7.1.4 Automatic Updating of Credit Control Cases

7.1.4 Automatic Updating of Credit Control Cases

The Blocks Online system automatically updates Cases when certain events occur:
  1. Whenever the status of a Case is changed by a user, a comment is added to identify who has altered the case
  2. Whenever a first or second reminder letter is created, a comment is added to the case
  3. Whenever funds are recorded against a unit then the case is updated with details about the receipt. If there is no longer an amount overdue then:
    1. If the Status of the case is one of the Credit Control Statuses (i.e. not Legal) then the case will be automatically closed
  4. If a receipt is recorded for a Unit that has a Case with a Status of ‘Under Payment Plan’ then the ‘Next Action Date’ is automatically updated to 6 weeks* after the date of most recent receipt providing that the receipt or receipts are recorded during the same calendar month or quarter (if quarterly payment has been selected) which total or exceed the amount in the ‘Payment Plan’ field.
  5. If there is a credit control case against a unit and a receipt is matched to an invoice which brings down the balance outstanding of that invoice to zero, then the credit control case is updated to reduce the outstanding arrears and an email is sent to the user who is in the legal department. This email can be customised within the Settings screen: 3.5.4 Organisation
* Why 6 weeks (42 days)?
The reason a case is moved forward by 42 days is best illustrated by an example. Let's say a leaseholder has agreed to pay £100 per month, on 10th of each month starting on 10 Jan 2020 and they set-up a Standing Order to make these payments. Their first payment on 10 Jan will move the Next Action Date to 21 Feb. 

If a payment is not recorded in Blocks Online by 21 Feb then the Next Action Date will not be altered, and the case will then appear for action by the user.
If they do make their payment on 10 Feb, the Next Action Date is moved forward to 23 Mar. And when they make payment on 10 Mar it is moved to 21 Apr.

Their next payment would be scheduled to be made on 10 April 2020; however, this is a bank holiday, in this case Good Friday. Standing Orders are not paid on a bank holiday and will not be paid until the next working day i.e. Tues 14th April. So, if the bank account was checked on Wed 15th April that would be 36 days after the previous payment. And if the agent does not review their bank account and record the receipt until, say, the following Monday 20th April that would be 41 days after the previous payment.
If no payment was received the case would not be updated and therefore, on 21 April, the case would appear on the Credit Control List for action, 42 days (6 weeks) after the previous payment was made.



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