Status Management
Last Modified on 03/13/2025 12:37 pm PDT
Pathway: Accounting > Status Management
The Status Management screen provides a comprehensive overview of accounts on, or eligible for, credit hold. It includes a series of tabs designed to help you efficiently monitor and manage account statuses, providing better control and decision-making.
Permissions
The following permission is required to view and interact with tabs in the Status Management screen:
| Permission ID | Permission Name |
263
| AR Aging & Status Management |
Prerequisites
The following setup requirements are necessary for the status change options:
Reason Code Setup
Pathway: Setup > System > Reason Code
To bulk update statuses, reason codes are required. As shown below, this screen utilizes End Service reason codes and Write-Off reason codes. For more details about adding and editing reason codes, refer to the Reason Code Setup documentation: Reason Code Setup
Collection Group / Agency Setup
Pathway: Setup > Accounting > Collection Group / Agency
Before assigning an account to an internal or external collection group or agency, review the Collection Group/Agency setup to ensure all available options have been added.
Screen Descriptions
Below are the filters and fields available across the various tabs. Please note that not all filters and fields will be displayed on every tab.
| Field | Description | Tabs it Displays On |
| Filters |
|
| Division | Filters the screen to only display accounts in the selected Division.
| All tabs |
| Bill Group | Filters the screen to only display accounts of the selected Bill Group.
| All tabs |
| Account Class | Filters the screen to only display accounts of the selected Account Class.
| Status Changes |
| From Status / To Status | Filters the screen to only display accounts that match the status workflow going from the selected 'From Status' to the selected 'To Status.' | - Status Changes
- Debt Recovery / Received Payments,
|
| Within Last | Filters what accounts display on the screen based on the time frame of a qualifying status change. | - Status Changes
- Debt Recovery / Received Payments
|
| Collection Group / Agency | Filters the screen to show only accounts for a selected Collection Group or Agency. | - Debt Recovery / Received Payments
- Internal Collection
- Accounts, External Collection Accounts
|
| Past Due Days | Option to filter the Credit Hold Eligible screen on the aging buckets.
| |
Minimum Days on... (Credit Hold, Internal Collections, External Collections)
| Option to filter the screens based on the length of time it has been in a credit hold status. | - Credit Hold Accounts
- Internal Collection Accounts
- External Collection Accounts
|
| Fields | Descriptions | Screen Tabs |
| Name | Displays the name of the account.
| |
| Date/Time | Displays the date and time the account's status was changed. | |
| Current Balance | Displays the current balance on the account.
| |
| From Status | Displays the status the account was in before the most recent status change. | |
| Days In From Status | Computes the duration, in days, an account has been in the status indicated in the 'From Status' column. | |
| To Status | Displays the status the account was changed to.
| |
| Status Change Date | Shows the date the account entered its current status. | - Debt Recovery / Received Payments
|
| Status | Displays the current status of the account and the length of time in that status. | - All Tabs excluding Status Changes tab
|
| Has Active Services | Indicates if the account has active services.
| - Status Changes
- Debt Recovery/Received Payments
- Credit Hold Eligible
- Credit Hold Accounts
|
| Last Payment | Displays the date of the last payment made on the account.
| |
| AVG Days to Pay | Financial metric that measures the average number of days it takes for an account to pay its invoices. | - Credit Hold Eligible
- Credit Hold Accounts
- Internal Collection Accounts
- External Collection Accounts
|
| Past Due Days | Indicates the number of days an account has remained in a past due status. An account is considered "Past Due" if it has at least one overdue invoice. | |
| Last Invoice Date | Displays the date of the last invoice.
| |
| Note | Displays the note that was added when the account's status was changed.
| |
| Collection Group / Agency | If a collection agency was assigned to the account, it will display here. | - Debt Recovery / Received Payments
|
| Payments Since Status Change | Shows the total amount of payments received and the number of payment transactions. | - Debt Recovery / Received Payments
|
| Write Off Amount | If a write off amount was applied to the balance, it will display here. | - Debt Recovery / Received Payments
|
| Current | Displays the total deposit balance available. | All Tabs excluding Status Changes tab |
Aging Buckets
1-30, 31-60, 61-90, 91-120, Over 120 | AR aging buckets categorize an account’s outstanding balances by time period. | All Tabs excluding Status Changes tab |
| Total | Displays the total balance amount across all aging buckets less the current amount. | All tabs excluding Status Changes tab |
Status Changes
The Status Changes tab provides a detailed view of accounts that have undergone any status change. With available filtering options, you can track and review updates to account statuses, ensuring better oversight and management.
Debt Recovery / Received Payments
The Debt Recovery / Received Payments tab provides a centralized view of accounts in bad debt, credit hold, or collection status. This screen displays accounts with a past due balance, allowing for easy monitoring and management. Once a balance is paid or written off, the account will be removed from the list.
Credit Hold Eligible
The Credit Hold Review tab helps identify accounts that meet the criteria for a credit hold. Using the available filters, you can review accounts based on their past due status and other key factors. The Past Due Days column clearly shows how long each account has been overdue, allowing for quick assessment and action, including the ability to mass update selected account statuses.
Update Status
The Update Status button offers a fast and efficient way to update account statuses from the Status Management screen. Simply select the accounts you want to update, click Update Status, and the Account Status History screen will open, allowing you to apply a new status.
Credit Hold Accounts
The Credit Hold Accounts tab allows you to view all accounts that have a credit hold status, based on the selected filter criteria. This screen provides a focused overview of accounts currently on credit hold for efficient management and review.
Bulk Selection
In scenarios where the screen returns a high amount of records, use the Bulk Selection button to mass select the accounts a status change applies by entering their account ID. Review the three sections below that outline the process.
Enter Account IDs
In the Account Selection window, enter each account number separated by a comma. Keep the Reset Selection box checked to ensure the system removes any previously selected accounts whose IDs were not entered in the text box.
Change Status
Once the account records are selected, right-click on any row of a selected account to open the Change Status popup. If you right-click on a row that is not selected, the system will clear all previous selections and select only that account. The popup will display the total number of selected records at the top. From there, choose the appropriate status for the accounts.
Bulk Update Account Status
After selecting a status, the Bulk Update Account Status popup editor will appear, displaying fields based on the chosen status. If an account has any remaining active services, they will be ended upon Post.
Internal Collection Accounts
The Internal Collection Accounts tab offers an overview of accounts with an internal collections status, along with the duration they have been in this status. This screen helps monitor and manage accounts in internal collections, assisting in determining the next steps, such as escalating the account to an external collections company.
External Collection Accounts
The External Collection Accounts tab provides an overview of accounts in external collections status, along with the number of days they have been in this status.
