iController's procedure flow – iController Guide

Each debtor with an open invoice has been assigned to one specific procedure. A customer can only be assigned to one procedure at a time.

The assignment of a procedure to a debtor can be done manually, or automatically.

Based on the (automatic) procedure assigner (as determined per entity during set-up), debtors are assigned to a procedure.

In the example of the screenshot the debtor is assigned to procedure 'Standard Procedure' (See General Information)

Get an overview of the procedure and procedure steps per entity

In Procedures you can see all procedures that are defined in iController with the different actions that need to be executed after a set number of days in procedure (D.I.P.).

The procedures are there for every entity/company, in case you have multiple constituents in iController. This is indicated in the titles which contain the name of the entity/company and the procedure name.

Where to find all procedures?

Click on the gear icon () in the upper right corner
Go to Settings
In the left column look for Worksheet > Procedures
You get a list of all the procedures

Templates for procedure steps

You decide which template is used to each of the procedure steps (when applicable).

Where to find reminder templates?

Click on the gear icon () in the upper right corner
Go to Settings
In the left column look for Templates > Reminder templates
You get a list of all the reminder templates

Criteria

There can be different criteria that decide whether or not a certain debtor can be moved to (one of) the procedure steps. We call these criteria Client conditions and Document conditions.

Examples:

Client conditions: "Total due must be greater than 0"
Document conditions: "Document is in status Procedure"
Document conditions: "Document is in status Promise"

If a certain debtor is correctly assigned to the procedure and when all criteria are met, the debtor will follow the correct procedure flow.

A debtor can only appear in one procedure step of the assigned procedure, including all the outstanding documents.

Where can I see the procedure steps for a debtor?

You can easily see in which procedure and current procedure step a client is in by consulting the debtor sheet. There you see a timeline with all the procedure steps.

When there currently aren't any documents that meet the criteria, you will read No planned actions.

How do the procedure steps work?

Which procedure step the debtor is in, is determined by the leading invoice (highest D.I.P.) and the document state(s).

The leading invoice is the outstanding document with the highest D.I.P. number (only taking into account the documents in one of the document states (e.g. procedure; promise) that are configured to follow the procedure). Other outstanding documents follow the same procedure, but do not influence the determination of the procedure step.

In the following example, the document with the highest D.I.P. (26) is Document#471 (See: Overview outstanding documents). This document is in Procedure. As you can see on the procedure timeline, this debtor is currently in the first procedure step 'Tweede telefoon' (Second Phonecall - indicated in blue). This is because the highest D.I.P. is between 21 and 30. In 4 days he will be moved to the second procedure step 'Aanmaning' (Reminder).

You don't have to manually calculate these numbers. You'll get a clear notification in the Actions panel of the Planned actions.

Note: As soon as the leading document is archived (paid), the procedure flow will start again, based on the new document with the highest D.I.P.

Note: It is not possible to execute two procedure steps in one day (for example a call and a reminder). It is recommended to have some days of margin between the two consecutive procedure steps.

Note: When you did not perform the required procedure step action, the debtor will be moved to the following procedure step after the preset number of days in procedure. We recommend to execute the action on the worksheet regularly or to pause iController when you can not work in iController for a number of days.

Note: The D.I.P. is counting by calendar days. However, by exception, it can be set that iController only takes working days into account. Via Settings > Company details you can use the checkbox Update days in procedure only on working days.

How can you influence the procedure steps?

In some cases, you might want to set a procedure step back or forward.

For example when you didn't manage to execute the step yet or when you decide to give a debtor an extended payment term.

You can do this by manipulating the number of days in procedure (D.I.P.) on the debtor sheet.

Use the pencil () in the DIP column to change the number and then press enter on your keyboard. If you cannot see the D.I.P. or you cannot make configurations, please contact support.

Please note that you may have to change the D.I.P. of the possible other outstanding documents as well, as the highest D.I.P. will determine the procedural step.

Important note: When you set back the D.I.P. with a limited number of days so that the debtor stays in the same already executed procedural step, iController will remember that the action already had been processed. When you set back a larger number of days, so that the at least 2 steps have been turned backwards, the procedure flow will start over and all steps can be executed again.

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