You will notice that there are six tabbed mini screens on the bottom half of the Import screen. These tabs are used to assist you in populating your import file by having the ability to pre-fill out account information.
File Number: This function will allow you to assign file numbers or file id’s for your Collections MAX accounts. No two file numbers can be identical in the system or Collections MAX will notify you of the error when you try to import. To use this you can put a group of letters in the Alpha box (maybe something that helps you identify a client) and a starting number in the number box. When you click the insert button the Alpha and Number boxes will combine and increment by one for the entire record. So for example say that you put in NTL in your Alpha box and 200 for your number box. Your first records will be file number NTL200, NTL201, NTL202 and so on.
Assigned To + Collector Name: On the initial import Collections MAX requires accounts to be assigned. You can re-assign accounts after import in the Assigning Work section.
To use this you will simply select the collector that you want to assign the account to and enter a number of accounts that you want assigned in the amount box. Then click insert. If you had 100 accounts and 5 collectors you would likely assign 20 for each and select five different collectors.
This is also important if you want to include collector names on dunning letters.
Full Name: If you have columns of first,middle, and last names then this will combine the two to create the full name column when you hit this insert button.
If you have a only a full name column and you want to extract the first, middle, and last names then click Format on the top menu and select Split name from full name.
Last Worked: The last worked field shows the collectors how long it has been since the account was worked to prevent accounts from being worked too often. If you plan to work these accounts immediately then set this for five days behind the current date. If you want to wait a few days then set this to the current date.
Original Creditor: If you are importing a batch of accounts with the same original creditor you can type it in the box here and have it populate for you when you hit the insert button.
Type Of Debt: This tells the collector what type of debt he is collecting. It can be student loans, credit cards, payday loans, contracts, etc. Enter the type of debt if all are going to be the same.
Original Balance: This is the original starting balance on the account. Click the insert button to copy the current balance to the original balance field.
Paid to Date: Total amount paid to agency from account. The insert button sets this to the default of 0.00
CoDebtor1 Full name: Combines CoDebtor1 First Name, CoDebtor1 Middlename, and CoDebtor1 Last name columns when insert is clicked.
CoDebtor2Full name: Combines CoDebtor2First Name, CoDebtor2Middlename, and CoDebtor2Last name columns when insert is clicked.
Date Placed: Date that account was placed with agency.
Order By Date: Date that account was last worked. This date is used to shuffle accounts around in Collections MAX Collector to insure that the oldest accounts are worked first. If you are working the accounts immediately set this date for five days behind current date. If you are going to work these accounts in a few days then set this to the current date.
Client + Portfolio: Before you import accounts you should have set up your client and created a portfolio for that client. A portfolio is a group of accounts that you can track separate from other accounts. To add your client and portfolio simply highlight the client and portfolio in the data grid and click the insert button. It is recommended to only do this here inside Collections MAX to prevent any spelling errors that may lead to the system not being able to locate portfolios.
Status Name, Status Type, Status Color: This is the default status that you will import the account under. There is a button inside collections MAX Collector that is reserved for new accounts and will show if the status is called NEWBIZ. Select the status that you want to drop as the initial default status by selecting it in the data grid and click the insert button.
Contingency Amount: This is the rate that your agency will get on each account. For example, let’s say that these accounts pay a 33% contingency rate. Simply enter 33 in the box (without the percent ‘%’ sign) and click insert. If the accounts pay 33.25% then enter 33.25 and click insert. You can also have different rates on a per account basis if you entered them in when you created your import template or directly through Collections MAX by entering it in the data grid.
Salesman: Click the enable button and select your salesman from the drop down list if he is being paid commission on these accounts. Click the insert button to populate the accounts.
Salesman Percentage: If the salesman is receiving commission then enter the percentage here (without the percent ‘%’ sign). The salesman report will use this field to calculate both fee and gross dollars. Click the insert button to populate the accounts.
Customer Type: Select Individual if accounts are from individual people or select Business if they are commercial accounts. Click the insert button to populate the accounts.
Authorized User: If the debtor is the same person who was the authorized user than click the insert button to populate this field as the debtor name.
Make Payable To: There are 5 make payable to fields (name, address, city, state, zip) that you can use if you want your letters to reflect differently whom you want funds to be payable to.
Select the yellow select button and if you do not have a make payable to name stored you can do so with the green add button. When you have selected a make payable to name click the OK button and the fields will populate into the text boxes. Click the insert button one at a time to fill in your template.
Date Received: The date that the accounts was received by your agency. click the insert button to populate the accounts.
Statute Of Limitations Date: This is the date that the statute of limitations expires. This function will automatically calculate the statute of limitations date if an account has a state and a Date Of Charge Off.
Charged Off Principal: This will populate the charged off principal column with the current balance if the insert button is clicked.
Principal: This will populate the principal column with the current balance if the insert button is clicked.
Fees: This function lets you calculate fees that are added to the original and current balance (you can add just to the current balance if check box is checked. You can select the fee type that you want to add to in the select fee drop down box.
Interest Percentage: This function will allow you to insert a set APR (Annual Percentage Rate) that Collections MAX uses to calculate interest if all will be the same. Only use numbers i.e. for 5% just enter a 5 in the box.
Calculate Interest: You can also specify on a per account basis if you want Collections MAX to calculate interest. YES indicates that interet will be calculated. NO indicates that interest will not be calculated.
Combine accrued interest and current balance: This function adds accrued interest to your current balance.
Names and Addresses: This function changes all name fields and addresses to Uppercase. This is a recommended action for the Collections MAX system.
Show Open CSV File Load Errors: If this box is checked BEFORE opening the csv file you will be able to see a verbose description of any errors when the file is loaded.
Generate Pure text schema.ini on file load: If this box is checked BEFORE opening the csv file the system will not format the data on import.
Tests: If any of the tests (Social Security Number, Phone Number, Duplicate Account Number, Duplicate File Number) are checked before testing the file they will be bypassed.
Format: If the Social Security Number or Phone Number option is checked then those fields will not be formatted by the system. This is useful for international users.
Test Mode: If the default fast mode is selected the tests will commence without the screen rolling which increases the test speed because the screen does not need to refresh. If the Regular mode is selected then the screen will “roll” which is slower but prevents the screen from freezing up during testing.