Document states – iController Guide

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.

General states

Procedure

The document status 'Procedure' is the default status for all incoming, outstanding documents in iController.

Promise

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.

Note: After agreeing to a new promise date with the client, first move back the document(s) to 'procedure' and then again to 'promise' to be able to fill in the new promise date.

Dispute

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.

Note: The number of days in procedure will be frozen for all documents that are in the 'dispute' status. When the dispute was rejected and is moved back to 'procedure' the procedure flow from before will be restarted, and the days in procedure will increase once again.

Note: The dispute mail template can be created in the 'general templates'.

Payment plan

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?

Outsourcing

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.

Note: Dispute codes (e.g. lawyer X, outsourcing company Y) can be pre-configured in the settings.

Note: When executing the outsourcing workspace list items, all outstanding documents of the debtor will be moved to the 'outsourcing' status.

Note: It can be useful to send the necessary information to the lawyer or outsourcing company at the same moment as the document status change to outsourcing. You can use a predefined export.

Note: Documents in outsourcing remain outstanding in iController until they have been archived (paid or credited). In the worksheet tracking list 'outsourced clients' you can consult the clients with documents in outsourcing.

Note: When the debtor is not blocked in your accounting program for future purchases and there comes a new outstanding document in iController, after moving the others to 'outsourcing', the new outstanding document in procedure will trigger a new reminder procedure flow.

Custom states

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.

Note: Please contact support for adding a new status and to create a tracking list to follow up the debtors/documents in this status.

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.

Note: Please contact support for adding a new status and to create a tracking list to follow up the debtors/documents in this status.

Note: It is possible to install an automatic status allocation based on certain criteria. E.g. When a dispute code is filled in in a specific field in your accounting program, the document should be moved to 'dispute'. Please contact support to discuss the preferred configurations.

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.

Note: For all documents except for those in 'dispute', the number of days in procedure will continue counting. This means when you move a document back to procedure, and this is now the leading invoice (highest D.I.P), the procedural step might be changing.

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