Introduction To Getting Started With Data Entry
Once you completed the Collect! basics and initial setup,
you are ready to start entering data.
If you have used any collection software package prior to
purchasing Collect! you will already have some
knowledge of the kind of data that is needed. Most likely,
you will have a good understanding of the record
relationship between a Client and a Debtor and the
details of entering accounts.
If you are new to the collection business or have
never used a databased system before, then you will
need to learn how Collect! works with these different
types of data.
As you move forward through the creation of the basic
record types, we will explain what the record can be used
for. This will help you plan the best way to use the record
as you sculpt Collect!'s functions to suit your company's
individual needs.
If you were using other collection software, you may want to
open it, and at the same time, get a session of Collect!
running at the same time. Apply what you know from your
previous system to see how the data relates to the menus
and screens in Collect!
Every Collect! system has 3 databases:
- demodb. Your Demo database is a testbed environment where
you can experiment with features and functions before taking
a process live to your main production environment.
- masterdb. This is your Main database - where you will
store all your real data and work your accounts.
- prosdb. This is a bonus Prospecting database, intended
to be helpful to inside sales employees. It is another
regular database but one which has had a number of fields
Alias (renamed) to be meaningful to sales staff. It is
possible to repurpose this database to be 'like' a second
production environment should the need arise for you at a
later date. If so, contact Technical Services for more
information on how to convert a prosdb to function like a
second masterdb.
Depending what you are doing, you can click the Select Database
button and access any of the three databases whenever you login.
This button is located on on the " Welcome to Collect!", to the left
of the system "Start" button you'd click to launch your session.
If this is your first time and you have no existing data,
then you would be starting with the bare essentials and
manually data entering everything. We recommend entering
1 or 2 clients to start with, along with a few debtors
for the clients entered. Accessing this data from debtor
and client lookups, and comparing how it appears in Collect!
as compared to your previous software will assist you in
spotting if you got everything in or if anything was left
behind/unentered.
When you are satisfied that you have input everything
salient that you will need, and selected the best fit
user defined fields for other data, you are ready now to
begin large scale entry of the rest of your clients and
debtors.
We'd recommend that you consider a few conventions you will
insist your staff adhere to for uniform, easy to lookup
data as well as attractive, consistent appearance in your
letters and reports. These data standards should be
established to be the same for both manual entry of information
and electronic import of information, which there are ways
of controlling. For example, if your client sends you data
that is all block capitals and you want sentence English with
each first letter only being capitalized, there are preference
settings in the Import module to help you regulate that.
Conversely, even if your client's raw data file has letter case
data and you prefer all block caps, that too can be converted
upon import. You System Administrator merely needs to be
aware of this software switch's existence in the Import
Field Specifications window.
Data entry standard examples:
1. Block capitals for the debtor name/address info or
sentence English? (only first letter of each word capitalized).
2. Dates MM/DD/YYYY or DD/MM/YYYY? This is an important decision
that once made, you need to stay with it because Collect! will not
be able to ascertain Month from Day where the numbers are less or
equal to 12 and this will create confusion and inaccuracy in reports if
the date convention is not uniformly maintained by all staff in
all date fields.
3. Certain piece(s) of extra client supplied data that is
going into a user defined field. Pick the same field for
that piece of data all the time. Rename the Alias name
of the field to identify that piece of data if the client
is big enough and the use of the field is exclusive for
that item. This is done by Right clicking on the field
and choosing a different name for the field label.
Don't allow individual users to decide to put something in
User 1 one day and Summary the next, then User 2 the time after
that. Especially if you might need to access this information
in a custom report - it has to be housed in a reliable spot in
order to be included in a report, OR, to be a selectable field
that can be inserted into a WIP List.
4. Phone numbers. Are you entering them as numerics
stripped of any non-numerics like hyphens or parentheses,
i.e. 5552451212 OR, are you entering them as 555-245-1212.
The reason this is important is because the Phone Lookups are
exact: if you entered it with hyphens, you have to find it
with hyphens. It become time consuming and frustrating for
collectors to have to lookup a phone number multiple ways
because of entry error issues.
The simplest solution is to set your
"System\ Preferences\Options, Sounds and
Colors\Only numerics in phone fields" preference
switch On and strip non-numerics from phone numbers
if you import. Manual entry should be advised to enter
the style 5552551212. If a collector tries to update a
phone number later, the system setting will prevent
non-numerics from being saved.
5. SSN. Is your standard going to be to enter
the number all 9 digits with no spaces or as the
standard format of 555 55 5555.
As with the Phone fields, there is a system switch in the "Screen
and Messages" window to allow "Only numerics in SSN" and also
an import switch that can strip spaces/hyphens out of SSNs as
they are loaded.
6. Do you collect internationally? If not, the use
of the Country code will get redundant on letters,
reports and client statements. You may choose to leave
this field blank and/or comment out the field in reports
or letters that call for it as part of a client, debtor
or agency address. Commenting out a field in a letter
or report so that it is skipped/not expressed involves
putting two slashes at the front of the line. Example,
if the printable field code appears as: @cd.co, left-flush
with the margin, then a commented out country code would be
//@cd.co.
7. We recommend using the standard 2 digit State (or
Province) codes of your region and not entering the
full name of the state/province in words. This will
allow your State field to be ascending/descending sortable
and maintain another data convention that will be reflected
in your letters and report outputs. As well, in some countries,
postal services will not accept envelopes that have non-standard
abbreviations for their provinces/states.
8. If you plan on reporting to any of the Credit
Bureaus, establish correct address format standards
right from the outset. Your local Post Office will
have a handbook which describes what is or is not
an acceptable Mail Addressing Standards. The reason for
this is to ensure not only is your mail not rejected
by the postal service but that both the Collect!
Credit Bureau Module and the Credit Bureaus themselves
will reject addresses not submitted in correct format.
Example of a correctly formatted address:
123 - 55 Somewhere St.
New York, NY 12345
Example of an incorrectly formatted address:
55 Somewhere Street
Apt #123
New York, New York, 12345
9. Collector Notes. Do you want them to write in
block caps all the time or regular sentence English.
If you employ live skip tracers, do you want their
notes to be block caps or sentence English? Some
agencies have collectors write in block caps and tracers
in lower case so that at a glance, who wrote the notes
is distinguishable. In Collect!, you also have the
ability to color code your users notes by selecting
a specific color in the Operator Setup for each user's
notes. It is possible for color to follow job function:
posting in green, manager's notes in red, collector's notes
in blue, etc.
10. Have you created Action/Result codes for your
collectors to use that negate perfunctory note entry
and standardize how you want certain actions to be
notated in your accounts note history? For example,
do you want to see Tel Res - No Answer or TEL RES - NA.
It is possible to set up a series of contact plans to
auto-write these types of notes for the collectors.
11. Have you designated which windows you want collectors
to use for any other office specific requirement, AND
updated the pick-lists so that said windows are ready for
them? Example, if you will be utilizing the Cosigners
window for the Other Contacts it's really designed for,
have you updated the pick list in that window to include
all the different Class and Types you want your users
to identify their data with? Example, Class add-ins
such as NOK, AKA, Ref, Rel and Type add-ins like
Mom, Dad, MIL, FIL, B/F, G/F, etc.
See Also
- Introduction to Debtor Information
- How to Enter a New Debtor
- How to Modify or Create a Pick List
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