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Accounts Management Guide

Overview

Accounts represent individual debt collection cases in the Abrianto Collections CRM. Each account tracks a debtor’s financial obligations, payment history, and current status. This guide explains how to create, manage, and track account collections effectively.

What is an Account?

An account in Abrianto represents a specific debtor’s collection case. Each account includes:

  • Debtor Information: Contact details and personal information
  • Account Balance: Current outstanding amount owed
  • Account Status: Current collection stage (Active, Paid, Written-off, etc.)
  • Account History: Complete timeline of all transactions and interactions
  • Due Dates: Scheduled payment due dates and overdue information
  • Assignments: Which agent or team is responsible for the account
  • Custom Parameters: Additional custom fields specific to your business needs

Creating New Accounts

Method 1: Create from Debtors Page

  1. Navigate to Debtors section
  2. Find or create a debtor record
  3. Click the “Create Account” button next to the debtor
  4. Fill in the account details:
    • Initial Balance: Starting amount owed (in currency)
    • Account Type: Business or Individual
    • Due Date: When the payment is expected
    • Assign to: Choose an agent or team
  5. Click “Create Account”

Method 2: Create via CSV Import

For bulk account creation:

  1. Prepare a CSV file with account information
  2. Navigate to Import section
  3. Select “Accounts” as the import type
  4. Upload your CSV file
  5. Map your columns to Abrianto fields
  6. Review and submit the import

Account Statuses

Accounts can have the following statuses:

  • Active: Active collection case - debtor has outstanding balance
  • Paid: Account has been fully paid
  • Written-off: Account deemed uncollectible
  • Closed: Account is closed (either paid or written-off)
  • On Hold: Account temporarily paused
  • Escalated: Account requires special attention

Viewing Account Details

  1. Navigate to Accounts section
  2. Click on any account to view full details
  3. The account dashboard shows:
    • Current balance and payment breakdown
    • Recent transactions
    • Account history timeline
    • Assigned agent information
    • Due dates and reminders

Managing Account Information

Updating Account Details

  1. Open the account you want to update
  2. Click the “Edit” button (usually top right or bottom)
  3. Make your changes:
    • Update balance or adjust amounts
    • Change account status
    • Modify due dates
    • Reassign to a different agent
    • Update contact information
  4. Save your changes

Adjusting Account Balances

Adding Payments

  • Enter payment amount manually
  • System automatically updates balance and status
  • Creates payment transaction record

Fee Charges

  • Add collection fees
  • System calculates new balance
  • Updates account status if balance reaches thresholds

Manual Adjustments

  • Apply credit or debit adjustments
  • Provide reason for adjustment
  • System records adjustment with notes

Account Balances Explained

Your account balance is calculated from multiple components:

Total Balance = Outstanding Principal + Fees + Interest + Adjustments

Outstanding Principal

The original amount the debtor owes (excluding fees and interest).

Fees and Charges

  • Collection Fees: Percentage or fixed fee for collection efforts
  • Late Fees: Penalties for overdue payments
  • Interest: If applicable based on your terms

Adjustments

  • Credits applied by your team
  • Administrative adjustments
  • Write-offs or settlements

Due Dates and Reminders

Setting Due Dates

  1. When creating or updating an account
  2. Set the Due Date to when payment is expected
  3. Optionally set Follow-up Dates for automated reminders

Reminder Options

  • Email Notifications: Debtor receives automated payment reminders
  • Agent Alerts: Agents get notified when accounts are due or overdue
  • Priority Notifications: Urgent accounts trigger immediate alerts

Filtering and Searching

Find accounts quickly using:

  • Text Search: Search by account number, debtor name, phone
  • Status Filter: Filter by account status (Active, Paid, etc.)
  • Date Range: Filter by due date ranges
  • Balance Range: Filter by balance amounts
  • Agent Filter: Filter by assigned agent or team
  • Custom Filters: Combine multiple filters for specific searches

Exporting Account Data

Export your account data for reporting or record-keeping:

  1. Go to Accounts section
  2. Use filter options to narrow results
  3. Click “Export” button
  4. Choose export format:
    • CSV: For Excel or other spreadsheet software
    • PDF: For printable reports
  5. Download the exported file

Bulk Operations

Perform actions on multiple accounts at once:

Export Multiple Accounts

  • Select multiple accounts using checkboxes
  • Click “Export Selected”
  • Download as CSV or PDF

Mark as Paid

  • Select multiple overdue accounts
  • Click “Mark as Paid”
  • Enter total amount paid
  • All selected accounts are updated to “Paid” status

Escalate Accounts

  • Select accounts that need attention
  • Click “Escalate”
  • Assign to senior agent or manager

Account History Timeline

Every change to an account is recorded:

  • Payment History: All payments received
  • Fee Charges: All fees added
  • Adjustments: Manual balance changes
  • Status Changes: When account status changed
  • Agent Changes: When account was reassigned
  • Due Date Changes: Scheduled date modifications

View the complete timeline in the account details page.

Custom Parameters

Custom parameters allow you to tailor the system to your business needs:

Creating Custom Parameters

  1. Navigate to Admin → Custom Parameters
  2. Create a new parameter (e.g., “Priority Level”, “Collection Agency”)
  3. Define allowed values
  4. Add parameter to account forms

Using Custom Parameters on Accounts

  • Custom parameters appear on account cards
  • Enable quick filtering by parameter values
  • Support visual indicators (colors, badges)
  • Use in search and reports

Best Practices

For Effective Account Management

  1. Set Clear Due Dates: Specify realistic payment deadlines
  2. Assign Dedicated Agents: Ensure each account has a responsible agent
  3. Update Regularly: Keep account information current
  4. Use Custom Parameters: Tailor the system to your collection workflow
  5. Monitor Status Changes: Track accounts moving through different stages
  6. Document Adjustments: Always provide reasons for manual adjustments
  7. Follow Up Promptly: Respond to overdue accounts quickly
  8. Use Bulk Operations: Save time with bulk actions on multiple accounts

Common Use Cases

  • Collection Agencies: Track multiple debtor accounts across different agencies
  • Financial Institutions: Monitor loan collections and recoveries
  • Credit Card Companies: Manage delinquent account portfolios
  • Medical Debt: Collect outstanding medical bills

Troubleshooting

Account Shows Incorrect Balance

  • Verify transaction history for accurate breakdown
  • Check for unrecorded payments or adjustments
  • Contact support if discrepancies persist

Can’t Create New Account

  • Ensure you have permission to create accounts
  • Verify required fields are complete
  • Check if account type is available in your configuration

Reminders Not Sending

  • Verify email service is configured
  • Check notification settings in account
  • Confirm due dates are properly set

Export Not Working

  • Verify you have export permissions
  • Check if CSV/PDF export feature is enabled
  • Contact support if issue persists

Getting Help

For support or questions about account management:

  • Documentation: Check our comprehensive documentation library
  • Support Portal: Submit tickets through your support portal
  • Training Resources: Access video tutorials and guides
  • Contact Support: Reach out to our support team directly

Next Steps

Now that you understand accounts, explore: