Update Utility

The Collections MAX Update utility provides an easy way for you to update debtor account information that is already contained within Collections MAX.  This utility is an optional module that needs to be purchased separately from our web site.

With this tool you can easily do the following….

  • Export out data to a third party skip tracing service and then be able to reimport the return file and update all of your debtor’s information.
  • Take out invalid phone numbers from a third party predictive dialer.
  • Process a return file from your clients to automatically recall accounts and place them into any selected status.
  • Move accounts to different collectors automatically from a file instead of doing it manually.

You must be aware that the update tool will use the account number on the debtor account to do the update.  The account numbers must be present in the data in order for the tool to work.

The Utility is divided into two parts.

  1. Update Mapping Utility – This is similar to the Import Mapping Utility found in Collections MAX Administrator.  Here you will load your CSV file that you want to update and select the data in the drop down boxes that you want to update. At the end of the program you will export out a formatted file that is to only be opened in the Update Utility.
  2. Update Utility – This tool will take the file that is generated from the Update Mapping Utility and update your debtor accounts.

Updating Accounts

Please note: The Update Utility needs to have Microsoft Office 2003 or higher installed on the computer that it is running on.  If Microsoft Office 2003 or higher is not found on the system you will not be able to fully use the software to create updates.

To create an update you first need to login to Collections MAX using the Update Utility.  Double click the desktop icon to start the program.

Update Utility Logo

The first time that you run the program you will be prompted to activate the software online.  Please open port 3306 TCP in your Windows firewall before activation.

Login UtilityYou need to enter your server information in order to access the system.  Please check with your system administrator if you don’t know or are unsure of these settings.  After you press the login button and successfully log in, you will need an Administrator password to gain access.

Administrator Password Box

Once you have successfully logged in you will see the main screen of the utility below.  Here are the buttons for the Update Mapping Utility and the Update Utility.  There is a link at the bottom of the page that will direct your web browser to this help section.

Utility Main Screen

Click on the top button called Update Mapping Utility.  You will see the screen below.

Update Mapping UtilityOn this screen you will open your CSV file that has the data that you want to update.  It is very similar to the Import Mapping Utility that is found inside Collections MAX Administrator. The purpose of this Update Mapping Utility is to build a separate file from your existing CSV Data File so the Collections MAX Update Utility can update your debtor accounts.  Click on the Open CSV Update File button and select your update file.  You will then proceed to match all of the database fields in Collections MAX by selecting the corresponding column next to the field name with ONLY THE FIELDS THAT YOU WANT TO UPDATE!  You do not need to select all fields like in the Import Mapping Utility inside Collections MAX Administrator.

Note: The Account Number field is mandatory and it must be the same account numbers that are found in the Collections MAX system.

Update Mapping Utility

After you have selected all of the fields that you want to update, click on the Start wizard button on the top right.

Update Mapping Utility Wizard

Click the Next -> button to start the wizard.  You will then see the static screen below.

Update Mapping Utility Static ScreenIf you need to update any of these fields you will first need to put a check in the check box next to the field and then the field label will turn green.  Then select your field value.  If you do not need to update these fields or are finished selecting which fields to update then click on the Next -> button.

Please note:  If you need finer control over these fields where it is coming directly from an updated csv file instead of static values you will need to export the file as an Excel file in the next step, format your file and save it as csv before opening it in the Update Utility.

After you click the Next-> button you will see the Select Mode screen.

Mode DialogThere are two modes that you can use for the update utility.

Regular – In this mode the software update all information that has been selected to be updated but WILL NOT erase any information from the Collections MAX database if it encounters a blank line.

Sync – The sync mode will erase information in the Collections MAX database if it encounters a blank line in the csv update file.

Please choose the mode that you want and select the OK button to start the merge.

Data Merge

Depending on the speed of your computer and the number of accounts you are updating this could take some time to complete.  The amount of time left is displayed at the bottom of the dialog.  After the merge has been completed you will see the final format screen like below.

Update Mapping Utility Format ScreenIf you received no errors or the error limit was acceptable then click on the green Export as CSV Datafile button, select a destination and create a file name and save your NEW data file.

Note: This new data file is the file you will be using in the next step when you are using the Update Utility.  DO NOT open the file in Excel as Excel will reformat your file and cause system errors.  If you need to open this file then please only open it in Windows Notepad.

You can now close the format screen.  If you would like, you can click the Save Schema button that will save your drop down picks in a text file for easy loading the next time around (if the csv file headers doesn’t change).

Close out the Update Mapping Utility and return to the main screen.

Main Screen

Click on the Update Utility button (the blue one).  You will be presented with the Update Utility screen as shown below.

Update Utility Main ScreenThis screen is set up very similar to the Import CSV Data File Screen so that your users are already mostly familiar with it.  Click on the white Open CSV Data File button and select the NEW data file that we just exported out of the Update Mapping Utility.  Your screen should look something like below.

Update Utility - file loadedYou can use the functions in the format pages 1-5 if you need to.  Next you can put a check in the check boxes next to the yellow reset button as options.

These options are:

Update Account Numbers Only – If this is checked than only the Account numbers that are listed in the file will be updated.  This will also require that the File Number of the account be present.

Notate Collectors Log on ALL Updates – If this is checked then a seperate entry will be placed in the collector’s log for each field that is is updated.

One Log entry for All Updates – If this is checked then a single entry will be placed in the collector’s log and will list each update in the single entry.  This is the preferred method.

After you have selected your options click on the orange TEST button.

Testing AccountsAfter your file has been tested, any errors will appear in the error dialog box on Page 5.  You can then click on the Red Update Database button to update your accounts.

Update Utility Updating File

After the utility finishes and the progress bar goes all the way across the screen you have successfully updated your debtor accounts in Collections MAX.


 

 

 

 

 

 

 

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