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Data structure

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Concepts

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Creditors

A creditor is the company or private individual to whom money is owed.
Only agencies collecting for others need to define creditors.

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Customers

Represents the end-customer relationship. A customer has a reference ID, which can be the customer number, client ID, membership number, patient ID, or another identifier linked to the customer relationship. Each customer can have multiple contacts.

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Cases

A case represents a specific debt or matter associated with a customer. Each case can have a workflow, allowing it to move through various stages of processing. Each customer can have multiple cases, each potentially in a different workflow stage. A case is always linked to a customer and includes a list of case vouchers, which represent the amount owed. These vouchers reflect the portion of the customer’s account that the case relates to.
When integrating with an ERP system, you only need to create the customer and add case vouchers to the customer. Debbie will automatically determine when to create a new case or update an existing one.

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Case groups

To help organize your cases, you can create case groups and assign each case to a group. Case groups not only improve structure and clarity but also unlock additional functionality. For example, you can define custom data fields (properties), set default workflows for each case group, and take advantage of other configuration options tailored to your use case.

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Case vouchers

A case voucher is a financial entry linked to a specific case, representing an amount that is either owed or credited. Case vouchers are used to define the financial components of a case and can include various types of transactions such as invoices, credit notes, reminder fees, deposits, or other custom-defined voucher types. Each case voucher includes key information such as the amount, currency, source, date, and a reference ID (e.g. an invoice number). You can define custom voucher types to match your specific business requirements. Vouchers can also be linked—for instance, one voucher can fulfill or offset others—allowing accurate tracking and settlement of case balances, whether your ERP system uses an open invoice or open balance model.

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Updates

Updates refer to the actions taken on cases and can be either automated or manual. Workflows can trigger automatic actions over time and can also transition a case into a manual task that appears in the to do list. There are countless possibilities for managing tasks, with numerous configuration options designed to save time, enhance debt collection efficiency, and boost customer satisfaction.