Collections Inquiry

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Screen Title: 

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ICOLL7-02

Collections Member Inquiry

148


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Access this screen by selecting the type of accounts on the selection screen and pressing Enter.

Check out the video related to this topic: Assigning a Collector (More videos below!)

Helpful Resources

Learn how to complete collections-related tasks.

Screen Overview

The accounts shown on this screeen comes from the COLL file, which contains all collection information. Data will be current as of the last time this file was updated, either during the beginning-of-day or end-of-day delinquency monitoring process as determined in your credit union's system configuration. NOTE:  The delinquency aging screen (Tool  #225) determines the loans that will be included in the collection file.  Refer to this topic for additional information.

This inquiry screen displays member accounts in your credit union's Collections file, which is refreshed on a daily basis (either during beginning-of-day or end-of-day processing depending on your credit union's configuration). As you “work” the items in this list, you can mark them with the current month and day, and that date will remain on the account even after the list is refreshed.

The types of accounts displayed in the list will depend on the selection criteria you entered on the previous screen. (Use Backup (F3) to return to that screen and change the selection criteria at any time.) The list is initially sorted by account number, and all of a member's accounts will be grouped together so that you can see at a glance all of the situations which need to be discussed with the member. (See below for instructions on sorting and searching for records.)

To perform an inquiry or other function on any loan, select the item in the list and use any of the Options shown at the bottom of the screen.

Notice the Type column showing the type of record you are viewing: DELQ for delinquent loans, OVRL for overline LOC loans, WOFF for written-off loans, and NEGB for negative balance savings and checking accounts.  Accounts that have a Negative Balance Limit greater than $0.00 will read NEG* instead. Therefore, if your credit union offers Automated Non-Returns (Courtesy Pay) on your savings or checking accounts, the NEGB items would most likely represent members whose balance limit was revoked by being reset to $0.

Sorting and Searching for Records

In addition to the selection criteria you can use on the previous screen, you may sort by any colored column to help you locate the records you want to work.

Field Descriptions

Field Name

Description

Coll ID

(Used for loan accounts only.) This column shows the Employee ID of the collections officer assigned to this loan. This is stored as part of the actual loan record. Use the “Assign” option to change this setting for any account (works on loans only).

  • NOTE: A collector ID of *O represents a delinquent OTB credit card or loan account.

Contacted – Yes or No

This column is used to mark those accounts which have been “worked”—in other words, a contact was made or progress was reported on the delinquent account. Because this screen can also be accessed by credit union leaders as a way of tracking collections activity, it is important to log the dates on which each account is handled by a collector.

Place a checkmark in this column for each account which was worked and use Enter. The current date will be placed in the Mo/Day column for each item checked.

  • NOTE: This is NOT the same date used in dormancy monitoring, so updating the contact date here will not bring a dormant account out of dormancy.

Contacted - Mo/Day

This column shows the date on which a collector last was in contact with this member regarding the delinquent status. This field provides an excellent way to keep track of collections efforts and make sure that delinquent accounts are getting the necessary attention.

To update this field, place a checkmark in the previous column and use Enter. The current date (month and day) will be recorded as the last contact date. (To remove the date, click the checkbox twice then press Enter.)

Account #

The account base and account type suffix.

Memo Type

The Memo Type Code from the last conversation on this member's XX Collection Card Tracker record.

  • HINT: To see a description of a particular memo type, select a record and use the “Last Note” option.

NOTE: The memo type “CV” means conversion, and was assigned to all existing Collection Card Tracker conversations when the new software was implemented in Spring 2007.

Name

The member's name.

  • CU*TIP: Select the record and use the Contact information option to see the member's full name, along with phone numbers and an email address for the member, if any.

Type

This shows a code indicating the reason the account appears on this list:

DELQ Delinquent loan

OVRL Overline line of credit (LOC) account

NEGB Negative balance share account

  • If this reads NEG* instead, it means the Negative Balance Limit on the account is greater than $0.00.

WOFF Written-off loan account

Days

For delinquent loans, these columns show the total number of days the loan is delinquent.

For negative balance share accounts, the Days column shows the number of days since the account became negative, as measured from the 1st Date Negative field on the account record.

Balance

For delinquent and written-off loans, and for negative balance shares, this column shows the current balance on the account.

For overline lines of credit, this column shows the total amount which is over the disbursement limit on the account. For example, if the disbursement limit on the account is $4,500.00 but a total of $4,515.22 has been disbursed to the member, this column would show $15.22 as the overline amount.

  • NOTE: If the loan disbursement limit has been changed to $0.00 to prevent additional disbursements, this will show the current loan balance instead.

Last Transaction

The last date on which a transaction was posted to the account.

Marking Accounts as “Worked”

Special Notes

Options

Option

Description

Assign

Use this option to change the collector ID assigned to a loan account.

  • This option works only on loan accounts (DELQ, OVRL, and WOFF items).

Mass reassign the collector on your loans in an easier way!  Check out Tool 1075: Reassign Collector on Accounts,  You can even reassign negative balance accounts, in addition to delinquent, negative balance and written-off loans!

Chg negative bal. limit

Use this option to change the Negative Balance Limit on a share draft or savings account.

  • This option works only on checking or savings accounts (NEGB or NEG*) - but not other share type accounts that are negative.

Household

Use this option to view or update the Household Database information for this member.

  • This option will work on any account type.

Follow-up

If a follow-up exists for this member, use this option to move to the Follow-up screen to work it.

Notices

Use this option to print member letters or other correspondence, using the Misc. Member Account Forms feature.

  • This option will work on any account type.

Participation loan

Use this option to access the Participation Loan tracking software to view or adjust settings for a participation loan. (These accounts will appear shaded in the list.)

  • This option will work only on delinquent loan accounts (DELQ).

Work Member

Use this option to work with the Collections Card tracker or any other tracker record that is attached to the member's 000 base share account. (Once on the next screen, you can change the account type to be any other sub-account you wish to work.)

  • This is the most frequently used option on this screen.

Work Loans

Use this option to work with with any tracker records attached to the selected account. (Once on the next screen, though, you can change the account type to be the 000 base share or any other account you wish to work.)

  • This works exactly like the “Work Member” feature except that the specific account suffix you selected is automatically filled in on the next screen.

Underwriting Comm

Use this option to view or update Underwriting Comments for this member. These Underwriting Comments are part of the Household Database and can be viewed by loan officers as well as other credit union staff.

  • This option will work on any account type.

NOTE: Credit union policy should dictate what types of information should be included in the Underwriting Comments. Generally the Collection Card Tracker is the complete, ongoing record of all collections activity. The Underwriting Comments could be used as a way to summarize information from the Collection Card which would be of particular importance to loan officers dealing with this member on future loan requests.

More info

For negative balance checking accounts (NEGB or NEG*), use this option to view the Negative Balance Limit on the account. A pop-up window will appear.

  • Remember that any accounts with a balance limit greater than $0 will appear as NEG* in the list.

For written-off loan accounts (WOFF), use this option to view the Written off date from the loan account. A pop-up window will appear.

Contact Info

Use this to display a pop-up window showing the member's phone and email address information.

  • HINT: If the member has an email address, click the email button images\emailbutton-mbr2_shg.gifon that pop-up window to launch an email message using your PC's normal email software.

Last Note

Use this to view the last conversation from the member's XX Collection Card Tracker record. A pop-up window will appear.

  • HINT: If you want to see more than just the last conversation, use the “Work Member” option instead.

Inquiry

Use this option to view the Member Account Inquiry screen for this account.

  • This option will work on any account type.

All Relationships

Select this option to move to a the global search screen where you can view all accounts attached to the selected member’s social security number.

Write-Off History

Use this option to access the details of the loan when it was written off (the write off history screen).

  • This screen will not have data is the loan is not written off.

Field Descriptions

Field Name

Description

Coll ID

(Used for loan accounts only.) This column shows the Employee ID of the collections officer assigned to this loan. This is stored as part of the actual loan record. Use the “Assign” option to change this setting for any account (works on loans only).

  • NOTE: A collector ID of *O represents a delinquent OTB credit card or loan account.

Contacted – Yes or No

This column is used to mark those accounts which have been “worked”—in other words, a contact was made or progress was reported on the delinquent account. Because this screen can also be accessed by credit union leaders as a way of tracking collections activity, it is important to log the dates on which each account is handled by a collector.

Place a checkmark in this column for each account which was worked and use Enter. The current date will be placed in the Mo/Day column for each item checked.

  • NOTE: This is NOT the same date used in dormancy monitoring, so updating the contact date here will not bring a dormant account out of dormancy.

Contacted - Mo/Day

This column shows the date on which a collector last was in contact with this member regarding the delinquent status. This field provides an excellent way to keep track of collections efforts and make sure that delinquent accounts are getting the necessary attention.

To update this field, place a checkmark in the previous column and use Enter. The current date (month and day) will be recorded as the last contact date. (To remove the date, click the checkbox twice then press Enter.)

Account #

The account base and account type suffix.

Memo Type

The Memo Type Code from the last conversation on this member's XX Collection Card Tracker record.

  • HINT: To see a description of a particular memo type, select a record and use the “Last Note” option.

NOTE: The memo type “CV” means conversion, and was assigned to all existing Collection Card Tracker conversations when the new software was implemented in Spring 2007.

Name

The member's name.

  • CU*TIP: Select the record and use the Contact information option to see the member's full name, along with phone numbers and an email address for the member, if any.

Type

This shows a code indicating the reason the account appears on this list:

DELQ Delinquent loan

OVRL Overline line of credit (LOC) account

NEGB Negative balance share account

  • If this reads NEG* instead, it means the Negative Balance Limit on the account is greater than $0.00.

WOFF Written-off loan account

Mths / Days

For delinquent loans, these columns show the total number of months and days the loan is delinquent.

For negative balance share accounts, the Days column shows the number of days (the Mths column is not used) since the account became negative, as measured from the 1st Date Negative field on the account record.

Balance

For delinquent and written-off loans, and for negative balance shares, this column shows the current balance on the account.

For overline lines of credit, this column shows the total amount which is over the disbursement limit on the account. For example, if the disbursement limit on the account is $4,500.00 but a total of $4,515.22 has been disbursed to the member, this column would show $15.22 as the overline amount.

  • NOTE: If the loan disbursement limit has been changed to $0.00 to prevent additional disbursements, this will show the current loan balance instead.

Last Transaction

The last date on which a transaction was posted to the account.

Buttons

Button

Description

Back arrow (F3)

Use this to return to the previous screen to change your selection criteria.

Up arrow (F7)

Use this to return to the Home Page.

  •  If any boxes in the Contacted column were checked, be sure to use Enter to record the current date before using F7.

Show Last Balance/Trans / Show Last Pmt/Deposit (F9)

Use this to toggle between two views

Collection Reports (F16)

Use this to print a report showing data from your Collections file (you can choose which accounts you wish to print, regardless of what is currently being viewed on this inquiry screen).

Additional Video Resources

Changing the Negative Balance Limit

Creating a Collections Tracker

Finding Other Memberships

Sort Options on the Collections Member Inquiry Screen

Using the Notices Option

Using the Work Member Option

Work Collections Screen

View more collections videos.

Visit the Show Me the Steps video library to view more videos!

 

 

Link to ID: https://help.cubase.org/cubase/cubase.htm#ICOLL7-02.htm