Initial Setup Sequence

Enter the information in the order presented below. If the order of the INITIAL SETUP SEQUENCE is not followed, it may not be possible to input all data necessary in all windows where an entry is needed. Please read the entire INITIAL SETUP SEQUENCE and review any necessary portions of the manual relating to these procedures before proceeding with implementing these instructions.

  1. Clear the sample data that is included with the system. From the SYSTEM MENU, select the UTILITIES sub-menu and then run the CLEAR ALL DATA FILES process.

This process clears out all data files within the system, including any new data you may have entered while demonstrating or testing the system. There are some items left after the process is complete: standard TRANSACTION CHARGE CODES, standard CONTRACT TYPE CODES, standard CREDIT BUREAU STATUS CODES, a CHART OF ACCOUNTS for COMPANY 001 that can be used for COA duplication, the DEMO USER ID for user logon and a data export format for transferring data to Comtronic System's Debtmaster system.

  1. From the SYSTEM MENU, select the SETUP sub-menu and then open the USER SETUP window. Set up a USER ID and PASSWORD for each user of the system. You should also set security levels and COLLECTOR IDs, if necessary, for each user.

  2. From the SYSTEM MENU, select the SETUP sub-menu and open the OPTIONS SETUP window. Enter the correct information and choose the appropriate settings.

  3. From the G/L MENU, select the CHART OF ACCOUNTS sub-menu and open the CHART OF ACCOUNTS WINDOW. You need to set up an initial CHART OF ACCOUNTS. This initial chart of accounts provides you with a standard setup that can be used as the basis for each company's CHART OF ACCOUNTS. Duplicating this standard setup saves time when the COA for most companies are the same or similar.

Rather than setting up the initial CHART OF ACCOUNTS from scratch, you can use a COA that is provided as a sample, for COMPANY 001. The CLEAR ALL DATA FILES process done in step #1 will clear out COMPANY 001, but the COA will remain in the system. You should edit the COMPANY 001 COA as necessary and then use either the COA DUPLICATION PROCESS or the G/L INFO push-button in the COMPANY WINDOW to duplicate it for use with other companies.

  1. From the G/L MENU, select the BANK/CHECK sub-menu and open the BANK WINDOW. Enter complete information for each bank where funds will be kept.

  2. Run the following reports:

• CONTRACT CODE LISTING (on the CODE sub-menu of the SYSTEM MENU)

• TRANSACTION CHARGE CODE LISTING (on the CODE sub-menu of the SYSTEM MENU)

• CREDIT BUREAU STATUS CODE REPORT (on the SYSTEM MENU| OPTIONS SETUP sub-menu | CREDIT BUREAU SETUP sub-menu

Use these reports to determine whether or not the standard codes are sufficient for your needs or if additional codes need to be added to the system. Open the appropriate corresponding window to add, edit or delete the codes as necessary. For the Transaction Charge Codes, please make sure that the G/L account numbers entered correspond to the Chart of Accounts that you have set up.

  1. From the CLIENT MENU, open the CLIENT WINDOW. Enter complete information for each client for whom you are collecting. After you have entered all your clients, run the CLIENT REPORT from the CLIENT MENU to verify the accuracy of your data entry.

  2. From the CLIENT MENU, open the COMPANY WINDOW. Enter complete information for all the companies owned by one or more clients. After you have entered all your companies, run the COMPANY report from the CLIENT MENU to verify the accuracy of your data.

  3. From the CONTRACT MENU, open the CONTRACT WINDOW. Enter complete information for all contracts. After you have entered all the contracts, run the CONTRACT LISTING from the CONTRACT MENU to verify the accuracy of your data.

  4. From the PAYMENT MENU, open the PAYMENT WINDOW. Enter all necessary contract payments up to the current date. After entering the payments, run the PAYMENT AUDIT report to verify the accuracy of your entries. After the verification, you should run the CLOSE BATCH process to post the payments to the CHECK REGISTER.

  5. From the GENERAL LEDGER MENU, select the VENDOR sub-menu and open the VENDOR WINDOW. Enter all vendors (providers of goods and/or services to your organization) that you pay on a regular basis.

  6. From the GENERAL LEDGER MENU, select the PAYABLES sub-menu and open the PAYABLES window. Enter the bills to be paid, including recurring payables to vendors.

  7. From the GENERAL LEDGER MENU, select the RECEIVABLES sub-menu and open the RECEIVABLES window. Enter any receivables that are not contract payments.

  8. From the SYSTEM MENU, select the SETUP sub-menu and open the FINANCIAL STATEMENT window. Use this window to set up your PROFIT & LOSS and BALANCE SHEET financial statements.

  9. From the GENERAL LEDGER MENU, select the BANK/CHECK sub-menu and initiate the PRINT CHECKS process to make payments on payables.

  10. From the FILE MENU, initiate the AUTO CHARGE PROCESS. This process updates contract information, fees and other recurring charges. It also updates recurring GENERAL LEDGER transactions.

  11. From the REPORTS MENU, run the DELINQUENT PAYMENT report. Use this report to verify your delinquency figures. Make any necessary corrections using the CONTRACT WINDOW.

You are now ready to automate all of your contract collection tasks on a daily, monthly and annual basis.