What is an NSF fee

Debt collection

  • 6 minutes to read

Important

Dynamics 365 for Finance and Operations has evolved into purpose-built applications that you can use to manage certain business functions. For more information about these changes, see the Dynamics 365 Licensing Guide.

Information on debtor collections is managed in a central view on the "Collections" page of Microsoft Dynamics 365 Finance. Credit memos and collections processors can use this central view to manage collections. Collection agents can start the collection process from debtor lists, which are generated using predefined dunning criteria, or from the Debtors page.

Before you begin setting up or using collections operations, you should know about the following:

  • Accounts receivable due snapshots contain balance history information at a specific point in time
  • Accounts receivable pools for collections help you organize your work
  • Collection agents can have their own debtor pools
  • Accounts receivable, activities and inquiries are organized on list pages
  • All of the collections information for a customer is on one page, and you can take action from that page
  • You can waive, re-levy or cancel interest in one go
  • You can create depreciation postings in one step
  • You can process insufficient funds (NSF) payments in just one step

The following sections describe these concepts.

Due snapshots for customers

A due date snapshot contains the calculated retrospective balances for a customer at a specific point in time. This information is displayed on the "Balance Review" list page and on the "Collections" page. A due snapshot must be taken before you can view the information on the Collections list pages.

A due date snapshot contains a header line and detailed records for each customer that correspond to the individual payment terms in the payment term definition.

The due date snapshot header contains the total amount due, credit limit, packing slip amount, order amount, number of disputed transactions, and total number of disputed transactions for the customer account. All postings for the customer are used to calculate these amounts. The total amount due, the credit limit, the delivery note amount and the order amount are displayed in the "Credit information" info box on the "Collections" page.

For each payment term, a due date snapshot detail record is created in the payment term definition. Each due snapshot detail record contains the payment deadline identifier and the total amount of transactions with dates that are within the payment deadline. Bookings are assigned a payment term, e.g. B. 30 days overdue. The date is relative to the Due By date that is specified when you take the due date snapshot. This information is displayed on the "Balance review" list page and in the "Balance review" info box on the "Collections" page.

Accounts receivable pools for collections

Accounts receivable pools are queries that define a set of accounts receivable records that can be viewed and managed for collections or due processes. Use accounts receivable pools to filter information on the Balance Review, Collection Activities, and Collection Cases list pages. You also use customer pools to filter the customer accounts that are included when due snapshots are taken.

Debt collection agent

By default, users can view all accounts receivable information on collections list pages. You can use collections agent records to determine the pools of accounts available to filter information on the collections list pages and on the Collections page.

A debt collection agent is someone who works with debtors to ensure that payments are received on time. Collection agents are workers assigned to users on the User Settings page.

"Collections" list pages

The following list pages can be used to organize your collections information.

  • Balance Review - The columns on the list page show the customer balances and the amounts due by the due date. This information is saved as a due date snapshot. The payment deadlines are determined based on the payment deadline definition used. The payment term definition comes from the customer pool, if this was specified for the pool query. If the pool does not have a payment term definition, the payment term definition provided on the Accounts Receivable Parameters page is used. If a default payment term definition is not specified, the first payment term definition on the Payment Term Definitions page is used.
  • Collections Activities - The columns on the list page show activities that are identified as collections activities. These activities are created using the Collections page. Use the activities to keep track of the collections tasks performed.
  • Collections Cases - The columns on the list page display information for cases that have a case category with a case type of "Collections".

Note

A maturity snapshot must be taken before you can view the information on these list pages. Information is only displayed for customers who have a due date snapshot taken. The data records displayed on the list page can also be filtered as follows:

  • By default, a Finance and Operations user has access to all customers who have a due date snapshot.
  • If there are customer pools, a user must be set up as a collections agent to use the pools to filter information on the collections list pages. The information is limited to the customers included in the selected customer pool.
  • When a user is set up as a collection agent, only the pools selected for that collection agent are available on the list page. If the "Allow collections agent to view all customer pools" toggle button is selected on the collections agent page for the agent, all pools are available to the agent.
  • Collections page

    Use the Collections page to view, manage, and take action on collections information, activities, and requests for a customer.

    Postings for the selected customer are displayed in the upper area. Postings for the selected customer are displayed in the middle area. Activities for the selected customer are displayed in the lower area. You can create collections requests to track collection information for one or more bookings and activities. The information in the upper and lower area can be filtered on request.

    Balance reviews and credit limit information for the selected customer are displayed in info boxes. This information is stored in the due date snapshot. If necessary, you can update the maturity snapshot with current information.

    The activity area contains buttons that display related information about the selected customer, inquiry, transaction, or activity. You can also take common actions, such as: For example, you can change the collection status of a transaction, send email correspondence through integration with your email provider, issue refunds to customers, process NSF payments, and write off bad balances.

    Suspending, recovering or canceling interest and fees

    You can waive, re-levy, or cancel entire interest bills or fees and posting interest related to interest bills. To do this, use the "Dunning" tab in the activity area on the "All debtors" list page by clicking on "Interest invoice", "Posting interest" or "Fee".

    These regulations only affect interest bills and the interest and fees they contain. Use the steps in the "Create One-Step Depreciation Postings" section to write off any charges a customer owes.

    For more information, see Create a Range Interest Code and Process Interest.

    Create depreciation postings

    You can write off bad debts by clicking on "Write off" in the "Collections" form, as well as on the "Balance review" and "Open accounts receivable" list pages.

    When you write off postings for a customer, all postings for the customer are automatically marked for clearing. The amount that is written off depends on the net amount of the marked postings. The depreciation posting is created in a general journal and can contain up to three types of journal lines.

    • The first type of journal line contains the write-off entry for the customer. If the marked postings contain several combinations of currency codes, dimensions and posting profiles, a separate journal line is created for each combination.
    • The second type of journal line contains the depreciation entry for the general ledger account. If the marked postings contain several combinations of currency codes, dimensions and posting profiles, a separate journal line is created for each combination.
    • The third type of journal line contains the sales tax depreciation information for the general ledger account. This journal line is only created when the Separate Sales Tax toggle key is selected on the Accounts Receivable Parameters page. If the marked transactions contain several combinations of sales tax account, dimensions and sales tax code, a separate journal line is created for each combination.

    The depreciation posting is created in the posting currency.

    For more information, see Create a repayment journal for a customer.

    Processing payments with insufficient funds (NSF)

    You can process NSF payments by clicking NSF Payment on the Collections page. If you click this button, the payment will be canceled. If the customer incurs an NSF fee, a debit entry is created in the payment journal. The amount of the fee depends on the settings for the automatic charges. The automatic charges applicable to NSF payments are indicated by the charge group selected on the Bank Accounts page for the specific bank account.