All outstanding documents in iController are assigned to a document status.
In the iController's procedure flow, you can find more information on the use of statuses in the procedure flow.
The document status 'Procedure' is the default status for all incoming, outstanding documents in iController.
When a debtor has made a payment promise, the document(s) can be moved from 'procedure' to 'promise'.
By adding a payment promise date during the status transfer, it becomes easy to follow up broken promises. We advise to use the payment date + 2 days (date on which payment is received on the bank acocunt) as promise date.
In the worksheet section, under the workspace and telephone lists, there are the tracking lists 'registered promises' and 'broken promises', which make it convenient to follow up the promises.
A debtor is listed in 'Broken promises' as soon as at least one document has exceeded the promise date. It is recommended to contact these clients and transfer the documents back to procedure or to request a new promise date.
The status 'dispute' is used for invoices that are disputed.
In the transfer to 'dispute' window, a dispute code can be assigned (recommended for reporting reasons) and a confirmation email can be send to the debtor and/or representative as confirmation that the dispute is registered.
When agreeing to a payment plan, the document(s) will be transferred to the status 'payment plan'.
How to set up and follow up the payment plan?
After completing the full reminder procedure, the document(s) will be moved to 'outsourcing' (lawyer, outsourcing company). This status transfer happens automatically when executing the final procedure step 'for outsourcing' on the worksheet.
Besides the five general states, it is possible to create custom states that are specific per iController platform/customer.
There can be a specific reason for each company to temporarily switch the documents to another status (e.g. cash payment, direct debet).
E.g. the custom status 'online paid' is used when the 'online payment module' is implemented in iController.
Changing a document's status
To move documents from one status to another, use the checkboxes at the left side of the document line and click the document status button these documents should be moved to.
Effect of document states on the procedure
In the document conditions of the procedures, is defined which documents will be accounted to follow the procedural steps.
In the below example only documents in the states 'procedure' or 'promise' will be considered to define the procedure.
All other documents in document states 'payment plan', 'dispute', 'outsourcing', etc. will be ignored for the procedure.