USER GUIDE
Debt Collection System
USER GUIDE
© 2018 Software by Fonscom Systems Ltd
1
LIST OF FIGURES
Fig 1: Login panel. This screen offers users with access panel to the
system. Users have to provide correct Username and Password to
access their profiles.
Fig 2: dRecovery Dashboard. Offers shortcut menus to the different
features of the system.
Fig 3A: Screen to captures details peratining a customer.
Fig 3B: Screen to captures details peratining customers` Loan
Information.
Fig 4: Screen to contact customers via text message (SMS) or email.
Fig 5: A screen to bill the customer for any other miscellaneous
expenses that may be incurred during debt recovery.
Fig 6: A screen to capture any payments made by the customer in a
bid to clear the outstanding amount.
Fig 7: A screen for capturing commission paid to the agent for any
amounts recovered.
Fig 8: A screen to compose SMS and Email templates used for
contacting customers during the recovery process.
2
INTRODUCTION
d
Recovery is a web-based debt collection management
solution designed for companies of all sizes. It offers
compliance management, contact management, credit
reporting, and follow up scheduling, transaction and commission
management functionalities within a debt collection agency.
T
he system features access control, which allows users to add
others and assign them data-access levels, based on their roles
and departments. Also features a claims dashboard, which
allows users to view information about their claims, including status,
forwarder, amount placed and amount collected.
d
Recovery offers customized reporting, which allows users to
prepare reports based on filters, such as timeframe, amount
placed, status, creditors and collectors. Users can also add
reminders or assign collector from the reporting module. dRecovery
provides online and 24/7 phone support to all its customer.
3
COMPONENTS
GUIDE
The systems comprises of the following modules and their
functionalities:
Module Description
Debt Collection This module is used to register new customers or
Module import customer data/details from a previously
existing system. Other activities carried out in
the module include sending SMS and emails to
customers, composing SMS/Email templates,
generation of reports among other tasks…
Bulk SMS& Email Used to send SMS messages, alerts and
module notifications to customers, the staff, system users
etc…
Finance Module Manages cash flow within the agency: both
income and expenditure.
Generates financial reports:
a. Balance sheet,
b. Trial balance,
c. Income statement.
Hr & Payroll Takes care of company`s employees personal
Module data, salaries, deductions, record keeping and
verifying the reliability of pay data. Delivers
4
payroll checks, maintain compliance with tax
law, record paperwork for new hire and digitally
stores employee files. Keeps track of statutory
deductions: NSSF, NHIF, PAYE etc…
Administration Used to assign access rights to system users,
Module backup system data, reset the database, sets
company information.
Helps to creates new system users, issuance of
passwords, activate or deactivate existing users.
Keeps track of audit trail (tracking user
operations in the system).
5
SCREEN SHOTS
Figure 1: Login panel. This screen offers users with access panel to
the system. Users have to provide correct Username and Password to
access their profiles.
Figure 2: dRecovery Dashboard. Offers shortcut menus to the
different features of the system.
6
SCREEN SHOTS
GUIDE
Figure 3A: Screen to captures details peratining a customer.
Figure 3B: Screen to captures details peratining customers` Loan
Information.
7
SCREEN SHOTS
GUIDE
SCREEN SHOTS
SCREEN SHOT
Figure 4: Screen to contact customers via text message (SMS) or
email.
Figure 5: A screen to bill the customer for any other miscellaneous
expenses that may be incurred during debt recovery.
8
SCREEN SHOTS
GUIDE
Figure 6: A screen to capture any payments made by the customer
in a bid to clear the outstanding amount.
Figure 7: A screen for capturing commission paid to the agent for
any amounts recovered.
9
SCREEN SHOTS
GUIDE
Figure 8: A screen to compose SMS and Email templates used for
contacting customers during the recovery process.
10
dRecovery uses the following Debt recovery
procedure
The steps are from friendly reminders through to letter of demand
and bad debt collection, as an escalation process to contact your
customers about an outstanding payment.
i. Contact with a friendly payment reminder
When payment first becomes overdue, the customer is given a
courtesy reminder by phoning or emailing.
Contacting them may be enough to get the invoice paid – they
might've forgotten about the bill, paid the money into the wrong
bank account, or there could be another minor issue that's easily
and quickly resolved.
ii. Contact with an overdue payment reminder
If the payment remains outstanding and the customer has missed
the next agreed payment date, or there's been no contact at all the
customer is given another call, or sent another email reminder of the
money owing, and request payment.
iii. Contact customer with a final notice
When the customer hasn't paid as per the terms of payment and has
missed any extended payment dates again the customer is given a
call or email to discuss the outstanding invoice and request
payment.
11
iv. Try to make direct contact with your customer
If there's still no payment or response, consider visiting the customer
in person or phoning them if previous contact has been via email to
ask for payment.
This could help facilitate a personal relationship with the customer
that could be useful for future payments.
v. Send a formal letter of demand
If all your attempts to contact them and receive payment have
failed consider sending a letter of demand. Keep in mind this
procedure should only be done as a last resort it has the potential to
damage the business relationship established with the customer.
vi. Consider involving the police
If a customer still hasn't been paid consider the police to assist in
collecting the outstanding money from your customer.
12