Business Pro was designed as a complete credit management system for small businesses. The program offers 2 integrated modules for Credit, Collections and Deductions. Business Pro can be purchased or leased monthly as an ASP application and accessed anywhere in the world. The program utilizes Access, Excel, Word and Outlook. It works with any accounting system. The program can be customized to work the way you do. It is scalable and can be used with a SQL database. Business Pro Page Up or Down to navigate through the program.
The Credit Module is designed to maintain online credit files for the purpose of establishing credit limits. Bank references, trade references, financial statements, and soft copy documents are stored in this module. Click on the “Credit” button to begin your review of the Credit Module.
The first screen is called Credit Profile. This screen serves a variety of purposes. First, we can link Parent/Child relationships through the use of a “Corporate ID” number. This allows you to review roll up data on all subsidiaries. By clicking on the “Related Accounts” button, we can review all the accounts related to this customer.
In this example, this customer is related to 4 other companies. This pop up screen provides a quick review of each of these companies such as “Credit Limit”, “A/R Balance” with “Current” and “Past Due” amounts. The program can be customized to reflect additional data fields to meet your needs. If we wanted to review how a related account was paying, we place the cursor on the customer name and simply click on the “Aging Summary” button.
Let’s return to the Credit Profile screen.
The program provides you with the ability to store bank references, trade references and financial statements. To enter and review bank references, click on the “Bank Reference” button.
This screen reflects the latest bank reference we obtained on the customer. If we had called on different dates or different banks, we would have an archived record on each of the calls. Let’s move to the next screen “Trade References”
This screen reflects the latest trade reference we obtained on the customer. Again, if we had called on a different date or different trade references, we would have an archived record on each of the calls. Let’s move to the next screen “Financial Statements”.
The next 3 slides show how we enter financial statement data and arrive at commonly used financial ratios. We can enter as many financial records as we would like and then compare a specific statement with any other previously saved statement. As we scroll down, the slides will show a 4 year comparison.
The first area is a “Income Statement”. Let’s continue to scroll down.
You may also review the “Balance Sheet”. Let’s continue to scroll down.
At the bottom of the screen we can now view ratios. Another alternative to reviewing financial data is to link a soft copy of a financial statement as an attachment to the customer. You can link various types of files into the program and review them online, whether it is a scanned in document, a HTML file saved from the internet or a customers email. Now that we have entered all our credit evaluation data, we can click on the “Credit Profile” button to finalize the credit review.
You can establish a “Credit Limit”, “Date Reviewed” as well as the “Next Review” date that is tracked in a follow up report. In addition to the standard fields on this screen, the user has 4 drop down menu’s and 4 check box fields that they can customize on their own by changing the labels and building their own menu lists. The “Risk” selection can be used to review and report on portfolio exposure. There also is the ability to record a “Follow up Item” and “Date” that will activate a tickler file reminder in the Organizer Module. The program archives all credit profile records. To view customer contacts, click on the “Contacts” button.
This opens up a pop up screen to enter as many contacts as you would like. If you wanted to create an email for any of the contacts, simply double click on the email address and it will open an email and automatically populate the address. Let’s move onto the next screen by clicking on “Customer Data” button.
“ Customer Data” is a pop up screen that contains 24 fields that can be customized by the user. Let’s move onto the next screen by clicking on the “Credit Links” button.
The user can customize up to 24 internet links that work with your Internet browser. Let’s return to the Main Menu
The Credit & Deductions Module is designed to manage and monitor all collection and deduction activity. In addition, payment promises, statements, dunning letters and general correspondence are managed in this module. Let’s click on the “Collections & Deductions” button to review this module.
This is a record of the last collection call made to the customer. The record indicator in the lower left corner of the screen indicates how many prior records have been archived. By clicking on the “Record” indicator, you can review prior calls. In the example, the user populated both “Comments” fields. One field was typed in and the second was selected from a drop down menu list. Users can customize a variety of pre-selected statements.
The collector making the call would select their name from the “Originator” drop down menu list. The “Date Called” automatically populates when this record is saved. The contact information is coming from the “Contacts” screen. The user has the option of typing in comments or selecting from the drop down menu lists. A “Follow up Item” can be entered which will trigger the Originators tickler file at the appropriate time. The remaining drop down menu and 4 text fields in the lower left corner of the screen can be customized by the user. Let’s look at another Collection & Deduction Log used to record a disputed transaction.
The user selects their name from the “Originator” drop down menu. The disputed transaction number is selected from the drop down menu. Once selected, the “Transaction Date”, “Transaction Amount” automatically populate. The user enters a “Dispute Amount” and a “Dispute Reason”. The user also enters the “Assigned To” as this determines who has ownership in resolving the dispute. Once the transaction is paid in full, the “Dispute Resolved & Closed” box is automatically checked and the dispute is archived. Let’s look at another Collection & Deduction Log screen used to monitor “3rd Party Collection” activity.
Once you turn an account over to 3rd party collections, you activate the “3rd Party Collections” pane by selecting a “Collection Agency” from the customizable drop down menu. Enter the “Amount Placed” and “Date Placed”, along with a “Bad Debt Reserve Amount” and “Date Reserved” if appropriate. By clicking on the “Collection Details” button you can record your collection payments and expenses.
Let’s return to the Collection & Deduction Log and review the buttons at the bottom of the screen starting with the “Aging Summary”.
Again, aging buckets can be customized to reflect your specific requirements. Let’s click on the “Open Disputes” button to review highlights on open and active disputes.
This screen gives the user a quick review of all open disputes for this customer. If the user wanted to filter this screen by subject matter, they would place the cursor on the subject matter and click on the filter icon located on the menu bar. The user may also export this data to Excel. Let’s return to the Collection & Deduction Log screen.
By clicking on the “Correspondence” button the user can now send “Form Letters”, “Statements”, “Dunning Letters” or create a letter using WORD. Correspondence can be printed off, faxed or emailed right from the program. Let’s click on the “Attachments” button.
You can link various types of files into the program and review them online, whether it is a scanned in document, a HTML file saved from the internet or a soft copy attached to a customers email. Let’s return to the Collection & Deduction Log screen.
From the Collection Call Log, the user can drill down to all open transactions for a customer by clicking the “Open Items “button.
This screen reflects all open items for this customer. Credit Strategy can be customized to capture as much line item detail as you require.
Note the four columns in the upper left hand corner of the screen. The first header “D” indicates transactions are being disputed. These are open and active disputes logged against the corresponding transactions. By double clicking on any of the fields with a letter in them, the user can view the “Reason Codes” for each active dispute.
The second header “N” indicates a note has been recorded for a specific transaction. Again, the first letter of any note is what flags the line item and lets the user know that a note exists for this transaction.
The next column header “C” indicates “Collection Reason Codes” as to why a customer may not be paying a transaction. “Collection Reason Codes” are developed by the users. To view any existing reason code or to select a new reason code, the user double clicks on the respective line item to change or establish the selection.
The 4th and 5th columns reflect payment promise dates and amounts. To select invoices for payment, the user clicks on the “Payment Promises” button. By holding down the control key, click and highlight the transactions to be paid. Select the Rep name that should follow up on this payment promise should it not be paid. Click in the “Date Promised” field to bring up the Calendar and select a promise date. All payment promises along with their corresponding amounts will appear on the “Open Item” grid. Broken promises will automatically trigger a tickler file reminder for the designated Rep.
If at anytime the user should need to adjust any of the payment promise transactions, they simply double click on the specific payment promise and enter the changes. To view a “Payment Promise Report”, the user simply clicks on that button.
This is an example of a “Payment Promise Report” by transaction number. This report can be emailed, faxed or printed off.
To send a customer a statement, the user has the ability to select a statement with or without credits by clicking on the respective buttons.
The user can now email, fax or print off this statement.
Open Items can be filtered by specific text or a date such as December, 2004, by placing the cursor on the “Filter Excluding Selection” icon. Items appearing on the screen can be exported to Excel. Let’s return to the Main Menu.
Let’s review the Organizer Module by clicking on the “Organizer” button.
The Organizer is a real workhorse in the program. This screen serves 2 functions. First, you can query your database in many ways by clicking on various parameters and click on the “Run Query” button. The example grid shows all customers that have been classified as a “High Credit Risk” with a balance greater than $1,000. You can also export the results to an Excel spreadsheet by clicking on that button.
Let’s return to the Organizer
You can manage all tickler file follow up activity from this screen. Just select the “Follow up Name” from the drop down menu, then click on any of the blue buttons to identify your follow up activity. In this example, we are selecting follow up items for “Bank References”. As the follow up items appear on the grid, place your cursor on the customer name and click on the “Follow Up” button.
This will take you to the Bank Reference screen where your follow note was recorded so that you can resume your follow up activity. Let’s return to the “Main Menu”.
Let’s quickly review Reports by clicking on the “Reports” button. The program provides a variety of meaningful reports that will help you better manage you’re A/R portfolio.
Let’s review the “Credit Risk” report by clicking on it.
The “Credit Risk” report provides the ability to view your exposure. In the above example, “Potential Risk Dollars” is defined as the outstanding dollars “Over Credit Limit”. Besides the standard reports included in the program, additional reports can be customized to meet your requirements. Let’s return to the Main Menu.
Our last module is the “Systems Administration” area accessed from the Main Menu. By clicking on the respective buttons, the administrator can setup and change any of the drop down menu lists within the program. They can customize the aging periods, Customer Data screen, Credit Profile screen and Collection & Deduction Logs. They can also Edit Correspondence Text.
Credit Strategy 877 244 0700 4268 Lakefall Ct Riverside, CA 92505 www.creditstrategy.com To end this session right click and select “End Show” Call to schedule a live remote demo direct to your PC This completes our tour of Business Pro. Live demos are also available via web conferencing.