Document statuses – iController Guide

In iController all outstanding documents 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 statuses

There are five general document statuses in iController:

Procedure
Payment promise
Dispute
Payment plan
Outsourcing

Procedure

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

Payment Promise

When a debtor has made a payment promise, the document(s) can be moved from Procedure to Payment 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 account) as promise date.

On the worksheet there are the tracking lists Broken payment promises and Open payment promises, which make it convenient to follow up.

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 Payment promise. A new promise date can then be selected.

Dispute

The status Dispute is used for invoices that are disputed.

In the Change document 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 existing procedure flow will be restarted, and the days in procedure will increase once again.

Note: The dispute mail template can be created in Settings > 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 procedure flow, 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 all 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 statuses

Besides the five general document statuses, it is possible to create custom statuses 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 Paid online 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 view the debtors/documents in this status.

Changing the status of a document

To move documents from one status to another, use the checkboxes at the left and click the document status button these documents should be moved to.

Note: Please contact support for adding a new document 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 statuses on the procedure

In the document conditions of the procedures (see Settings > Procedures), you can decide which documents will be accounted to follow the procedure steps.

In the below example only documents in the statuses Procedure or Payment promise will be considered to define the procedure.

All other documents in document statuses like Payment plan, Dispute, Outsourcing, and other custom statuses 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 procedure step might be changing.

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