Table of contents 

Objective and Scope 

The objective of this document is to give a simple, practical and useful training material that will be used to work with the Cash Collection Tool. It should be applied for all regions, all collectors, all coordinators, all team leaders and managers.

Overview

This page has 5 clickable elements some informative figures:

• • • Informative figures: 
      • Broken promises: Sum of customers and amounts that have invoices with the status "Promised to pay" and the next action date it's in the past.
      • Chasing Amount: Sum of customers and amounts that have invoices with net due date in the past.
      • Overdue until EOM: Sum of customers and amounts that have invoices with net due date within the current month
      • Predicted overdue: Sum of customers and amounts that have invoices with a possibility of not pay in the month (not PIM)
    • Clickable elements:
      1. Operational Dashboard: Direct link to the CC Operational Dashboard, in which all operational performance indicators will be based (i.e. nbr of contacts, nbr of promises, etc.)
      2. User Setting:  Date and Number format.
      3. Access Control:  Admin of the team to control the view/edit access as well add and delete users. 
      4. Top Priority: All customers listed as a top priority or priority number 1 in the strategy design.
      5. My Scope: All customers that are assigned to your employee code in SAP.
      6. Region Scope: All customers in which the payer geographical zone is the same as yours.
      7. Global Scope: All ERP customers from all zones.

Customer List

This page has different elements:

1. 1. 1. 1. Overview: Go back to overview page.
         2. Operational Dashboard: Direct link to the CC Operational Dashboard, in which all operational performance indicators will be based (i.e. nbr of contacts, nbr of promises, etc.)
         3. User Setting:  Date and Number format.
         4. Access Control:  Admin of the team to control the view/edit access as well add and delete users. 
         5. Advance Search box: Open text search box that will search values in all fields.
         6. Export to Google sheets: click to download the selected customers (by search box)to google sheet. 
         7. Each Column: Click on the title of each column, can sort ascending or descending. 

        Advance Search box

GBU and Market Details

Elements of the page:

1. 1. 1. 1. Selection Box: Check box that will be available when there's a risk to the GBU and Market.
         2. Button to quickly delete a risk: Button that will be only available when the there's a GBU and Market selected.
         3. Risk Issues split: Risk Issue category that will appears when it was selected during a contact with the customer.
         4. Amount split: Total Amount Overdue until EOM by each GBU, Market and Risk Issue, if existing.

Customer Details

Elements of the page:

1. 1. 1. 1. Customer List: Go back to previous screen.
         2. Customer Details: Set of parameters that demonstrate which is the customer and some important information.
         3. Customer contact: Customer user name, Telephone number and Email address, which has the same character limitation as in SAP.
         4. Customer Notes: Open text space to put important and relevant information when contacting the customer.
         5. Invoice List: Complete list of invoices. More details in the specific chapter below.
         6. Active Contacts: List with all active contacts for the customer. More details in the specific chapter below.
         7. Actions: Space used to record a normal contact and a contact at risk. More details in the specific chapter below.
         8. Action History: List with the last 10 contacts made for the customer. More details in the specific chapter below.

Invoice List

The elements below are the details of the 4th element described in the item above:

1. 1. 1. 1. Invoice list: open invoice list
         2. Action History: to check the details of the past 10 contacts. 
         3. Advance Search box: click to open the advance search box in order to filter by different values. 
         4. Invoice details: Click to select or deselect the needed information for invoices. 
         5. Invoice Selection: Click on anywhere on the invoice row to select or deselect the invoice in order to create contact action.
         6. Columns Sorting: Click on each column to sort ascending or descending.
         7. Sales' name edit: Available for both single or mass edit, which will only change the result in PCM and Dashboard. 

Active Contacts

List with all active contacts for the customer. A contact will always be considered as active as long as the invoices attached to this contact are yet active.

Action History

List with the last 10 contacts done to this customer. It shows all the last 10 contacts, even if all invoices related to that contact were already cleared.

Actions

Space to create and/or edit contacts:

1. 1. 1. 1. Contact area: All contacts should have all those fields fulfilled with information. Regardless if it's a regular contact or a contact at risk.
         2. Risk Issue: Those fields should only be fulfilled if the selected invoices are at risk.
         3. Save button: Click on save to register the contact in the Active Contacts and Contact History.

Contacting Customers

Creating a contact

Go to the Customer Details screen in the selected customer:

1. 1. 1. 1. Select invoices that will be contacted
            Ex:
            
            
            
            
         2. All following fields are mandatory for all and each contact: select the next action date (date in which the next contact should be done with the customer), status of the contact, the type of the call (Email or Call) and Comment
            Ex:
            
            
            
            
         3. If the contact is a contact at risk (to be shared in the Cash Overdue Forecast Dashboard), include a Risk Issue and the Risk Comment. Keep in mind that those 2 information will be the ones shared with the Business.
            Ex:
            
            
            
            
         4. Click in the button Save.

Select an active contact and edit it

Go to the Customer Details screen in the selected customer in the Active Contact(s) area:

1. 1. 1. 1. Select on active contact by clicking on it.
            Ex:
            
            
            
            
         2. The invoices related to that contact will be automatically selected in the Invoice list.
            Ex:
            
            
            
            
         3. Use the table Actions to update contact information. Apply the changes and click on Save.
            Ex:
            
            
            
            
         4. Important note 1: There will be no new active contact created. However the Action History will have a new contact created. It means that for measuring purposes, a new contact will count.
            Ex:
            
            
            Important note 2: If you do not want to replace the new contact but create a new one, remember to deselect the active contact and only then select the invoices to be contacted.
            Ex:
            

Important note 3: If you saved any contact by mistake, you could delete it by using the delete button on the top right of the active contact. 

Ex:

To remove a risk

To remove a risk there are two possibilities:

1. 1. 1. 1. In the Customer Details screen:
            1. Select the contact in which there's a risk attached to it, select the Risk Issue = "No risk" and press Save.
               Ex:
               
         2. In the Customer List screen:
            1. Click on the Magnifying glass where there's an exclamation point (it means that this customer is at risk).
               Ex:
               
               
               
            2. Select the GBU and Market in which the risk should be deleted and press Delete Risk.
               Ex: