.

  • Not disputed – No collections action has occurred for the transaction.

  • Disputed – The customer has notified you that there is a problem with the transaction.

  • Promised to pay – The customer has agreed to pay the transaction amount.

  • Resolved – All problems with the transaction have been solved and no additional collections action is necessary.

Assign to case

Assign the selected transactions to a case. For more information, see Key tasks: Collections.

Remove from case

Remove the selected transactions from the case that they are assigned to.

Show

Open a menu and select one of the following items to specify which transactions to display in this form:

  • Open – Display only transactions that have not been settled.

  • Open and closed – Display all transactions, both settled and not settled.

NSF payment

Process the selected payment as a not sufficient funds (NSF) payment. For more information, see Key tasks: Collections.

This button is available only if the selected transaction is a payment (a credit balance without an invoice) entered in a payment journal, a bank account is assigned to the transaction, and the payment has not been canceled previously.

Write off

Write off the selected transactions. For more information, see Key tasks: Collections and Collections and credit in Accounts receivable.

Settle

Mark the selected transactions for settlement with each other. For more information, see Key tasks: Collections.

Reprint

Open the Original document form, in which you can view and print the document for the selected transaction.

Lower pane

Button

Description

Close activity

Close the selected activities.

Assign to case

Assign the selected activities to a case.

Remove from case

Remove the selected activities from the selected case.

Show

Open a menu that contains the following items:

  • Open – Display only activities that are not closed.

  • Open and closed – Display all activities, regardless of their status.

Origin

Open a menu that contains the following items:

  • Collections – Display only activities that were created in the Collections form.

  • All – Display all activities for the customer, regardless of where the activities were created.

Fields

Field

Description

Customer account:

Select a customer account or accept the default entry. By default this is the selected customer account on the list page or in the form from which you opened this form. If you opened the form from a list page, the customers in the list are the customers who are included in the collections pool that is used on the list page.

Case ID:

Select a collections case that is assigned to the customer or leave this field blank. If a case is selected, only transactions and activities that are associated with the case are displayed in this form.

Status

The status of the selected case.

Voucher

The voucher number that the transaction is attached to.

Date

The transaction date.

Invoice

The identifier for an invoice transaction.

Bill ID

The identifier for a bill of exchange transaction.

Amount in transaction currency

The transaction amount, in the currency of the transaction.

Balance

The amount of the transaction that has not been settled. This field is blank for payment transactions.

Currency

The currency code for the transaction.

Collections status

The status of the transaction in the collections process. To change the status, click Change status.

  • Not disputed – No collections action has occurred for the transaction.

  • Disputed – The customer has notified you that there is a problem with the transaction.

  • Promised to pay – The customer has agreed to pay the transaction amount.

  • Resolved – All problems with the transaction have been solved and no additional collections action is necessary.

Billing classification

The billing classification that was assigned to the invoice when it was created.

Note

This control is available only if the Public Sector configuration key is selected.

Documents

(Upper pane)

Click the icon to view or attach documents for the transaction.

Customer account

(Upper pane)

The customer account that is associated with the transaction. If a payment was made by one customer on behalf of another by using centralized payments, this account might differ from the customer account that is displayed in this form.

Company

(Upper pane)

The legal entity of the customer account that is associated with the transaction. If a payment was made by one customer on behalf of another by using centralized payments, this legal entity might differ from the legal entity of the customer account that is displayed in this form.

Closed

If this check box is selected, the activity is closed. To close an activity, click Close activity.

Category

The activity category. To create a new activity, click the Collect tab on the Action Pane, and then click a button in the New group.

Type

A user-defined type for the activity.

Purpose

The identifier of the activity.

Start date

The starting date for the activity.

End date

The ending date for the activity.

Responsible

The employee who is in charge of the activity. To change this, click the Collect tab on the Action Pane, and then click Activities.

Documents

(Lower pane)

Click the icon to view or attach documents for the activity.

Customer account

(Lower pane)

The customer account that is associated with the activity.

Company

(Lower pane)

The legal entity of the customer account that is associated with the activity.

See also

Collections and credit in Accounts receivable

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