7.2.1 Creating a new Credit Control Case

7.2.1 Creating a new Credit Control Case

To create a new Credit Control Case:
Access via the menu option: Credit Control -> Credit Control Cases
  1. Then at the top right of the screen click ‘Create New Case’
  2. A pop-up window will appear where you will need to select some mandatory fields designated by an * these are the ‘Block’, ‘Unit’, ‘Demand Type’, ‘Next Action Date’ and ‘Case Status’, ‘Assigned to’. In addition there is the non-mandatory ‘Payment Plan’ (field to input an amount i.e. 100 which will represent £100) and click the radio button for ‘Monthly’ or ‘Quarterly’ for the payment frequency.
  3. Once you have selected a ‘Block’ and ‘Unit’ you will also see the following information appear:
    1. Amount Overdue – is the amount of either service charge (SC) or ground rent (GR) that remains unpaid after its due date (This amount excludes any current period demands for which the due date has not yet passed). NB: you can toggle between SC and GR to see the relevant amounts for each demand type.   
    2. Total Unpaid – is the total amount that remains unpaid including amounts that are not yet overdue.
    3. Unallocated Amount – is where receipts have been recorded against the unit but not yet matched to relevant invoices. It is good practice to allocate these amounts to make sure the case is up to date as that may have a bearing on how you wish to proceed with the case.
  4. Next Action Date – this should be set to the next date when you wish to review this Case.
  5. Case Status – you select which status is relevant but typically when creating a new credit control case you would select ‘CC – Unresolved Case’ to get the case logged and active in the system.
  6. When you have selected the relevant fields then click on ‘Save’ to create the new case. This will then automatically create a unique case reference number for the case.

NB: If there are any other credit control cases for the Demand Type selected for the particular unit you are creating a case for then a warning message will pop-up to inform you.