Setting up Collections

If you want to make full use of Collections Plus, by excluding accounts from the reminders process or sending reminders to multiple contacts for an account you must customize your Account and Contact page layouts.

For more information on customizing page layouts, see Customizing Page Layouts (and Search Layouts).

Account Page Layout

By default, Collections Plus includes all accounts when selecting sales invoices to send reminders for. You can choose to exclude individual sales invoices from the reminders process each time you send them. If you want to be able to exclude accounts and their associated invoices from the reminders process you must add the following to your Account page layout:

• Collections On Hold checkbox.
• Collections On Hold Reason picklist.

If the Collections On Hold checkbox is selected, the account and all associated sales invoices are excluded from the reminders process. You must select a Collections On Hold Reason if you select the Collections On Hold checkbox.

For more information on these fields, see Custom Account Fields.

Contact Page Layout

By default, Collections Plus sends reminders to the Finance Contact on the Account record. If you want to also send reminders to other contacts associated with an account, you must add the following custom fields to your Contact page layout:

• Collections Communications Contact checkbox.
• Collection Communications Preference field.

If the Collections Communication Contact checkbox is selected, and the Collections Communications Preference field is set to Email, reminders for the associated account's sales invoices are sent to the email address on the Contact.

For more information, see Custom Contact Fields.

If you are sending reminders for sales invoices, you can update the following layouts.

Sales Invoice Search Layout

By default, Collections Plus includes all sales invoices in the reminder process. You can choose to exclude individual sales invoices each time you run the reminder process. If you want to exclude invoices from the reminder process entirely, you can set their status to "On Hold". To do this you must add the following buttons to your Sales Invoice search layout:

• Place On Hold
• Release For Collection

You can use the Place On Hold button in the Sales Invoice list view to place sales invoices on hold for collections. They will be removed from the reminder process and reminders will not be sent.

Sales Invoice Page Layout

If you have added the custom buttons to your Sales Invoice search layout, you can also add the Hold Status field to your Sales Invoice page layout. This field displays "On Hold" when a sales invoice is placed on hold for collections.

You must assign the Accounting and Billing - Reminder Rule and Accounting and Billing - Statement Rule permissions to your Collections Plus users so that they can view, edit and create reminder rules and customer statement rules.

If you are using billing documents, instead of sales invoices, you can send reminders for them from Collections Plus. Make the following changes to optimize Collections Plus for billing documents.

Billing Documents Custom Setting

If you want to send reminders for billing documents, instead of sales invoices, you must select the Send Billing Documents checkbox in the Collections Plus custom setting.

When you change this setting, billing document templates are displayed in the Email Template ID picklist when you create reminder rules. You must use the billing document template when sending reminders.

If you change this setting, you must update your reminder rules to use the correct template type.

Assigning Permission Sets for Billing Documents

If you want to send reminders for billing documents, instead of sales invoices, you must assign the following permission sets to your Collections Plus users.

Billing Document Record Page and Search Layout

By default, Collections Plus includes all billing documents in the reminder process. You can choose to exclude individual billing documents each time you run the reminder process. If you want to exclude billing documents from the reminder process entirely, you can set their status to "On Hold". To do this you must add the following buttons to your Billing Document record page and search layout:

• Place On Hold
• Release For Collection

You can use the Place On Hold button to place billing documents on hold for collections. They will be removed from the reminder process and reminders will not be sent.

Custom Billing Document Template

If you want to use a custom billing document template, instead of a standard billing document template, (as supplied in the expansion pack), you can specify the template using the Custom Billing Document Print Template field in the Accounting Settings custom setting.

Use the Feature Console to guide you through this process. For more details, see Feature Console.

To enable Collection Plus:

1. [Optional] Reminders are sent to the Finance Contact on the Account record. If you want to send reminders to additional contacts per account, you must ensure that the Collections Communications Contact checkbox is selected and the Collections Communications Preference is set to Email on the Contact record. Select Mark As Done when complete.
2. [Optional] Ensure that the Salesforce Bounce Management setting is enabled. For more information on Bounce Management, see "Guidelines for Configuring Deliverability Settings for Emails Sent from Salesforce" in the Salesforce Help. Select Mark As Done when complete.
3. [Optional] If you have already created reminder rules in the previous version of Accounting, review them and select the Active checkbox, so that they continue to work as expected. Select Mark As Done when complete.
4. [Optional] If you have already created customer statement rules in the previous version of Accounting, review them and select the Active checkbox, so that they continue to work as expected. Select Mark As Done when complete.
5. If you want to attach Conga templates to the sales invoices included with your reminders, create the Attach Sales Invoice button and configure the formula field in the Conga Connector application. For more information, see Additional Setup to Attach Sales Invoices to Reminders. Select Mark as Done when complete.
6. Click Perform to add the new status to the Reminder Log status picklist.
7. [Optional] Click Launch to assign the Collections Lightning pages as defaults. Then click Perform to update the action overrides on the Lightning pages.
8. [Optional] Click Perform to update the fields displayed on the Collections Lightning pages.
9. [Optional] Click Perform to update your Collections page layouts. The following page layouts are updated:
   1. Reminder Log Layout
   2. Reminder Rule Layout
   3. Reminder Layout
10. [Optional] Click Perform to add the new status to the Statement Log status picklist.
11. [Optional] Click Perform to update your Customer Statement and Customer Statement Log page layouts.
12. [Optional] Click Perform to update your Collections Plus page layouts to support Conga.
13. [Optional] Click Perform to update your Statement page layouts to support Conga.
14. Click the Status slider in the Feature section to enable Collections Plus.

Collections Plus uses standard Salesforce email templates to send reminders. You must assign an email template to your reminder rules. You can create a separate email template for each reminder rule, if required.

For more information on creating standard email templates, see Setting up Custom Email Templates.

You can attach sales invoices to reminders using standard email templates or Conga templates. For more information on using Conga templates, see Additional Setup to Attach Sales Invoices to Reminders.

If you enable the Send All Invoices in One Email custom setting, all invoices for an account are included in a single email when sending reminders. A single email is sent to each account for each reminder rule. If you are using Conga to create attachments, all the attachments are added to a single email.

If you enable this setting the following template types are displayed when creating reminder rules:

• All HTML "available for use" email template types.
• All Text "available for use" email template types.
• All Visualforce email templates "available for use" and which have relatedToType="c2g_codaMassEmailAccount_c".

If you have multiple email templates in your org, you can organize them into folders. You can then use the Email Template Folders custom setting in the Collections Plus Settings to filter the email templates that are displayed when you create your reminder rules. For example, you can store all your reminder email templates in a folder named Collections. If you enter that name in the custom setting, only email templates in that folder will be displayed when creating reminder rules. For more information see Collections Plus Settings.

Additional Contacts Field Name For SIN

By default, Collections Plus sends reminders to the Finance Contact and any additional Collections Contacts that you have defined. If you want to send reminders to additional email addresses, you can use the Collections Plus custom setting, Additional Contacts Field Name For SIN, to define a field on an object that contains the email addresses that you want to send reminders to. The field you specify should contain email addresses in a comma-separated list.

You must enter the name and relationship in the format RelationshipObject__r.FieldName__c. For example, Account__r.EmailAddress__c. This is validated when you save the custom setting.

Detailed Reminder Logs for All Contacts

The default value of this field is true. It indicates that detailed reminder logs, including the email body and any attachments, are created for all contacts when sending reminders for an account. If you disable this setting, detailed reminder logs are only created for the finance contact on the account. If there is no finance contact defined, detailed logs are created for the first collections communication contact on the account.

Reminder Log Retention Period

You can use this field to specify the minimum number of days that reminder logs are retained for before they can be deleted by the reminder log deletion process. The default value for this field is 90. You can increase the value of this field, if required.

For more information, see Collections Plus Settings.

By default, Collections Plus sends reminders from the email address of the user that starts the reminder process. To send reminders from an email alias, you can select an org-wide email address.

Org-wide email addresses are a standard feature of Salesforce. For more information, see "org-wide email addresses" in the Salesforce Help.

You must configure your reminder rules to use the org-wide email addresses that you have configured. For more information on creating reminder rules, see Creating Reminder Rules.

You must create reminder rules for each reminder that you want to send. Reminder rules select invoices to send reminders for, based on the invoice due date. If you have multiple companies in your org, you must set up separate reminder rules for each company. For more information on creating reminder rules, see Creating Reminder Rules.

If you have Chatter feeds enabled in your org, you might need to enable feed tracking on the Reminder objects. For more information, see "Feed Tracking" in the Salesforce Help.

You can assign the following permission sets to users, depending on the access that they require:

Collections Plus uses the standard Salesforce statement email template to send customer statements. You must assign an email template to each customer statement rule that you create. You can customize the template. For more information, see Setting up Custom Email Templates.

Automated Collections supports the use of Conga to attach PDF statements to accounts. For more information see, Additional Setup to Attach Customer Statement PDFs in the Conga Connector help.

By default, Collections Plus sends customer statements from the email address of the user that starts the customer statements process. To send customer statements from an email alias, you can select an org-wide email address.

Org-wide email addresses are a standard feature of Salesforce. For more information, see "org-wide email addresses" in the Salesforce Help.

You must configure your customer statement rules to use the org-wide email addresses that you have configured. For more information on creating customer statement rules, see Creating Customer Statement Rules.

If you have multiple companies that you want to send customer statements from, you must create a separate customer statement rule for each company. When you create a customer statement rule you must specify the following:

• Rule Name
• Statement Due Day
• Company
• Email template ID
• Active

You can select the day of the month that statements are due on, or select Last to generate statements on the last day of the month.

For more information, see Creating Customer Statement Rules.