Debt Chasing Ring Lists
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A debt chasing ring list can be created to select customers who are owe you money based on criteria you set, for example accounts with a 2+ month balance that is greater than £5.  You can then work through the ring list, calling the accounts on the list to chase payment.  Refer to the Create a Ring List topic for a better understanding of ring list search criteria, or follow the instructions given here. 

To Create a Debt Chasing Ring List

1.   Select Gx CRM on the toolbar.
2.   Choose Add a Ring List from the menu or by clicking on the graphic icon.
3.   Give the list a Ring List Code.  This code can be alphanumeric. 
4.   Give the list a Description.  This should describe why these accounts have been selected, e.g. "Bad Debt Ring List", "Customers Owing Money 3+ Months" etc.
5.   Click the radio button to select Customers.   
6.   A list of search dictionaries will be displayed. Double click the dictionary you wish to use to select accounts for this Ring List, for example 2+ Months Old Balance.  This will put the dictionary name in the Query window. 
7.   Select a search operand button, for example GE (greater than or equals).    
8.   Now type in the required Selection Criteria.  This must be enclosed by double quotes e.g. "5", "100", "0".   
9.   Click the Ok button.  This displays the search dictionary with the selection criteria set against it in the Query window.
10.      Add further dictionaries and selection criteria if required.  These will also be displayed in the Query window.
11.      When you have entered all the search dictionaries and selection criteria, click the Select button.  The search results will then be displayed showing the the accounts that meet the ring list criteria.   Only the dictionaries you have selected will be displayed as columns.
12.      To amend your selection criteria, click a line in the Query window and overtype or delete the details in the Selection Criteria window .  Double click a line to remove it from the search.  Click the New Select button to re-run the search and display the new results.
13.       Save your ring list.

Click here to view the Create a Ring List screen. 

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To Work Through Your Debt Chasing Ring List:

1.   Select Gx CRM from the toolbar. 
2.   Select Contact Details from the menu.
3.   From the Active List drop-down menu, choose your bad debt ring list you wish to work through.
4.   The first customer on the list will be displayed and the banner below the tool bar showing the program name will also list the number of calls still to make on that list. 
5.   All customers on the list have been selected by the same criteria so it is most likely that you will work through them in order.  However to view the names of the customers on the list, click the Active List drop-down menu again.  Selecting a customer from this list will open up their Contact Details if you prefer to select the order you work through the ring list. 
6.   You can employ options in Contact Details usually used in telemarketing calls for the purposes of credit control.  For example recording comments about your call with the customer to note who you spoke to, when they will pay etc.   
7.   To open up the customer's account enquiry while you are working through the debt chasing ring list, click Gx Sales in the toolbar and select Customer Details from the menu.  Click on the Transactions tab to view the outstanding invoices, due dates etc.  You can view the order or invoice details from this screen to remind the customer what is on the invoice you are chasing payment for.  Copy invoices can be printed and email from this screen if necessary.  Close the Customer Details window when you are finishing in the account enquiry to return to your ring list in the Contact Details window. 
8.   When you Save the customer record in Contact Details, it removes them from the outstanding calls on the ring list, assuming that you have made the call. If you wish to follow up this call, for example to remind you to check in a few days if payment has been received, and call them again if not, you can set a call back date.  This will prompt you to call them again since they will already be "ticked off" your debt chasing ring list.  You will see the number of calls left to make in the banner beneath the toolbar reduce. 
9.   The next customer on the ring list will be displayed when the previous record is saved.  Alternatively, click the Active List drop-down menu to select a specific customer from this list if you want to work through it in your own order.  
10.      You can click the Exit List button to stop working through the ring list. Any outstanding accounts will remain on the list and you can continue working through the list later.
11.      When the list becomes obsolete after payments are received and outstanding balances are updates, you may wish to delete the current  ring list and re-create the debt chasing ringlist based on the current outstanding debts. 

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