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 specifically determined per entity during set-up), debtors are assigned to a procedure. In this example to procedure 'Green'.

Get an overview of the procedure and procedural steps per entity

In 'Procedures' ( settings), you can find all procedures that are defined in iController (per company if you have multiple constituents in iController) with the different actions that need to be executed after a set number of days in procedure (D.I.P.).
You decide which template ( settings, reminder templates) you link to each of the procedural steps (when applicable).
There can be different criteria determined to define whether or not a certain debtor can be moved to (one of) the procedural steps. E.g. total due must be greater than 0; document is in document status 'procedure', document is in document 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 at any time with all outstanding documents appear in only one procedural step of the assigned procedure.

How do the procedural steps work?

When there currently aren't any documents that meet the conditions (the correct D.I.P. and the correct status), you will read 'No planned actions'.
Which step of the procedure the debtor is in, is determined by the leading invoice (highest D.I.P.) and the document status(es).
You can easily see in which procedure and current step a client is in by consulting the debtor sheet.
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 statuses (e.g. procedure; promise) that are configured to follow the procedure).
The other outstanding documents follow the same procedure, but do not influence the determination of the procedural step.

In the following example, the document with the highest D.I.P. (28) is Document#201. This document is in the status 'procedure'. As you can see on the procedure timeline on the debtor sheet, this debtor is currently in procedural step 'Reminder' because the highest D.I.P. is between 24 and 30, in 2 days he will be moved to step 'Text message'.

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 procedural steps in one days (e.g. call and reminder). It is also recommended to have some days of margin between the two consecutive procedural steps.

Note: Even when you did not perform the procedural step action, the debtor will be moved to the following step after the preset number of days in procedure. It is important 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, in 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 procedural steps?

In some cases, you might want to set a procedural 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 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 might 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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