Intelec Release 6.0
January 19, 1998
Release 6.0 is a major revision to Intelec. This release includes the programming changes necessary to make Intelec work in, and beyond, the Year 2000, as well as other file changes. If you have independent programmers working on your system, they must review the section “Technical Notes” prior to installing this software. There is a strong possibility that modifications will be needed to any special programs that have been written by independent programmers. If we wrote the programs, we are responsible for updating these programs and have done so at no cost to you. You will be responsible for all modifications originally made by non-Quantrax personnel. We are under no obligation to provide free technical support or assistance to your programmers who may need to make changes based on our new file structures and program changes. We also can not take responsibility for the corruption of data or any other type of problem caused by programs that were not originally written by Quantrax and are not supported by Quantrax. We will however make every attempt to accommodate requests for information based on our workload.
Quantrax has been busy insuring that Intelec will continue to be fully functional in and beyond the Year-2000, a software problem that has been in the news quite a bit lately. The Year-2000 “problem” is related to the way dates are stored in a computer. Most dates are stored in a 6-character format (MM-DD-YY). In the Year 2000, the year portion of the date will be “00", and the century portion of the date is not stored. Most date routines (e.g. calculating the number of days between two dates or checking if the current date is equal to, after or before a specific date) use only the last two digits of the year to compare the year portion of two dates within the calculations. (E.g. 06/01/96 is prior to 04/08/97 because 96 is less than 97) After the year 2000 has been reached, we will no longer be able to compare two dates based on the last two digits of the “year portion” of the date. This is so because, for example, even though the year 2001 is after the year 1997, since 01 is less than 97, the program would now think that 2001 is before 1997!
Intelec, in all release versions prior to Release 6.0, has several areas where the year-2000 problem exists. The solution to the problem is changing the way that dates are stored (to include the century) and/or making programming changes. In Intelec, we have made the system Year-2000 ready by a combination of these methods. The way that some dates are stored has been changed, and this will mean that many base programs, custom programs and queries will have to be changed. There are no operational changes required as a result of this change. All dates will continue to be entered in 6-digit format. In the Year 2000, the year will be entered as 00, and the system will understand that this refers to the Year 2000 and not the Year 1900. (There is a valid assumption that in Intelec, other than for dates of birth, there will be no reason for the time between two dates to exceed 30 years.)
Since these changes involve modifications to a great number of programs, we have also taken this opportunity to change the Intelec database to accommodate information that will enhance present and future functionality.
***NOTE*** In the past if you wanted to run a Multiple Smart code Assignment against all accounts placed in your system from day one until 12/31/96, you would enter the date range of 01/01/01 to 12/31/96. Because of the Year 2000 and the 30 year assumption, if you did that now, no accounts would be selected because the system would think that 01/01/01 means year 2001. From now on you will need to enter your selection criteria as 12/31/76 to 12/31/96. (12/31/76 is less than or equal to 30 years) You could of entered 12/31/66, because that is less that 30 years from 12/31/96 and it would work. You cannot put a from date which is more than 30 years from your to-date.
The following database changes have been made within this new release.
a) The placement date and close date on the account file have been increased to 8-characters to include the century. (Format is CCYYMMDD) NOTE: This will affect any Queries that you may have designed that use these fields, so please update your Queries to accommodate this change.
b) Secondary balances have been increased to contain balances up to $ 9,999,999.99. (The limit had been $ 99,999.99)
c) The client account number on the account master has been increased from 18 characters to 25 characters. (See the technical notes section to see how this might impact any queries you have written or any programs you may have had developed by programmers other than Quantrax programmers to see how this may impact those programs/queries. )
d) The changes made to the account master have been correspondingly made in the purge file, SCPURG.
e) The placement history file has been changed to accommodate over 100,000 placements for a single period. (Yes, we really do have clients who required this change!)
f) Due to the consolidation of certain search functions, we have removed the logical files SCACCTA, SCACCTO and SCCOMAR.
g) We have made a change to allow description codes to be alphanumeric. Please note that code “01” will be different from “ 1” will be different from “1 ” , since each character is checked and a blank is not the same as a zero.
The following changes have been made to Intelec. You must be on Release 5.3 before installing these changes. Please check the ”Intelec” introductory screen to verify that you are on Release 5.3 before attempting to install the new software. Please read this documentation carefully.
a) On the Account Detail screen there is a new field called X-Reference (between Last Payment information and the Notes). This field is for a cross-reference name that can be used as a search field. This field is not used for any other purpose in the system.
b) There are major changes to the Account Inquiry search function. In previous releases, you could perform a name search by guarantor, patient, spouse and cosigner. With the new cross-reference field, there will be five name searches in one! We have condensed the name searches into a single search option. (Option 2) We have also retained a separate search by guarantor name. (Option 11) These changes mean that the codes associated with some of the searches are now changed. Pay special attention to the search by case number and company, which is used for the dialer hot-key function. The new number for this search is 10.
When you use the new name search, the system will look for that name in the guarantor, patient, spouse, cosigner OR cross-reference field. If the same name appears in multiple places on the same account (e.g. guarantor and patient) only one account will be displayed on the search summary. The name displayed on the summary screen could therefore be the guarantor, patient, spouse, cosigner or cross-reference. As a result of the changes, the search options have been re-numbered. Please take a few minutes to review the changes.
We have also given you an additional method of changing companies from account inquiry. The company code is now displayed on the search selection screen and can be changed if required.
On the option to search by primary balance, the balance can be entered in any format - cents do not have to be entered. E.g. 20 and 20.00 will both be interpreted as $20.00. This should make this search feature easier to use.
c) If an address is changed (street, city, state or zip), a returned mail of “Y” will be automatically removed. (Users were changing an address and forgetting to remove the returned mail flag!). There is also a change to the way that the returned mail process off of the daily operations menu functions, which is discussed elsewhere in this document.
d) We now have a screen that you can use to store unlimited additional phone numbers on an account. This is accessed by typing an equal sign(=) or plus sign(+) in the smart code extension field. The smart code extension field is the hidden one character field just to the right of the smart code field in inquiry. Numbers can be stored in this screen, along with single character descriptors to aid users in knowing the location of the number, whether it is . Some characters that can be placed next to each phone number have special meanings. If you put a “D" next to the phone number, then push the F12 key to update, that number will be removed from the screen. If you put an H next to the number, then update with the F12 key it will be copied to the home phone field on the main detail screen. If you put a W in the single character field, when you update with F12 that number will be copied into the work number field.
e) There is new feature that allows you to project interest due on an individual account or linked accounts. If you are talking to a debtor who plans to make a payment in 20 days, it is beneficial to give the debtor a pay-off amount, including the interest computed up to that date. To access this feature, bring up the second detail screen (F10 screen) then key in a “?” in the field to the right of where it says “Interest pending” and to the left of where the pending interest is actually displayed.
f) The client account number has been increased from 18 to 25 characters. The Account Detail screen shows the client account number and last transaction date on the same line with the title “Cl.Acct#/L.Trn”.
g) Post Dated Checks & Direct checks (Sometimes called autopay or demand drafts. When we use the name direct check, we are talking about checks that you print in your office on behalf of the debtor, that will then be deposited into your accounts.)
When direct checks are printed for future dates, they are covered by the FDCPA just like ordinary post dated checks. In order to automate your processing of the required reminder letter for post dated checks, as it concerns direct checks, the direct check screen information now automatically writes and updates records in the post dated check file, which then takes care of generating the required reminder letters. This also has the added benefit of triggering the post dated check indicator on the account inquiry screen, so that user’s can quickly see that there are post dated/direct checks on the account.
Also, the direct check screen is now accessible from the F9 - Payment Arrangement screen. See below for how this screen has also been equipped to help collectors set up payment arrangements by automatically copying information into a non-linear payment arrangement. As will also be noted below, if a debtor is set up on a payment arrangement and has direct or post-dated checks in the system, Intelec will now just send the check reminder letter, and payment reminder letters from the payment arrangement will not be generated. This will result in you sending only the required amount of correspondence to debtors that are set up with direct or post-dated checks and payment arrangements.
h) Other than for the down payment, our current payment arrangement screen does not allow you to set up a debtor on irregular payments on an irregular schedule. Sometimes a debtor can commit only to payments that do not follow a fixed day of the month, fixed amount approach. This can especially be true around tax refund time or when a debtor is expecting a bonus. To help users track these debtors and their irregular series of promises, we have added what we call the “non-linear” payment arrangements screen. This new screen can be accessed with F15 off of the payment arrangement screen or by transferring a direct check screen into a “non-linear” arrangement.
The new “non-linear” arrangement screen allows you put in up to twelve separate promises and dates. Much like normal arrangements, reminder and late letters can be sent, and smart codes can be applied based upon the payment arrangement code. NOTE: The ONLY way to send a letter that contains non-linear payment information, it MUST be sent through the Payment Arrangement system controls. It cannot be a selected letter or a letter through a contact series.
A new feature has also been added to the regular payment arrangement screen. You now have the option of setting up payment arrangements that will stop before the account is fully paid off. The suspend after X payments feature allows you to place a debtor on a series of fixed amount payments that add up to less than the full eligible amount. To use this feature, you have to use the “Suspend After” field to set the number of payments at the specified amount, and you have to compute by hand the “Eligible Amount” that will be covered by the arrangement (total of installments and down payment, if any is used).
i) Notes will be automatically added to the primary account and the second account when an account is unlinked/relinked using manual linking. One account will have a note (example) which says “Was linked to 972090065" while the other will have a note saying “962342040 was unlinked”.
j) There is a new system generated QCAT, 994 - New Business Exists. Accounts will appear in this QCAT only in Dated Follow Up and Broken Promises when at least one of the linked accounts qualifies as new business. This should help you to identify new business that would otherwise be in some other QCAT in your Broken Promises and Dated Follow Up.
k) When an account is forwarded, the forwarded agents name will now appear under the forwarded agent code and rate.
l) We have added a feature to allow a user to rework accounts in a particular QCAT in a certain processing type. If all accounts in a QCAT have been worked, the user will be asked if they would like to rework those accounts which they did not contact yet that day. The QCAT could be reworked several times, if desired, each time only presenting accounts that had no contacts that day up to that point in time. Based on the way this new feature functions, it is important that all of your contact smart codes write notes to the account, either automatically or by forcing the user to put in notes.
NOTE: For security and operational reasons, this feature only works when a person is working the queue that is associated with the UserID they used to log in to Intelec. It can not be used to have one individual rework someone else’s work queue, unless the second person signs on as the first user. Obviously, for auditing and security reasons, this is not recommended.
FURTHER NOTE: This feature was designed to allow you to return to a queue after having finished it, if the contents of that queue is considered important enough to be reworked later in the same day. It may not function properly if the queue in question is very small, or if 1) the notes that indicate a contact are placed on by a smart code AND 2) the smart code program has fallen behind in its processing of smart codes. Both of these problems can be avoided if the queue is large enough to allow substantial time between cycles of working the queue.
m) There is an option in System Parameters that allows you to hide commissions from collectors by not displaying 1) the current commission rate on an account (on F10 screen), 2) commissions earned on the second payment detail screen (F24 from F23 screen) and by 3) omitting commissions earned from the collectors goal screen in account processing. We now have a way to continue to hide details about commission from individual accounts (number 1 & 2 above), but still display total commissions earned to the collector on his/her goal screens. You show your collectors their earned commissions on the goal screen while still hiding commissions on individual accounts by putting a “C” in the “Display Goals (YC)” field on the collector update.
n) If a Description Codes have been designed as Warning Description Codes at the system parameters it will be highlighted in red when you do a Cmd14 from the 1st detail screen of an account.
o) If you are utilizing Account Status Codes, the description of the Account Status code will now appear in the Status column on the Cmd5 “Linked Summary” window from the 1st detail screen. This will hapen only if the account is open.
a) Presently, if all 20 description codes on an account have been used, no new codes can be added to the account by the system. (E.g. through Smart Codes) With the new release, new description codes can replace existing ones. On the Description codes file, there is a new feature which will be used to indicate that a specific description code should not be automatically removed when all 20 description codes on an account are used and a new one has to be added by the system. The new description code will replace the 20th, and the first description code eligible to be removed will be deleted (search is started from left of 20 description codes) to make room for the new code.
b) On the Letter Codes file, there is a new option to allow you to add a description code when that letter is generated. One possible application of this feature would be to track when a letter is generated when letter translation is involved. If you want to make sure a letter is not requested more than once, this can be set up, but only applies to the original letter requested, not the actual letter generated as a result of the translation options. The new feature can be used to remember which letter actually went out, and will allow you to test for that letter having been sent in a smart code, through its description code, even after the first six selected and first three contact series letters on an account.
c) There is a new option (second System Control menu) to set up a prime interest rate which will be used as an enhancement to interest calculations. It is now possible to set up an interest frequency of 1 or 2, which will correspond to “Daily” and “Monthly” interest application respectively, but will use the prime rate for calculations. The interest rate set up on the account will be interpreted as the percentage to be added to the prime rate, and the rate of interest for the account can thus be changed by changing the prime rate on an account. Remember that the prime rate option works only if the interest frequency is set to 1 or 2.
d) On the Company Information Screen, number 2 off of the System Control menu, we have added a field for a special data library. This is to be used when multiple data bases exist on the same AS/400 in a production or test mode. It will not be used by most of you. Please do not enter any information in this field.
e) When in Smart Codes, a new function key F2 from the first screen of a Smart Code will present a new screen which will allow you to enter additional notes or comments about the code. This area can be used to document the purpose of the Smart Code, how it interacts with other Smart Codes, Contact Series, overrides, description codes, etc.
f) The Smart Code printing options have been updated to print all the information relating to a Smart Code. (Several new fields were not being included on the print out.)
g) When an Intelec user is deleted from System Security (within Intelec) the AS/400 user profile is deleted, and the ownership of any objects which belong to that user will be transferred to QMASTER.
h) Announcements - There is a new function key F12 which can be used by those users who can change the announcement information. This key will duplicate the announcement information across all the valid companies, clearing out any existing announcement in the other companies.
i) Currently, proportional distribution of debts (collector assignment) is based on case limits and either a number or dollar amount of active cases. If the percentage of linking varies considerably between different collectors, it becomes very challenging to manage collector queues, since when evaluating workloads, it is easier to think in terms of the number of debtors, than in terms of cases or individual accounts. There have also been requests for information about a collector’s actual workload. How many accounts are they really responsible for collecting? Of the accounts they own, how many are with other workers? How many of the accounts they are responsible for are in a contact series or payment arrangement? While having different accounts from the same linked group in different statuses can be somewhat complicating, this type of information can help us to understand how much work a person really has to complete, and how we should assign new accounts to collectors.
A problem in any collection system is keeping track of debtors. If there are 5 open accounts in a linked group, you have one debtor. If you close all 5, then the debtor does is no longer active. If a new account links to that group, then the debtor is active once again. In Intelec, we used the debtor/case comparison reports to provide the type of information we have been discussing.
With this release, we have actually overcome many of the challenges associated with being able to manage the system based on the number of debtors as well as cases. We have been able to make these changes with little impact to processing times or disk space required. The following changes have been made.
- During nightly processing, the system will take a “picture” of the open accounts and group them by collector and worker codes.
- On collector inquiry and update there is a third screen which will display the “picture”. This will be a status as at the previous night and will not change during the day. You will be able to see information about the collector for open accounts owned by the collector. We will show active cases, cases owned but currently with other workers, active debtors and average number of cases per debtor. You will also be able to see information about the collector for open accounts where this collector is the worker on those accounts . We will track number of cases, number of debtors, cases with future dates, debtors on a payment arrangement and cases in a contact series. The date on which the “picture” was taken is also displayed.
- Since we have a number of cases per debtor for each collector, we use this value to compute the approximate number of debtors assigned to the user, and perform account distribution based on the results. This only applies to a case limit of a number of accounts and not to the dollar case limits. All active cases are considered - we do not exclude accounts in a contact series or payment arrangement.
To summarize this change, proportionate distribution will now take place based on the number of active debtors as opposed to the number of active cases. Remember that we use a value based on the previous day’s information, but considering the objectives, this is an excellent and accurate solution. You will have to think about the existing case limits and adjust them based on this change. Remember that case limits must be defined as a number of cases and not a number of debtors. You can convert a case limit to a number of debtors by dividing the number of cases by the average cases per debtor. (obtained from the new screen)
- Remember that the number of active debtors does not change during the day. The number of cases is updated based on activity, while we assume the previous day’s averages for number of cases per debtor for the purpose of determining who receives new accounts.
j) You now have the option of running two Smart Code Series on an account at the same time. One way to use this would be to have one series that monitors for a client imposed work standard, while a second series performs some automated in house process. Smart Codes now allow you start a Smart Code Series selectively in the first or second Smart Code Series slot, visible on the second detail screen of an account (F10 screen). You can also selectively end the first and/or second series using a smart code. NOTE: If either one or both of the Smart Code Series is set up with a blank in “Select for Account Processing during Smart Code Series (Y)”, the case will not be selected for account processing. If a case is not selected for account processing, it can not show up in a collectors work queue until that Smart Code Series is ended or runs its course.
k) A new screen has been added to the Letter Codes with 3 new options which will allow you to omit certain accounts from being included in a linked letter/linked balance. This can be accomplished based on Placement Date (Omit from linked balance if within XX days from placement), if certain description Codes exist on the account (Do not include in linked balance with description codes.) Up to 5 description codes can be specified or based on Active Close Codes (up to 5 can be specified.)
To access these new features, go to any Letter Code in the system control menu and Cmd.7. The new screen will be presented. NOTE: Once you have set up these parameters,they apply to ALL letters. Not just the one you were in to access this screen.
If you are printing a linked letter which list clients & and accounts (X & Y merge codes) and want override the letter controls, you will need to go to that Letter code in the system controls and put an “A” in either “Allow as a selected letter or Allow in a contact series.
l) System Security has been changed so that additional authority is needed to start the smart code program and/or to submit the nightly processing. On the first screen of security, the screen that has fields like Allowed to Create User , Access to Spool File and Access to Command Line now has a field Start Nightly Processing that when a “Y” is put in that field, the user will be able to submit the nightly processing and/or start the smart code program.
a) Presently, the commission rate override field is also used for a dollar commission override. This restricts you to a maximum dollar commission override of $ 999.99. There is a new field for a dollar commission override on the payment entry screen. This feature can only be used on first screen with a “D” for direct in the field “Details on part payment”.
b) The UserID of the person posting payment transactions will now be stored for all future transactions processed. This information (first 5 characters of UserID can be displayed on the second payment details screen. (F23 from the account detail screen, followed by F24) The column titled “By” will show the UserID of the person that posted the transaction.
c) Proportionate distribution among balance types. This is a new feature which allows you to specify that a payment is to be distributed proportionately among the primary, interest and secondary balances, based on ratio of those balances to the total balance. This option is defined at the balance types, option # 18 from the system control menu. This new feature can be controlled either at the company level or the client level. To use this feature at the client level, you will need to take option # 2 (Special Options by Client) from the Balance Types menu. From there, you will create a unique client code which will allow you to specify wehther you want to do proportional distribution among the balance types. Once this has been set up, you will need to go to the Client Update and enter that code in the new field called “ “Special Code for Payment Distribution.” When using this feature, payment distribution by balance type will be ignored. Monies are distributed between the balance types proportionately, without regard to the payment order.
d) We have changed the way that close codes interact with payments. There are now three options for the close code field, “Open on payment transaction”, “Y”, “P” and blank. Putting a “Y” in the field works like it used to, that is, the case will have its close code removed when the payment is posted, and the case will remain open unless it is Paid in Full by the payment (or if you have a smart code re-close the account.). Now, however, if you leave “Open on payment transaction” blank in a close code, you will not be able to post payments to a case that is closed with that close code. NOTE: In order to allow payments to be posted to an account, but to have it remain closed after the payment, you must now place a “P” in the “Open on payment transaction” field.
e) There is a new option on the Payment Transaction menu (Option 19) to display any unposted batches. The complete UserID is shown in order to identify who created the yet to be posted batch(s).
f) We have added the language, “This communication is from a debt collector.” to the end of printed payment receipts.
g) There is now a menu option on the Payment Transaction menu that accesses Direct Check functions. Option one allows you to print a list of Direct Checks that need to be generated. Option two, the Direct Check interface, which requires custom programming, can be set up to generate an output file for use with your Direct Check system. Please contact our programming department if you wish to have an interface programmed for your site.
h) When the post-dated check option to print a list of checks to be presented is run, there is a new option which ask’s if you want to delete the printed transactions. This option will take those transactions and put them into a holding file which will be cleared during the nightly. This new feature will allow you to post the post-dated checks through payment entry versus having to re-key all of the transactions and then post them.
To process the post-dated checks, while you are in payment entry, use Cmd15 which will fill in the case number, the check number will be brought into the client reference field and the dollar amount will also be automatically filled in and press enter. To continue entering post-dated checks, continue using the Cmd15 until all post-dated checks have been processed.
i) There is a new way to delete payment transactions. There is an option at payment entry (Cmd4 - delete) which will present a screen which will prompt you to enter a transaction number.This number comes from the Transaction Edit Report. Enter the transaction number and you will be presented with a confirmation screen. This screen will contain the case number, debtor name and the transaction amount. To accept the deletion, enter a “Y” in the confirmation field.
j) It would be useful if there were a report in the system that would list not just payments entered in an edit, but the amounts of each check or payment form even if it was broken into many different payments codes. Such a report could be used to more easily balance a deposit, and to find returned checks that may have been applied against several different accounts.
We now have a third type of payment edit report available when you exit the Debtor/Agency Payment Entry program, the Daily Deposit report. This report allows you to print a list not just of the payments entered in that edit, but instead a report that shows the amount of each check entered transactions grouped and sorted by entry order and client reference number (the reference that you enter on the payment screen). This report should make it easier to balance by lining up checks and other payment forms by their total amount. This report does take into account the effect of cash adjustments created by such things as a forwarded agent retaining its commission.
When using this report, take note that it groups the payments into checks by adding together all of the payments entered in a row that have the same client reference number. So, in the examples below Check # refers to the client reference field on the payment entry screen.
Examples in 1) Check # 110 for $70.00 split into two accounts for same debtor.
Entry order 2) Check # 414 for $100.00 split into four accounts for different debtors.
3) Check # 110 for $300.00 on a single account.
For the above example, the report would work fine. For the next example, however
Check # 110 for $70.00 split into two accounts for same debtor.
Check # 110 for $300.00 on a single account
Check # 414 for $100.00 split into four accounts for different debtors.
would produce a confused report that would show check #110 for $170.00 and a check #414 for 300. This happens because as the payments are being put in the system, there is no break between the various payments that go with a client reference of Check #110. Check #414 is represented correctly, however, even though the payments cross four debtors in order to handle the situation of checks sent to you by forwarded agencies or agencies like consumer credit counseling.
If you had need of putting in payments like above, the false report problem could be avoided by artificially flagging one of the checks with a character in addition to its check number, like below:
Check # 110 for $70.00 split into two accounts for same debtor.
Check # A110 for $300.00 on a single account
Check # 414 for $100.00 split into four accounts for different debtors.
Cash can be taken out of the picture by one of two methods. Either run a separate edit for all of your cash payments OR put all of the cash transactions at the end of the edit.
a) To accommodate the larger client account number field, the debtor name on some of the reports has been reformatted to print as “last name, first name”. (instead of last name space first name) One example of this is the acknowledgments.
b) There is a new option on the Month-end Menu called “Multiple Client Reports”. This is a very interesting feature which we would like to refer to as Intelec’s “Intelligent Reporting”. Presently, most users run the Placement history, Activity history, Regression, Close-out and Status reports at the end of a month. Not all clients receive reports, and some clients receive only selected reports. Presently, Intelec can be set up to print each report for specific clients. At month-end, a single option will print the Placement history reports for all the clients set up to receive this report. This is the case with the other three reports too. If a client receives a group report, these have to be requested separately. Once all the reports have been printed, it is a tedious manual process to group the four different reports by client!
Intelligent reporting will now print all the reports for a single client consecutively! Yes, on the same spool file! You can also ask for multiple copies of a certain report and specify group reports. As an example, the first client may receive a status report and a placement history, while the second client may only receive a close-out report. A “client separator” code will print at the end of all the reports for specific client. (--- on the left hand side and an asterisk on the right hand side of the top of the page) All someone has to do is tear the paper at the separator. (In a future release, we may even do this for you!)
The multiple reports option will take longer than say running any of the individual reports for all the clients. However, the total time taken should be less that running the reports individually. Plus, you have far less clerical work grouping the different reports to be sent to each client. Enjoy the savings!
On an interesting side note, we would not have been able to offer this new feature unless all of our users had upgrade to OS/400 Version 3 Release 1 or higher. Thanks to everyone who helped us make new features like this possible by upgrading their operating systems.
c) When you run acknowledgments from the reports menu, currently Intelec omits cases that have been closed inactive. Under release 6.0, when you choose to run acknowledgments, you will be offered an option to include closed inactive cases, which will include all cases except those that were closed remove from placement. NOTE: This change does not apply to acknowledgments that are generated automatically from the nightly.
d) We have improved the appearance of some of our reports. Now, the layout of the Status and Close out Reports, the Placement and Activity Histories, as well as the base “blank” version of acknowledgments, are printed with a first page that can be folded to fit in a standard number 10 window envelope, and each successive page is laid out more efficiently than before. We hope you find these new report layouts more attractive and presentable to your clients.
e) We have created a new report that runs automatically in the nightly that will provide you with a summary of new business. This nightly “New Business Summary Report” will give you a list of all clients that had new business since the last running of the nightly. The report includes all companies and is sorted by company. Each client for which new business was loaded will be listed as a line on the report that includes a total number of cases and a total amount placed the prior day as well as a total placed number and amount. The monthly figure will be based on placement date and calendar month. The report will also contain a total, not only for each company, but also for type M clients, the combination of type B and Q clients, and a fourth total for all client types other than type M, B and Q.
f) We have shortened the time required to generate client statements. Individual time savings will vary depending upon the nature of your machine, the size of your database and the workload on your machine. On larger systems, we have seen statement processing cut from one hour down to twenty minutes using this new code.
g) Account Transfer Edit - This is the report which is created when accounts are transferred from one company to another has been modified to warn you about possible duplicates. The accounts will still get posted. You will need to work the report and close the duplicates.
h) Statements: Since the client account number on each debtor record has been increased to 25 characters, it is possible that the client account number might not fit on your statements as you have them now formatted. We have decided that when we ship you your copy of Release 6.0, your statements will not yet support the 25 character client account number field. We did this to be sure that your statements formatting stays the same until we have a chance to examine your need to re-format the statements. If you will not be using client account numbers of more than 18 characters, you will not yet need a change to your statements. If you are planning on using more than 18 characters of the client account number and need your statements to show the full account number, please contact Quantrax to arrange to have your statements updated.
i) Placement History: We have a new version of the placement history that calculates the total “Net Back” and “Net Recovery Percentage” to the client. Net Back is the amount of money that a client actually receives out of collections efforts, that is, the recovered amount minus the commissions taken on that recovered amount. This tells a client how much money their bad debt is generating for them. Net Recovery Percentage, in this context, is the net back divided by placements minus withrawns. It tells a client cents on the dollar recovered on cases placed that you were and still are responsible for collecting.
Example: A client placed $1000.00 dollars of business. You collected $300.00 for them and took $100.00 in commission. The “Net Back” to the client is $200.00, and the Net Recovery is 20 percent.
j) Pre-collect acknowledgements with “message” will now give the date that an account will “transfer to collections or close”, as opposed to giving the date that the accounts will “transfer to collections”. The “message” was changed to allow for more and different types of pre-collect processes and products.
a) On the account load edit (Option for tape or diskette loads, from the Special Options menu) the report that prints a summary by client has been modified to include the percentage of accounts with home phone, work phone, Social Security numbers and POE. In addition, average age and balance has been included. This will help you to evaluate accounts before they are posted.
b) When you select the option from the Quantrax Remote Support Menu, to display the status of received changes, you will see a new field which will describe the changes which have been transmitted, but not yet received. Once the code is received, either by a person or by the new automated process described below, this description will no longer be visible.
Further, if there are base changes or changes to the custom modifications library which have been transmitted by Quantrax, they will now be automatically applied by the system. The average time between receiving the changes and the changes being automatically applied will be between 5 and 10 minutes. You can use the option from the Quantrax Remote Support menu to receive changes, but if the system has started to apply the changes, you will not be able to manually receive them. A message will be logged to INTELOPR when the system starts to automatically receive the changes. A message will be logged when the changes have been successfully applied. If there is any problem applying the changes, this will also be logged to the UserID INTELOPR. As is noted elsewhere in this documentation, you can key in “OP” at a menu to display the messages for INTELOPR.
Also, on the Quantrax Remote Support menu, there is a new option for “Release/PF.. Information”. Since we ship new releases at different times, this option will display the changes made to the base version of Intelec, since the original creation on the current release. This helps Quantrax when we have support issues, since it identifies the exact version of the code on your system.
c) On Account Entry options, you are now allowed to enter balance types 6 through 10. (Previously, only the first 5 secondary balance types could be set up, in addition to the primary and interest balance types.)
d) There is a new option on the Daily Operations menu (Option 16) to display any unposted batches. The UserID that created the unposted batch(es) is displayed so that you can identify the batches.
e) Linking Changes.
1) On linking during the Nightly Processing, you may have seen the message “Not linked due to client parameter”. This appeared because the system found a match, but the primary account on the existing group did not belong to the same client or type as the new one. Suppose you had 5 medical accounts for John Smith, all linked together. You received 5 new accounts for John Smith, all bad checks. The medical clients and bad check clients were set up as “Link to same client or client type.” It was possible that the 5 new accounts would not link to themselves, but would try to link the medical accounts and stop with the special message once it was discovered that the other group had a different client type. We have changed the logic to link the new accounts within the existing client type. You should not see the special message “Not linked due to client parameter” as often as you have in the past.
2) Another change has been made to automatic linking during the nightly processing. A problem could develop when the following situation existed if the system was trying to automatically link a new account to an existing debtor’s cases. This problem could exist when a debtor had multiple cases and:
a) The primary case is closed inactive.
b) A smart code was applied to the debtor, a smart code that duplicates, that changed the collector on the account, but since smart codes are not duplicated on closed inactive accounts, the primary case did not change its collector to the new collector like the rest of the accounts. (Note: This would not happen if the duplicating smart code had been applied by hand to the primary case, this only happens when the smart code is applied to one of the linked cases.)
c) A new case comes into the office for that debtor, linking to the existing primary case, AND switching the collector code on the new account to that of the now out of date collector on the closed inactive primary case.
This leads to having a debtor that has open/active cases that are with more than one collector at the same time, and can lead to overworking of a debtor. In order to avoid this happening in the future, we will no longer look at the collector code on a closed inactive primary case when there are linked accounts in order to determine who should receive the case. This way, a debtor will not be unnecessarily split up between a current collector and a collector code that got left behind on a closed inactive primary account.
3) We have also made a small change to the way that automatic linking handles social security numbers. The following two social security numbers can not generate any linking points in Intelec since they are the most widely used fraudulent SSN’s: 078-05-1120 and 219-09-0000. We also will continue to ignore for linking any single digit SSN’s(One through nine), numbers comprised of all the same digit (ex. 333-33-3333) and other assuredly false SSN’s.
f) Returned mail - We have tried to address the area of users being able to process returned mail, when we have set up a new address on an account after the last piece of mail was sent out. On the returned mail entry program, if the primary account was worked within the last 15 days and the address on that account was also updated within that period, the system will automatically display the current address from the primary account, with a warning. At that time you can process the returned mail, or cancel the transaction by keying in a different case number.
g) Since the purge inquiry can be accessed from Account Inquiry, the option called “Purge Inquiry” has been removed from the menus.
h) We have some “fast menu” options to help the management to navigate through menus. Keying in MM, MS, MR, MC, MQ or MX at a menu will display the Management, System Control, Periodic Reports, Custom modifications, Quantrax Report Support and Special Options menus respectively. The user must have access to the Main Menu and access to the selected menu. This new feature is not available from the Custom modifications menu.
There is also a new shortcut “OP” at a menu will display messages for INTELOPR. You must have System Control menu access in order to use this function. A complete list of short cuts is contained in this document, on a later page.
i) On the Management Menu, there are several “Audit” options. These have been consolidated on a sub-menu. There is a single option from the management menu to access this sub-menu.
A similar consolidation of menu options has also been incorporated for Account Entry options, Daily Reports and post-dated check options from the Payment Transactions menu.
j) On the Company Information System Control file, the special password will not be displayed when it is being entered, of if it had been entered at a prior time. If you forget the password, you will have to enter a new password. The special password is not displayed on the Merge Codes update option, while it is being entered.
k) When new code is transmitted to the base or to the modifications library, we will be transmitting a new document to be stored in QCLSRC in your modification library. It will be called ##AANEW and can be viewed through the documentation option off the Quantrax Remote Support menu. This document will have a list of the programs and screens transmitted in the last update, along with their descriptions. We will also store two additional documents called ##AANEW1 and ##AANEW2, which will hold the details of the two immediately proceeding updates that were sent to you.
l) On the Purge Operations menu, there is a new option to display an Intelec “file status”. This option displays a list of the major Intelec files, with the number of records in each, along with the number of deleted records, if any exist. This option will be useful to help save space by identifying files that could possibly be reorganized in order to open up disk space both at and between purges.
m) There has been a change in the way interest is calculated. In the past, Intelec would not calculate interest on closed accounts, waiting until they were reopened, then in the next nightly the system would compute the interest that had accrued since the last time that interest had been calculated while the account was open.
n) Access to the sales module will now only be available to user’s who are allowed to access client inquiry under system security.
o) When notes are added to an account through an automated new business load, we will now show “New” in the user field next to each note. Previously, we left this field blank when notes were added through an automated new business load.
p) There is a new feature on the Daily Operations Menu - Option # 15 Account information Print which will allow you to print detailed information about an account. (Notes - payments and- demographics) You will be able to key in up to 30 case numbers. Some use for this feature could be to take detailed information to court.
q) There is a new screen at Client Update which contains 24 fields which will allow you to key in any kind of additional information you would like. For example: If doing early out you may want to print the office hours of your client within a letter. There are 8 fields that are 75 characters long, 8 that are 40 and 8 that are 10 characters long. There are new merge Codes which correspond to those new fields. To access the new screen, use Cmd.4 from the first client detail screen, key in your additional information and Cmd.12 to update.
r) Now, when a letter is stopped, the note that tells you that the letter was stopped will be more descriptive of the reason why it was stopped. The note will tell you if the letter was stopped by client, state, collector, et cetera.
s) When auditing a user with the “Audit a User, Accounts Worked” function for the previous day we only allow you to view the accounts in the order that they were worked. On earlier versions, when doing this, we would mistakenly show all accounts as being broken promises when audited in this fashion. Now, we correctly state that the account processing type of each account is N/Available, since we do not know where each account was yesterday.
The Question and Answer Database
First available with Release 5.3, Intelec gives you the ability to charge your clients for each letter that you send out on their behalf, allowing you to offer them a more customized pre-collection service. The following information on how to set up and use Per-Letter Charges is an expanded version of one of our Question and Answer (Q & A) database entries. The always expanding Q & A database currently contains nearly two hundred entries that can help you with topics in Intelec from the simple to the advanced.
The Q & A database can be accessed by typing two question marks, ??, at any Ready For Option on an Intelec menu. Several search methods are available, allowing you to look up answers to your questions based on topic and/or search words.
The simplest way to use the Q & A database, when you are starting out, is to put *ALL on the Primary topic line, leave the Secondary topic line blank (We use almost no Secondary topics in the Intelec Q & A database), then hit function key four (F4) while the cursor is on a search words field in order to bring up a complete list of available search words. Select the words you would like to search on by putting a “1" next to them, up to four search words at a time, then hit enter to return to the search screen. You can search for questions and answers that have any or up to four search words for a broad search, or you can search for questions and answers that have all of your up to four search words for a narrow search. We suggest that you perform broad searches, then manually inspect the results to find the most pertinent Q & A entry to address your needs.
Per-Letter Charges (a sample Q & A entry)
Setting up a per‑letter charge client requires you to be aware of three separate things in the system.
First, you need to choose a two character Client Classification, to represent your clients that are to be charged per letter. This classification should then be placed in the client master for all clients that you are going to charge for each letter sent out on their accounts. Further, you should place the amount that the client is to be charged per‑letter in the field named "Per Case Charge of".
Second, you need to choose a close code that you will use to close those accounts that your client should not be charged per‑letter for. You will need this in case an account is entered twice, or for any other reason you should not charge a client for letters from a particular account. Closing the case with this close code will stop the client from being billed for the letters generated on this case.
Third, to bill a client for the letters, you will need to run the per case charge report, followed by the per‑case update, taking care to fill in the fields for client classification and the close code that you chose to not bill your clients for.
The third step must be done during the period that you will run your statements for. The per‑case charges show up on the client statement based on the date you run the update, not based on the date that the letters were sent. For example, if you will run statements on February 3 for January 1‑31, you should run the per‑case charge update sometime during January 1‑31 to make sure it shows up on the statement.
Short Cuts In Intelec
AN Access the Announcement Screen to view or edit its content, or to change the display until date for the announcement.
CC Change Company in which you are working.
DA Work with Active Jobs. Same as OS/400 WRKACTJOB.
DF Work with Spool file for all users. Equivalent is WRKSPLF SELECT(*ALL).
DJ Work with submitted jobs. Same as OS/400 WRKSBMJOB.
DM Work with Messages. Same as OS/400 WRKMSG.
DO Work with Messages for the System Operator
DP Work with the Intelec Output Queue for print jobs. Same as WRKOUTQ OUTQ(NAME), where ‘NAME’ is whatever output queue is set up as the Intelec output queue.
DS Work with Spool file for user. Same as WRKSPLF.
I Short cut to start Account Inquiry.
MC Short cut to the Custom Modifications Menu. (Release 6.0 and up)
MM Short cut to the Main Menu. (Release 6.0 and up)
MQ Short cut to Quantrax Remote Support Menu (Release 6.0 and up)
MR Short cut to Periodic Reports Menu. (Release 6.0 and up)
MS Short cut to System Control Menu. (Release 6.0 and up)
MX Short cut to Special Options Menu. (Release 6.0 and up)
N Access the Notebook features of Intelec.
OP Work with Messages for the UserID INTELOPR.
OV Start Office Vision/400, if installed on your AS/400.
SA Start the Intelec Sales Module.
SM Short cut to Smart Codes.
UT Utilities Menu.
C Client Inquiry
WS Work with System Status. Same as OS/400 WRKSYSSTS.
? If you are at the payment menu, this starts the payment training module. If you are at the system controls menu, it starts the management training module. If you are at the purge menu, it opens the purge documentation.
?? Opens the Q&A database. (Releases 5.3 and higher)
ACCOUNT MASTER FILE CHANGES -
a) The placement date (GPLDAT) and close date (GSTTAT) on the account file have been increased to 8-characters to include the century. (Format is CCYYMMDD) This change also affects transaction files such as SCATRNTL and SCATRN2. For the transaction files, it it not necessary to load the century into the dates. The century will be computed by the posting program.
b) Secondary balances have been increased to contain balances up to 9,999,999.99. (The limit was 99,999.99) - Fields are GBL6, GBL7, GBL8, GBL9 and GBL10.
c) The client account number on the account master has been increased from 18 characters to 25 characters. We have retained the original field GACCT# as an 18-character field. A new field GACCE#, a 7-character field will be the last 7 characters of the new 25-character client account number field. The logicals which use the client account number (SCACCTC and SCACCTCA have be changed to include the new field)
d) The changes made to the account master have been correspondingly made in the purge file, SCPURG. (Placement date and close date)
e) We have made a change to allow description codes to be alphanumeric. Please note that code “01" will be different from “ 1", since each character is checked and a blank is not the same as a zero. Loading “00” into the description codes will no longer be accurate, since "00" will be a valid code.
f) The transaction file ACATRNTL has also been changed. There is no need to create the century in the placement date field since the posting program will take care of filling in the century.
PAYMENT HISTORY FILE FILE CHANGES -
a) The payment date (PDATE) has been increased to 8-characters to include the century. (Format is CCYYMMDD) This change also affects the transaction file SCPTRN1. For the transaction file, it it not necessary to load the century into the date field. The century will be computed by the posting program.
PAYMENT TRANSACTION FILE CHANGES -
a) There is a separate field in the payment transactions file SCPTRN1 for a dollar commission override. This will have to be used if you had any special programs written to override the commission with a dollar amount through an automated payment transaction load.
b) Although the date field has been changed, the posting program will create the century part of the date.
a) If a close code does not specify “Open on Payment transactions” (field SOPEN has either a “Y” or a “P” in it) payments should not be allowed against the account. This affects programs which create payment transaction batches based on input transaction files.
b) The placement history file has been changed to accommodate over 100,000 placements for a single period. The file is SCPLHS and all the “number” fields which have been increased from 5 to 6 characters.
To accommodate the Year-2000, the field HTDEL will now contain blank for any years 1900-1999 and 0 (zero) for the years 2000-2999.
c) Due to the consolidation of certain search functions, we have removed the logical files SCACCTA, SCACCTO and SCCOMAR. These files should not be created even though the DDS for these files exist.
d) There should not be a file with the name of QDDSSRC in your data library, in SCMOD or in any library in the Intelec library list, other than in your base library which is SCLIB. If you have such a file in your data library or SCMOD, it will be deleted. You MUST delete or rename the file if it exists in other libraries in the Intelec library list. The existence of this file in the specified libraries could cause problems within Intelec and affect the installation of the new release with serious consequences.