© Quantrax Corporation, Inc.
Updated - September 20, 2007
As announced, this
is the first version or Intelec Release 8, the first major database
change since the Y2K changes were made. It contains major "infrastructure"
changes that will allow us to create new features for several years.
Please review all of the documentation carefully. Please review the
documentation for Release 7.4
if you have not already done so. The first release of Version 8 was
released on November 4, 2005. This is the final documentation. Changes
will be added and dated for easy reference.
We have been working on a system for settlements in-full. This will
be deployed in Version 8.1. Please review the documentation within Version
What do our clients
have to do to prepare for these changes?
Quantrax began general
release of Version 8.0 in December 2005. It is anticipated that complete
roll-out to all of our clients will take us into the 1st and 2nd quarter
of 2006. The timing of your update will depend on how soon your modifications
can be converted to Version 8. There is time for Quantrax and our clients
to prepare for this.
With regard to the IBM operating system, you MUST be on V5R2 or later.
The major files such as the account, note and payment history have been
expanded. We are estimating a net impact of about a 10% increase in
the size of these files. There will be additional disk utilization and
it is recommended that you check your status. It is recommended that
you always run at less than 70% of disk utilization. Disk is not expensive
and we feel that a small investment on your part is not an unreasonable
Based on the today’s
cost of hardware and the state-of-the-art technology we offer, we are
suggesting that you should strive to have sufficient disk so that your
disk utilization is less than 55% with Intelec Release 7.2 or 7.4.
(You can check the present value of disk utilization by keying in “WS”
at any menu, and looking for “System storage used” or “% system ASP
Some of the real-time,
interactive inquiries will take processor capacity. Most of today’s
systems are capable of handling complex processing, but you may need
to consider memory if you use the new functionality and response is
slower than expected for some of the new options. Again, we are not
talking about significant costs. Unlike in he past, with the increased
pace of our development, you are well advised to stay up-to-date with
IBM software. Intelec Release 8.0 will require that you be at IBM Release
V5R2 or higher of the IBM Operating System. Support for V5R1 was withdrawn
by IBM in September 2005. IBM is now shipping V5R3. You should try to
upgrade your processor at least every 24 months.
The key changes
described in the document relate to the following. You can skip directly
to an item clicking on it.
As with other updates
you will not be forced to make any changes as soon as you install the
update. You can set up and start to use the new features any time after
you have installed Version 8.0. As with other major updates you will
not be able to go back to a prior version of Intelec without restoring
your prior data. We have an excellent record of software updates and
are only really concerned about changes that our clients may have made
though 3rd party technical services.
After the deployment
of Version 8.0, Quantrax will release new and innovative tools for product
support. The Q/A database option within Intelec (?? option) has been
removed. It has been replaced with the "Knowledge-base" from
the client section of our web site. This will be enhanced with additional
help including sound and video recordings! Training modules will also
be available through the web-site. The present training modules have
NOT been updated for Version 8. We have updated the field-level help
for the system and also added help at the menu-level, to describe each
option. You will now be able to press the help key from the menus. This
feature will be expanded to sub-menus too.
Release 8.0 contains
extensive database changes. These changes have been designed with the
future in mind. We have anticipated future functional changes needed
and have modified the database to accommodate those anticipated changes.
Database changes are complex, and if the database supports what you
are trying to do, writing programs to accommodate changes are relatively
easy. We understand that there may be custom code or queries that may
have been written and in order to minimize the impact of this update
on that code, some fields may be duplicated within the database. As
an example we have created separate fields for each description code.
We have also retained the old description code fields. This means the
description codes will exist in two places on the account master file.
That is not a problem. We will make sure that all the programs we support
will update both places when a description code is changed. You will
be able to use any existing queries or reports, and still build new
ones against the new fields.
What are the major
changes that have an impact on you from an operational angle?
- The debtor address
fields have been expanded. Extra address and street address are increased
to 30 characters (from 20 and 25 respectively)
- A cell phone
number has been added to the account master file
- There is a single
field that will hold the full 25-character client account number (The
old fields are also retained)
- While the old
description code fields have also been retained, we will have 20 separate
fields that will hold the 20 description codes.
- Interest rate
has been changed to a 9-character field with 7 decimal positions.
(Was 5 with 3 decimal positions)
- Interest balance
has been increased to hold amounts up to 9, 999,999.99.
- We have introduced
a secondary close code to better describe a close code.
- Account status
code is increased from 1 to 2 characters
- We have changed
the collector code fields (owner, worker and split) for 2 characters
to 4 characters. E.g. A collector code JH on the prior release will
become JH-blank-blank on the new version. You can set up new collector
codes that will use more than the 2 characters (e.g. JH01)
- We have changed
all programs to support all 8 characters of the User ID that is set
up in Intelec. Presently, you can not set up two User ID's with the
same first 4 characters. You will now be able to set up any ID that
is unique, and the system will track the entire User ID in the notes.
- We have added
fields for original creditor and original account number into the
account master file (for use with billing companies)
- As a result of
the collector codes being expanded to 4 characters, we have also had
to change the override field on the Smart Codes to 4 characters. This
change will also apply to contact series and ACat codes which are
used for overrides, but are 2-character fields. They will be left-justified
and used in the override field.
- We will support
a Smart Code override on the Smart Code file SCTRAC. Presently, it
is the Smart Code processing program that determines which override
is applicable, when a Smart Code is applied. This works well, but
there are cases where you have to set up MANY different maintenance
Smart Code (sometimes applied by external programs) because you can
not specify an override that should be used.
The database changes
are many, and are complex. If you have had any programming that has
been done by any party other that Quantrax, we will not be responsible
for supporting or advising you on how those changes need to be migrated
to the new version. Every program that has been done will need
to be carefully reviewed for compatibility, and at a minimum, every
program will need to be recompiled. Quantrax will not be responsible
for documenting all of the database changes made. We will provide documentation
on what we feel are the key changes. With regard to custom programs
that were developed by Quantrax, these will me modified at no cost to
you as per our standard procedure.
As always, this area has been enhanced.
- We now have the
concept of an override at the time we apply a Smart Code. This is
a powerful concept. It allows you to set up one Smart Code and have
different overrides that get defined at the time the Smart Code is
applied. The system will use this override and not check other options
such as client overrides. The main application of this may be with
externally applied Smart Codes. It will allow you to also use fewer
Smart Codes than in the past.
- The override
can be specified when a user applies a Smart Code from the account
detail screen. In the Smart Code System controls, on the first
back screen, we have a new option "X-code (Y,b)". This
is towards the top of the screen. This allows you to control the
use of the override on the Smart Code window. A "Y"
is used to open up the field and allow it to be entered. Use a
blank to hide the field so it is not displayed and can not be
- The override
had been added to the multiple Smart Code option.
- Smart code
Where is a Smart
Code used? In Intelec, a user could setup smart codes under several
areas such as in system controls, client setup's,
account linking parameters, letter codes, payment arrangements etc.
a user does not have a method of inquiring into where smart codes
have been setup in Intelec. We are giving you a new inquiry option
to review the different places where a particular smart code is
setup. (see screen below) This is accessed from the first screen
of the Smart Codes System Control file. F5 - Where used? will prompt
for a Smart Code and will look at Intelec and display the different
areas where a Smart Code has been defined.
- Multiple Smart
We have added
client group as an option (Yes!). Enter client codes and indicate
that they are group numbers, to check group codes. We have also
added reporting group code as a selection option. You will also
see that the override can be specified at the time of applying a
Smart Code. The override will allow you to set up a one-time or
infrequently used Smart Code and set up several overrides instead
of having to set up a different Smart Code for each option!
- Payment arrangements
We have a powerful
new feature that will allow you to create a payment arrangement
through a Smart Code. You have the option to select the feature
and specify an optional "Days to start date" based on
the date the Smart Code is entered. If this is not specified, we
use 30 days as the start date. The system will look up the payment
arrangements system controls and use the minimum installment amount
from the special rules (2nd page) if they exist. If they do not,
we will need to find a minimum installment amount on the first page
of the system controls. The system will set up a monthly arrangement
and notate the account as if the arrangement had been set up by
- Applying Smart
Codes for payment options and accounts viewed (Added 08/20/05)
We will allow
you to easily apply Smart Codes for different types of payment options
(Payment arrangements, post-dates, credit cards etc.) and for accounts
viewed (when we add the "Account viewed" note). The options
can be defined on the company information system controls. See below
for an example of the new screen (2nd screen of Company Information).
- Applying Smart
Codes at the time of posting an account (Added 08/30/05)
Presently, you can apply a Smart Code for all new accounts based
on the client. The Smart Code is defined on the client master and
gets applied early in nightly processing. With this new version, you
will be able to apply a Smart Code as soon as an account is posted.
We have added a powerful new feature that will allow you to use this
option to immediately move accounts into collector queues!
Several users use other options in Intelec (e.g. rebuilding work queues
or account transfers) to move new business into collector queues.
You will never have to do this again! On a Smart Code you can
now specify that the account is to be added to the account processing
files (collector queues). Following is the new option.
What if you can not make a decision about what needs to be done until
linking has been run (That currently happens during nightly processing)?
E.g. You may want to work a new account only if the debtor has not
been called that day! How would you know that? Only by having the
new account go through linking and then trying to add the new account
(debtor) to the queues. As with all queue manipulations in Intelec,
we will first check if the account was worked that day. If it was,
we would do nothing. If it was not worked but was in the same or a
different worker's queue (maybe under a different processing type,
QCat etc.) we would delete the record(s) from those queue(s) and then
add a new record to the present worker's queue! So how do you make
a new account go through linking? We have a new option within a Smart
Code to "Run linking for new account". This will run the
individual account though the linking process at the time the account
is posted! If you apply the same Smart Code to an old account that
has been through linking, nothing would happen. The account would
not go through linking unless it had been changed by a Smart Code
to "Attempt linking". The screen above shows this new option
This is an important new feature that is consistent with Quantrax's
goal to deliver features that allow you to proactively work and manage
accounts at very high levels of automation.
attempts and contacts (Added 10/18/05)
The option Y would reset attempts and contacts on an account.
We have added options A and C to reset attempts or contacts as opposed
- Date a smart
code was last used (Added 10/18/05)
The date a smart code was last used was only saved on the standard
smart code. We will now track the date an override was last used.
The standard smart code will always be updated, even when an override
is used. The new feature will only work on a "go forward"
basis, tracking Smart Codes applied after the new release is installed.
information (Added 08/20/05)
Within the Company
Information system control file (see Smart Codes above), you can define
the way information is duplicated from or on medical accounts. This
only refers to the F3 - Duplicate information option from the account
detail screen. It will allow you to stop information from medical accounts
from duplicating on non-medical accounts. You can also stop information
from non-medical accounts from being updated on medical accounts. If
you have a group of linked accounts and change the phone number of one
of them, Intelec will automatically change all the accounts that had
the same "old" number. This feature is NOT affected by this
Time offset for
notes and timed recalls (Added 08/20/05)
On a prior version,
we added a time offset at the collector code level. This was designed
for use by companies that had collectors working in a single Intelec
company, but physically located in an area that was in a different time
zone from where the iSeries (AS/400) resided. We have added the time
offset feature to the Company System Control file. You can use this
feature to say that company 02 is one hour behind (-1) the AS/400 location.
All notes will be displayed with the adjusted time! This feature will
also work for time recalls! Presently, a user in a time zone an hour
behind the AS/400 time, will need to put a time that corresponds to
the AS/400 time and NOT the time in their location. Now, the user will
be able to specify their own time for recalls. Here is an example.
- AS/400 is in
the East Coast. The Intelec company where the collector is working
is in the West Coast which is 3 hours behind the AS/400 time.
- Collector signs
on at 8 AM, when it is 11 AM East Coast time, and adds a note. If
the time offset of -3 is specified at the company level (or collector
level), the note time will say 8 AM (and not the AS/400 time of 11
- At 8 AM West
Coast time, the user applies a Smart Code and enters a recall time
of 1100, which is 2 PM East Coast time. The recall will be presented
at.... 11 AM West Coast time (2 PM East Coast time), and not
at 11 AM East Coast time!
We have not
changed the close code within this update. The close code is a 1-character
alphanumeric field. In the collection industry, there are less than
15 major reasons for closing an account (E.g. Skip can not locate, deceased,
can not pay, write-off etc.) A single character is therefore sufficient
to represent a close code. However, there is a need to further describe
the close code in some cases. E.g. you could have a write-off dues to
many reasons such as charity, VIP or insurance. One solution was to
create separate close codes for each. This approach meant that you could
run out of close codes. We have therefore introduced a "secondary
close code" that will allow you to define a code that better described
the close represented in the close code. The code and the description
of the secondary close code are accessed at the time of leaving the
close code system control option (Accessed through the Close Codes System
Control file, sample screen shown below) Note that the secondary close
code is always associated with a close code. It has no meaning on its
own. That means close code "5" could have a secondary close
code of "W", while code code "6" could also have
a secondary close code of "W".
This secondary close code can be used within the Smart Code action lines
(see below), in contact series and in the Multiple close-out by Case#
. The close-out report has also been modified to use the description
from the secondary code, if it exists. This is what we have at this
time - We are planning to extend this option to other reports and the
audit options in the future.
We have made the
What happens when
you want to follow up on payment arrangements a certain number of
days before the due date? We had no method of doing this automatically,
because the system would not date an account unless a promise was
broken and the rules on the system control file for payment arrangements
were met. We have a new feature that can be set up on the P/A System
Control file in indicate that a P/A should be "Presented before
the due date". Select the numbers of days and enter it in "Days
before due date to present". The system will select payment arrangements
before the due date specified and present then as dated follow-up's.
This will happen until a contact is made. After a contact is made,
the account will not appear in the queues again, until the next installment
has been added on and the account again qualifies to be presented.
Balance types at the client level
At the present time,
balance types are set up at the company level (Menu option: 1-18-1).
There is another option (Menu option: 1-18-2) to set up a payment distribution
order for each balance type at client level.
In version 8.0 we
have expanded the client option (menu 1-18-2) to set up all of the options
available at the company level, at the client level too. (Figure 2.1)
The balance types system control file is linked to a client using the
"Special code for payment distribution order" on the client
file. This field has been increased to 4 characters.
Following is the
new screen for balance types by client. This information will be used
on the F10 screen. In addition, we will use the information for payment
posting - commissions, payment distribution order etc.
The second screen
within this option allows you to define the special distribution options
that exist in the present version.
From the balance
types options we have removed “Int.to Bal.Type” field (was set up to
handle a larger field size for interest). Because we have increased
the “Interest Amount” field length from 7,2 to 9,2 and this feature
is not required in future. At present this is not a commonly used feature.
Therefore if any client is using the field "Int.to Bal Type"
they MUST must inform us prior to converting to Release 8.0.
At the time of installation,
the client numbers that defined under client wise balance setup will
updated using company level default values by keeping the existing client
setup's for payment distribution order and special interest rate. For
rest of the client numbers system will proceed to use the company level
default setup's for calculations. Before the first nightly, and after
the installation, you MUST review the balance types by client.
"Account viewed" note (Added 11/22/05)
We will now log the account viewed note to the "Audit notes"
and not to the regular notes. Audit notes can be viewed from the notes
screen (F11 from account detail screen, then F9, and then F10).
LETTERS AND MERGE CODES
As a result of the
database changes, we have increased several field lengths. This will
have an impact on letters. Unfortunately we do not have a lot of choices.
But we have allowed you all of the possible options.
- You can use the
existing merge codes, which will mean you can leave your letters unchanged.
If you use the large fields, the data in the extra characters will
- We will modify
your letter files (for 3rd party services) to output the old field
lengths. To make use of the new fields, you will need to contact us.
What we would like to do in that case is to add the new fields to
the end of the file, so you have the shorter file in the original
position and the new field in a new position. Changing the entire
file will add pressure on the letter service to make many changes
very quickly. You will need to coordinate any changes with your letter
The following fields
are impacted by the changes.
are merge codes that reference information in above fields. Those
merge codes are programmed to use the old field lengths and already
using in letters and in your letter file.
We have created
a new set of merge codes for these existing fields with the new lengths.
With such a solution, our users can use the existing letters and the
letter files without any changes. At at suitable point in time, you
could change your letters and the letter service file to use the new
merge codes with new lengths, if required.
are the new merge codes created for increased field lengths.
balance with $ &
balance with $ & CR
balance with CR only
Note that merge
code S61 for guarantor address is not changed with regard to length.
In general, we have NOT changed the definition of EXISTING merge codes.
We have created new merge codes which means you can use the old merge
code (to print only the original number of allocated characters) or
change the merge code and print the new data.
We have changed the defendant address fields for the F6 screen. We have
modified the letter printing program to print the address correctly
for existing merge codes (first 25 for street and first 20 for extra
address). We have created new merge codes for the new field lengths.
Following are the list of new merge codes.
LA1 - DEFENDANT 1 EXTRA ADDRESS
LA2 - DEFENDANT 1 STREET ADDRESS
LA3 - DEFENDANT 2 EXTRA ADDRESS
LA4 - DEFENDANT 2 STREET ADDRESS
LA5 - DEFENDANT 3 EXTRA ADDRESS
LA6 - DEFENDANT 3 STREET ADDRESS
are a very powerful feature within Intelec. Let us take a quick look
at the key features available.
- Information can
be loaded electronically, or entered by users
- You can have
free form windows or set up templates with some fixed text (a practical
use is for defining titles for each field)
- There are windows
that can not be updated by users (based on the window code)
- There are merge
codes to print information from user-defined windows
- You can use the
information from user-defined windows in decision-making, within Smart
Codes (? logic)
- You can print
information on a user-defined window
These options are
very useful, but there is room for improvement, as always! This release
will offer you some exciting new features.
- We will allow
windows to be defined at the client level. This means that window
02 could be different for two different clients. This will allow you
to define a window code for a specific function (e.g. Itemized statement)
and have a different look for each client. Presently, you need to
set up different window codes, but this new option will allow a single
window code, to be used for multiple clients in different formats.
- We will allow
you to restrict access to user-defined windows based on the "Special
authority" on the System Security that is presently used for
Smart Code access.
- We will allow
you to protect areas of a user-defined window. This is available based
on lines of the window and positions within that line. This will allow
you to load information into a user-defined window, allow a user to
add information, but stop them from changing some areas of the screens.
- The ultimate
flexibility is the ability for you to set up a window with titles
and fields as we do thought programs. The titles should be user-defined
and you should be able to specify the length of the data to be allowed
for each field. You should be able to define the type of data to be
allowed in the fields (e.g. numeric, with cents). If we can do this,
you can set up screens that are easy to read and can be very practical
and user-friendly. Yes, we have given you this flexibility in this
User-defined windows by client
allows you to set up user-defined window templates for a particular
window# at company level.
Version 8.0 introduce
a new facility to setup user defined-window templates for particular
window# at client level. The set up options are within the 3rd System
Control Menu - Option 13. There is a new option "Set up window
code and templates by client". You can set up a window code for
a client group code or an individual client code. The following screens
display the new option. Note the new field "Special Authority needed".
If this field is not equal to blank, the system will compare the “special
authority “value of the respective User ID at the system security level
and give access to specific windows for a user, based on the set up.
Following is a sample
screen for specifying a template at the client or group number level.
Use "Y" along with the client code for the group option.
This screen is a
sample of the template for user-defined windows with the new fields.
Setting up protected areas of user-defined windows
In version 8.0 we
have introduced a new feature for the user-defined window template set
This new facility
is to set up protected areas in a particular window template. Through
this option users could set up starting and ending positions of the
areas within the window that you do not want changed (Figure 5.1). For
one line# you could define more than one protected area.
Once set up, even
though users could type over the protected area, they will not change
any information in these areas, through account inquiry Tab-Q option
#5. You can load information to these protected areas through electronic
new business loads and through other custom programs, as required.
This screen shows
how we have set up protected areas for two windows.
Setting up data
types for individual fields
This area presents
the feature that allows you to set up titles for fields (titles will
be protected from updates), and then allow the type of data associated
with those fields to be defined. This is a very complex option and we
had to make some compromises. The original concept of user-defined windows
still exists. Remember that each line of the window is 80 characters.
What we did was allow 24 characters for the title and a blank to separate
the title from the "data" which could be up to 55 characters
per line. The title will always be 24 characters and you will always
see 55 characters for the data. You can enter more data than is defined
in the template, or enter invalid data (e.g. alpha data in a numeric
field) - You will get error messages indicating that you are not following
the guidelines defined in the template.
The field “Format
fields (Y)” in the user-defined window template set up (Menu option
1-21-20-13-1) is used to indicate that the lines on the window should
be formatted into titles and data fields. Once this field is set to
“Y”, the system will reserve positions 1-24 in each line in the window
for “titles” and positions 26-80 to enter the data associated with that
title or heading.
The above controls
are only valid only at the time of updating user-defined window information
through account inquiry Tab-Q option #5. Through electronic loads or
other custom programs, you could load data to these fields and ignore
the template rules.
Once you have set up the window for "formatted fields" you
need to set up individual lines in the window to enter only specific
types of data such as decimals only or characters only.
The user could setup
data type either as A for character and N for numeric. For numeric fields,
you could define up to 2 decimal positions.
Once the length
of the field is defined, a user can not enter anything exceeding this
defined length. The length that defined will be counted from starting
position one in each line ((Figure 6.1).
Above control is
valid only at the time of updating user define window information through
account inquiry Tab-Q option #5. Through electronic loads or other custom
programs user could load data to these fields ignoring the above conditions.
In the following,
we have defined the special data fields for windows 01, 06, 18 and 20.
In the following,
we have defined the user has called up window 01 in inquiry. They selected
the function key to update the data. You will see the titles and the
input fields for the data.
times by QCat
allows you to set processing times by processing type.
Version 8.0 introduces
a new facility to setup time management by QCat code. QCat code will
take priority over the rules set up on the processing type. This option
user could access by taking command key F7 from menu option 2-13. This
information is used in account processing and related options.
Credit Card interface for EPP (Electronic Payment Providers)
We have new interface
for ACH (direct checks) and Credit Cards for EPP. This will be expanded
to other areas in the future.
When a user run
menu option through the path 3-11-2, direct check interface option,
we will create a file with the name ACHCHKO for ACH transactions
in the your data library, along with a report. This file and report
will include all of the direct checks with presentation date less than
or equal to the current date, and will create separate records for each
direct check in the file.
Following is the
file layout of the ACH interface file;
Name, Bank Routing# , Account# , Check Amount, Service Fee
Amount, Account Type, Check# , Reference, Transaction Type,
Check Date, Account ID, Import ID, Consumer In-house ID
When a user runs
menu option 3-6-5, "Print and delete credit card transactions",
we will create a file with the name CRDINTO for credit card transactions
processed by the agency, in your data library along with a report. This
file and report will include all the credit cards in the credit card
transactions file for the agency (as opposed to for the client) and
will write separate records for each credit card transaction in the
Following is the
file layout of the ACH interface file for credit cards.
Card, EXP, Amount,
First_Name, Last_Name, Address, City, State, Zip, ANI, E-mail, REF
Duplicate account checking rules by client and group codes (for new
Presently, the system
has the option to set up duplicate account checking rules (for new placements)
at client level (Menu option: 1-21-20-14-1) and group level (Menu option:
In Version 8.0 we
have expanded the above 2 options to set up options to omit and / or
include close codes. Following is the new screen.
Collector assignment (added 08/30/05)
Presently, the system
allows you two options within proportional distribution. One is based
on case limits, while the other is equal distribution. Equal distribution
has the limitation that you could not repeat a collector code in the
work groups system control file. E.g. If you had collectors 01, 02,
03 and 04 in a work group, you would give each collector one account
and each would end up receiving an equal number of accounts. What if
you wanted to give collector 01 two accounts for each one received by
the other collectors? You can not do that now. With this update you
can now repeat collector codes and allow some collectors to get more
accounts within equal distribution. E.g. If you set up the work group
with collector codes 01, 02, 03, 04 and 01 - The first account would
be given to 01, the second to 02, the third to 03, the fourth to 04,
the fifth and sixth to 01 and the seventh to 02 and so on....
Linking - Changing the primary account (added 08/30/05)
The primary account
concept is very powerful and allows you to manage information such as
notes on a single "key" account. That account would also have
the best information with regard to address, social security number
etc. This design closely follows the old card system, where you had
a "face card" and attached other cards behind it. When the
account represented by the face card was paid, or had to be closed,
you would still continue to write notes on the face card and work off
that card, referring to the other cards (accounts) only when required.
This is an efficient process. Intelec allows you to add notes on the
primary and automatically "duplicate" actions or user notes
on linked accounts. In spite of the advantages, many users have not
embraced the concept. They are not happy with a closed account being
presented to a collector and will often change the primary. This takes
time! This is not efficient.
develops and our clients become more experienced, we are more comfortable
giving them more tools even though their use is not recommended and
is not the most efficient use of resources or time. With Version 8.0,
we will now allow you to automatically change the primary account if
the primary is closed. This will happen at the end of nightly processing
after all smart codes and any special processing has completed. We will
look at accounts that got closed during the day and change the primary
to the first open account. (To know what accounts were closed, we will
read your payments and notes added during the day.) We will run account
processing AFTER the program to change primaries has been run. Following
are the details of the new feature.
- There will be
a new option within the the "Linking" system controls. This
option is called "Close codes for changing primary accounts".
The following screen will be displayed.
- You can activate
the option for each company by entering "Y" in the "Activate"
- You can omit
legal or pre-legal accounts.
- You will be allowed
to indicate the close codes that are to be considered (if the existing
primary is closed with one of those codes) or you could leave the
close codes area blank to indicate that all close codes should be
- You can enter
an "I" in the "Activate" field and leave the close
code area blank to specify that all primary accounts closed with an
inactive close code should be selected.
- An "I"
can be used with other close codes defined in the close codes area.
This will check all accounts closed with any inactive close code or
any of the other close codes entered within the option.
- We will change
the primary to the newest open account (most recent placement date)
- Information such
as direct checks, payment arrangements etc. that were tracked at the
primary account-level will be moved to the new primary.
- If there are
home, work or cell numbers on the old primary and any of the corresponding
numbers on the new primary are blank, they will be transferred to
the new primary.
- The account will
be notated. A note on the new primary will show old and new link number.
- We will give
you a program to look at all existing closed primary accounts and
change the primary based on the rules you have set up. (See installation
Client update - New look-up feature for files (added 09/16/05)
As we keep investing
in smaller changes that should make it easier to navigate through the
system, we have an interesting change that all of you will greatly appreciate.
This is the ability to look up system controls while you are updating
areas such as the client. You on on the client update and don't remember
a specific remit code. Simple. Move to the remit code field and press
F8 (Lookup). A list is displayed! We will have this option on all fields
that are used in the client master and have related "set up files".
A "position to" option will be available for larger files
such as Smart Codes. The goal is to add this option to other areas such
as Contact Series, Smart Code Series etc. Here is an example.
Account audit (added 10/15/05)
One of these days,
the "Display accounts for audit" option from the Smart Code
/ User Audit options may become the most popular option in Intelec!
It was initially designed as an audit option for small groups of accounts.
As with all good code, it has found uses beyond the original intentions
of our designers. The following changes will enhance the value of this
Changes to account
We have changed
the account detail screen to accommodate larger fields and new fields.
Following is the new account detail screen.
You will notice
the following changes.
- Address (extra
and street) have been increased in terms of field size (be careful
about how you use these fields is you are not planning to change your
- Collector code
fields are 4 characters
- We had to abbreviate
RM (Returned mail flag title) to R
- The prefix for
phone numbers has been removed. This no longer needed because dialers
will add the required prefixes.
- A cell phone
number is added in the phone number area.
- The POE was moved
above the X-Reference field
The only change
to the second detail screen is the increase in the size of the interest
Legal Information screen (F6 from account detail) - Added
To be consistent
with the address field length changes, we have modified the defendant
address fields to be 30 characters. (See section "Letters and Merge
Codes" for additional information) We had to move some fields to
accommodate the changes. Following is a sample screen.
management (Added 08/12/05)
We have major changes
to phone number management logic. While in Account Inquiry, there has
always been a Tab Function, Tab+ (or Tab=) that will display a history
of phone numbers. Those numbers could have been loaded through external
programs (e.g. skip tracing services) or by users, from the account
detail screen. There is a code for the type of number. The codes are
user-defined, but we assume that W is used for work and H for home phone.
We have the following changes in this release.
- When a user
clears an existing phone number, the system will automatically search
TAB+ for that number and CHANGE the upper case code to a lower case
code. Codes with a capital letter refer to current phone numbers or
possible good phone numbers. As indicated, we will be using lower
case letters to denote numbers previously determined to be bad phone
- If the removed
number does NOT exist in the TAB+ area, the system will ADD it to
that area with a lower case H or W.
- We will look
for other potential good numbers from the linked accounts or the TAB+
fields (with a code of H or W) when a home or work number is removed.
The user will be notified that a new number was retrieved, and when
any key is pressed, the number will be populated in the home or work
number field, and the account updated.
- Any number cleared
is moved to TAB+ as a bad number and if a user attempts to add a number
that was previously determined to be "bad" to an account,
the system will send a message reporting the number as have been previously
bad. The user is asked to verify that they indeed want to put this
bad number back on the account. In the example below, the use has
tried to update an account with a previously deleted number 301.222.3333,
and the message on the last line of the screen warns them of this.
F12 can be used to accept the change.
- Following is
an example of the TAB+ window that has been updated by the system
with phone numbers that have been removed.
- If you need to
change a phone number to a "bad" status on the phone number
window, you can do that by entering a "-" in the status
field, keying over the existing upper case status. That will change
the status from the upper case character to the corresponding lower
case character (e.g. H to h or W to w).
- We will be providing
you with a program to read all of the existing notes, look for removed
numbers, and populate the TAB+ window to give you an excellent starting
point. (See installation instructions)
- If you have programs
that use data obtained from 3rd parties to load possible phone numbers
into the system, you need to think about having those program modified
to load information into the TAB+ window. We can make those changes
- (Added 12/07/05)
Based on user feedback, it will be useful to have a cell phone search
option. We do not presently have this. As we expand the information
on additional phone numbers (e.g. the TAB + window) it will be nice
to be able to search on ANY phone number in the system. (You could
have called from a TAB + number and the debtor could be calling from
one of those numbers). In the next release, we expect to keep the
home number search, but to replace the work number search with a "Phone
search" feature. This will search across all numbers - home,
work, cell and all TAB+ numbers! We have modified the Intelec programs
to add to the TAB + screen when a home, work or cell number is added.
A note will be added when a cell number is changed. Please note that
H, W and C are reserved codes for home, work and cell phones, within
the TAB + window. A lower case code will indicate a bad number.
- (Added 12/07/05)
And how do cell phones affect account management and collector work.
We do know that in most cases, you can not call a cell phone number
using an auto-dialer (this is illegal to do this). If you use a dialer
and the account has only a cell number, you are faced with an interesting
problem. Should the account be placed in the phone number queues or
not? If we place it in a phone queue, it must not be routed to a dialer.
At the present time, our objective is to allow you to find the accounts
that only have a cell phone. The numbers can be called and the accounts
should not be lost! Within the work maps, we will look for accounts
that have a QCat 999 (no phones) or are in processing type "No
phones". If any of the open accounts for the worker or the primary
account has a cell phone number, we will make the QCat code 991, which
will be system generated for the queues only. 991 will mean that the
account has a cell phone number but has no home or work number. If
the account is in the "No phones" processing type, we will
move it to the "Home phone" processing type under QCat 991.
If it is in any other processing type, we will not change the processing
type. If the account is moved to the home number queue or the QCat
is changed, it will NOT make it an account that is eligible to be
called using the dialing tools we have (I-Tel, 3rd party dialer etc.)
- Because there is no home or work number, we have no eligible numbers
to send to a dialer.
We often have the
question asked by users as to why we do not not increase the size of
the note field. In software design, we have to sometimes make decisions
that unfortunately do not address the interests of everyone, since we
have to consider system use, the user experience and technical issues.
In this case, the logic for the smaller note field was that system notes
(many are created within Intelec) are often adequately handled by the
25-character note field. A larger field will take a up a lot more wasted
space. It is therefore the user-entered notes that create a problem.
How do we accommodate both objectives? Many users have agreed with us
that one of the advantages of a shorter note field is that collectors
will often key in less, and as a result, be more efficient. We have
opted to keep the note field as it is, but have added an interesting
feature to display notes in a more user-friendly format, when user-entered
notes take up several note lines. Consider the following notes entered
in the Smart Code window.
As you can see,
there are 3 note lines. The system will remember that the 3 lines were
entered at the same time and will give you a method of combining
groups of two notes into a single line on a new notes screen. This new
screen is displayed when F11 is used from the account detail screen.
You can use F9 from this screen to access the original notes screen
(F9-Other notes options) This option will work on a go forward basis.
Notes entered prior to the release will not be combined.
Although it is not
the perfect solution, we feel that it does help with the original problem
of "giving you a larger note field".
We are motivated
to provide our clients with tools that take advantage of the internet.
Based on your feedback, we decided that the initial investment should
be in technology that allows your client to view, download and print
standard Intelec reports from a web browser. This would be similar to
a person going to their bank's web site and looking at their statements.
We would need to be able to
- tell Intelec
that a client's reports are to go to the "web-server". When
reports were run, they should automatically be saved on a web-server
with no operator intervention.
- set up the reports
to be saved outside the iSeries, so client could not directly access
your system (a security risk)
- set up access
for the clients (User ID's and passwords)
- allow the users
to easily see what reports are available
- allow them to
view, download and print what they need.
Do we have this
today? Yes we do! Please review this link
for additional information. This will be a separate and billable option.
We appreciate your feedback. The option is available with Release 8.0.
DATA EXTRACT PROCESS
Our new "Data
Extract Process" is an exciting and new approach to creating files
based on individual user requirements (a common use would be to create
files for clients, in formats such as Excel). It
will allow users to create numerous combinations of output files with
different fields and data. These
options are user-defined and the user can decide on the "File Name",
"File layout" & the "Data" in the file. The
"File Extract Process" will convert the output file into "Coma-delimited
The data extract
routine is accessed from the Periodic Reports Menu, Option 9. You will
see the following options.
1. Create or update
Data Extract Selection
2. Run the
Data Extract Process
OR UPDATE DATA EXTRACT SELECTION
This option will allow the user to define an extract name, different
selection criteria for data and the fields that needs to be included
in the output file.
allows you to process the extracts automatically through the nightly
process after special processing is done. You can specify the
days of the week that the option should be run. The "day"
we will consider refers to the next working day. As an example if
you wanted to run the file extract process on Wednesday, enter "Y"
for Wednesday. The system will create the file at the end of Tuesday's
Once information is entered, you will see the following screen, where
the record selection parameters can be specified.
At least one client or group number must be entered (Up to 7 can be
Client Code is Group# (Y) - If 'Y' select all clients codes are interpreted
as group codes
Forwarded Agency Code if not blank - select accounts with given Forwarded
Owner code if not blank - select accounts with given Owner Codes (up
Payment arrangement (Y/N) "Y" - Select only accounts with
payment arrangements "N"-Omit all accounts with payment arrangements"
"-Select all accounts regardless of existence of payment arrangements
Balance range ($) - Select accounts within given balance range
Promise to pay (Y/N,B) "Y" - Select only accounts with promise
to Pay date "N"-Omit all accounts with promise to Pay date
"B"-Select only accounts with broken promise " "-Select
all accounts regardless of existence of promise to pay or broken promise
Date last worked from - Select accounts within given Last Worked Date
Phone exists (Y,N) "Y" - Select accounts with phone "N"-Omit
all accounts with phone " "-Select all accounts regardless
of existence of phone
Last transaction date from - Select accounts within given Last Transaction
Cosigner (Y,N) "Y" - Select accounts with Cosigner "N"-Omit
all accounts with Cosigner " "-Select all accounts regardless
of existence of Cosigner
Follow-up date from - Select accounts within given Last Follow-up Date
P/D checks (Y/N) "Y" - Select accounts with P/D checks "N"-Omit
all accounts without P/D checks" "-Select all accounts regardless
of existence of P/D checks
Age from placement (days) OR Date range - Select accounts within given
Placement Days OR dates range
ACat Code (I/O, Code) "I" - Select given ACat codes (up to
5) "O" - Omit given ACat codes(up to 5)" "- Select
all ACat codes
Omit if payment within - Omit accounts within given Payment Days range
Include if payment within - Select accounts within given Payment Days
Worker code If not blank - select accounts with given Owner Code (up
Desc.Cd (I/O, Code) "I" - Include given Description codes(up
to 5) "O"- Omit given Description codes (up to 5)" "
- Select all Description codes
QCat Code (I/O, Code) "I"- Include given QCat code"O"-
Omit given QCat code" " - Select all QCat codes
Select states if not blank - select accounts with given State Code (up
R/M flag (Y,S,N=blank) "Y" - Select Return mail flag equal
to "Y" "S" - Select Return mail flag equal
to "S" "N"-Select Return mail flag equal to
Closes (Y-Include O=Only) Close codes (Blank=ALL) "Y"-Include
given Close codes (up to 15) OR if Close code is blank, include all.
"O"-Select only given Close codes (up to 15) OR if close code
is blank, select all close accounts " " - Select all accounts
regardless of existence of close codes
Closed date range if not blank - select accounts with given Close Date
Legal Accounts (Y,N) "Y" - Include legal accounts "N"
- omit legal accounts " " - Select all accounts regardless
of existence of legal status
Primary Insurance if not blank - select accounts with given primary
External score if not blank - select accounts with given external score
Secondary Insurance if not blank - select accounts with given secondary
Internal score if not blank - select accounts with given internal scores
No of attempts if not blank - select accounts with given number of attempts
No of contacts if not blank - select accounts with given number of contacts
Smart codes and date range if not blank - select accounts with given
smart codes within the specified date range
Library Name - Output files will be created in the given library
File name - Output file will be created with this name
PC Folder - Output file will be created in the given PC folder
When you press the F12 function key from above screen, the system will
prompt you to select the fields required in the output file
On above screen,
you can select the required fields and sequence fields based on your
2. RUN THE EXTRACT PROCESS
This option allows you to run an extract at any time. You can
enter information into a new "Extract name" or select any
predefined "extract name" from "F3- search" within
the Data extract process - Run time selection main screen. You can change
any selection fields before running the option. This change will be
temporary and will not change ay of the data saved within the "Extract
Name". When you press ENTER on the above screen, the system will
filter the required data and create a comma-delimited file in the given
library or in the PC folder.
We plan to expand
this feature to include automatic the e-mailing of the output files
at attachments, using the Keyes Mail product.
- We have added
a “Last updated User ID and date” to the financial profile screen
(F24 off F9) under Payment arrangements in Account Inquiry
- We have an interface
with Electronic Payment Providers (EPP) for direct check processing
using ACH. There is an option on the company information system control
file to trigger these interfaces. When this flag is “Y”, the ACH direct
check and credit card files will be created through menu options 3-11-2
& 3-6-5 respectively. The EPP credit card file will be included only
on the “We process” credit card information.
- On electronic
account loads, we will clear home and work numbers in the format 1111111111,
2222222222 to 9999999999 or 0001111111, 0002222222 to 0009999999.
We will also clear 1234567890.
processing (Added 08/30/05) As a result of some of the changes
we have made, we have moved Account Processing to the end of nightly
processing AFTER your special processing has been run. This will ensure
than all the Smart Codes applied within nightly processing and the
possible changes to primary accounts have been used in the creation
of the queues.
reports (Added 09/05/05) We have made enhancements to the
KeyesMail interface, the e-mail product we use with Intelec. We have
added the option to specify a "copy to" an address, a blind
copy feature and the option to encrypt your data. A link has been
added to PKZIP for OS/400. This will allow you to compress and optionally
encrypt your attachments. The encrypted attachments can only be opened
with a password that can be up to 64 characters long. You will need
to be on KeyesMail
version 6.0 to use these features. You will also need PKZIP
for the iSeries.
Following is the new screen for the e-mail set up. You will see the
new copies option and the compress and encrypt features.
E-mail address format for clients (Added 11/30/05)
There was a requirement that any e-mail addresses within the client
E-mail Options had to contain an @ sign. We have removed this check.
Keyes mail allows you to set up e-mail groups that can be used to
send an e-mail to a list of recipients. Please review their documentation
or contact them if you wish to use this option.
reassignment (Added 09/05/05) On the standard collector reassignment,
we will allow you to specify a client code or group number. This is
translation (Added 10/18/05) We presently have different
options for letter translation (State, client and collector). We have
added letter translation by description code. If you want to automatically
send a Spanish letter, you presently have to do the translation using
the collector code translation option. With this new option you could
add a special description code for Spanish-speaking debtors and the
translation becomes much easier. Description codes are the last things
we check in the translation logic. If a description code is found
and any translation option is defined (stop letter, send different
letter etc.) we will do what is requested and notate the account as
we presently do.
collector credit (Added 11/27/05) When a payment has been
posted, if you want to change the owner or split who received credit,
you have to reverse the original transaction and then reenter the
transaction with the new collector codes to receive credit. We have
a change that will make the process very simple!
From the payments screen (F23 from account details) go to the screen
that displays commissions (F24). If the user has access to Payment
Entry within the "Areas" in system security (Payment menu
access is not required) there will be an option called "Change
credit (Y)". See below.
If you enter "Y" in "Change credit" field, a new
screen is presented. This screen displays the payment sequence and
allows you to key over the existing codes for owner and split with
regard to payment credit. For transactions other than payments, the
fields are protected. Owner is required (first field) and split is
optional. The payment history is changed and month-to-date and year-to-date
collector statistics are also updated. Changes are documented within
the notes to provide an audit trail. Old and new collector credit
information is added to the notes. See sample screen below for the
new payment detail screen.
client menu (Added 11/30/05) As you know, there are several
options on the On-line Client Menu. The options can only be accessed
if the user has the appropriate security (System security). We have
changed the menu, so options that are not available will NOT be displayed
to the user!
transfers (Added 01/06/05) On a prior release, at the end
of each day, we deleted any un-worked immediate transfers and accounts
that were in a recall list other than the worker's. We will leave
these accounts in the recall list for 3 nightly runs.
PRE-REQUISITES AND PLANNING
INSTRUCTIONS ARE FOR USERS WHO ARE CURRENTLY ON RELEASE 7.2 OR RELEASE
7.4 (The current release is displayed when you sign into Intelec and
get to the Main Menu)
If you are on a version prior to RELEASE 7.2 AND HAVE NOT
RECEIVED SPECIAL INSTALLATION INSTRUCTIONS, PLEASE CONTACT US - DO NOT
The complete installation of this update will take several hours.
The total time will depend on the size of your files and the processor.
(It is possible the process will take longer than 24 hours.) The data
conversion programs will run unattended.
- You will need
to check on the job to ensure it has completed.
- You will need
to know the password for QSECOFR.
- TO INSTALL THIS
UPDATE, YOU MUST BE ON IBM'S OS/400 RELEASE 5.2 OR A HIGHER RELEASE.
The installed release can be determined by keying in the following
from a command line
The release level is displayed in the first 4 characters of the "Value"
area of the display. (e.g. V5R1)
- In the Version
8.0 installation we delete logical files belonging to the client master
file (SCCLNT), company balance types (SC0018) and Client Balance Types
(SC0018C). If you have created logical files against these physical
files, you will need to delete them, prior to running the conversion
- You will not
be able to access account or payment transactions entered on the prior
version after the new release is installed. You must review
any open batches and post them PRIOR to starting the installation
of the new version.
should install the new version AFTER NIGHTLY PROCESSING IS RUN on
your EXISTING VERSION OF INTELEC, and you have made sure your backup
completed. Please RETAIN THAT BACKUP for at least a week.
After the new release is installed, make sure that Nightly processing
is run prior to new work being done.
MUST take an additional backup of your data BEFORE installing the
new release. Use the option from the Special Options Menu to back
up the Intelec files.
make sure you have a recent backup of your modification library. If
you are not sure, please take one using Option 20 from the Special
Options menu. You should also have a backup of your data from the
prior day's nightly prcessing.
INSTALLATION OF THE NEW VERSION IF YOU ARE ON VERSION 7.2 OR HIGHER
Do not proceed if you have note made sure you have the prerequisites
described in the previous section.
Option 20 from the Special Options Menu to backup all of your data.
NO WORK SHOULD BE DONE AFTER THAT BACKUP IS TAKEN. Please retain this
backup for at least 2 weeks. It is better that you retain this tape
without reusing it.
you use the field "Int.to Bal Type" in the balance types system
control file and have NOT talked to us about it, please do not proceed.
You will receive 2 CD's - one titled BASE and another titled MODS. Please
make sure you have both CD's before you start the installation.
You will first need
the CD called MODS. We will need a dedicated system.
You should make
sure that all users are signed off Intelec.
- Cancel the Smart
Code processing program.
- If you have a
dialer other than Intelec, cancel those programs.
- If you are using
I-Tel, end the dialer server.
For the following
instructions, please remember to use "opt01" if you are using
a CD and are prompted for the device name.