Users Manual - Comtronic Systems
Contents
1. Installation Copy the clientaccess exe executable to the Debtmaster directory usually C Program Files Comtronic Systems Debtmaster on the system you want to run on the upload When you run clientaccess exe the utility should automatically connect to the Debtmaster database and all of your clients should appear in the Available Clients list It s that simple Uploading Client Data The ClientAccess web portal is fully integrated with Debtmaster via the ClientAccess data Upload Utility Client data can be manually uploaded or automatically scheduled to upload daily or on a certain day each week Once it s set it runs almost entirely on its own ClientAccess provides you with the reporting service your clients demand There are two ways to upload data to the client access web portal database 1 ClientAccess Upload Utility application allows you to set client specific options and report viewing privileges Q UN 2 ClientAccess Upload Process via Debtmaster window in Debtmaster that allows you to transfer data to the ClientAccess web portal for client viewing Client ccess ChentAccess Upload Utility Comtronic Systems LLC Debtmaster Professional File Edit Window Help e E CallThru Actions Account Menu Payment Menu Client Menu Manager Reports Menu Import Export Menu Letters Menu General Ledger Menu Daily Updates Menu Setup Menu Utilities Menu End of Day Process Letter Outsourcing2. https www accessclientdata com admin_login xxxx where xxxx is your agency ID Enter your agency password and click the Login buiton cl GI cces m lt gt COMTRONIC SYSTEMS ADMIN LOGIN Admin Login to ClientAccess Admin Login Agency ID 4 Password NOTICE Cookies MUST be enabled ClientAccess 2008 Comtronic Systems LLC User Login Navigation Use the tabs at top of the ClientAccess webpage to toggle between display of the Home screen Active Client Accounts list and Management page Active Client Accounts The Active Client Accounts tab displays a list of clients currently set up to use the ClientAccess web portal This allows management to keep track of which clients are currently enabled to use and view the website STSTems ACTIVE CLIENT ACCOUNTS 101 GFH Admin 102 wee 103 ROM IF 404 PEM SECURE ADMIN AREA 105 PMF 106 VILLAGE MALL FOODS 107 STOP N SHOP 108 ACME FURHITURE REHTAL 109 ACI 110 AUTO BOD Y amp WIHDSHIELD REPAIR Comtronic Systems ClientAccess 10 You ve Got to Connect to Collect Management The management page in the admin area of ClientAccess allows you to customize the pages viewed by your clients You can manage everything regarding the look of the webpage from this screen The page is broken down into three sections Site settings Contact settings and Theme settings COmTROnIC SsYSTEMS SECURE ADMIN AREA Admin V
3. 1004 1 Bonnie r 1600 00 0 00 1600 00 E Text Color 1006 1 David V Page l 3900 00 0 00 3900 00 1015 1 Julia Deborge D2018 03 17 2007 Partial 1000 00 0 00 1000 00 Payment Arrangement Lin Lee Jr 480188 03 29 2007 Skipped Town 8910 00 Lin Lee Sr Tracing Link Color 12394 04 01 2007 Partial 995 00 Payment Arrangement 1034 1 Background Color D7 Settled In Full 0 00 0 00 Page Total 16405 00 16405 00 Report Total 6 Accounts 16405 00 16405 00 Comtronic Systems ClientAccess Select a box and then select the color from the pallet The area will auto fill with the color code assigned You can also manually add any color code to submit To set back to the default colors delete the color value in each any box and press Modify to save the changes Theme Settings Color Picker Background Color DAES Ea Content Background Color F7F891 xs A Link Color 349524 Text Color 330D03 EE SES R 10 238 Logo Browse Submit G 14 92 B 147 58 O0A0ES3 Logout Click the logout link at the top right of the window next to the client ID to logout Once you have successfully logged out you will be returned back to the agency ID login page EEG 13 E You ve Got to Connect to Collect Client Access Login To get to the ClientAccess web portal go to https www accessclientdata com login xxxx where xxxx is your agency ID The client login page is the first screen your clients wil
4. 00 0 00 0 00 2007 04 D 0 00 0 i 0 0 00 0 00 0 00 0 00 4 537920 00 Accounts 3 Comtronic Systems ClientAcce New Accounts Acknowledgment This report displays new debt accounts for each client over a selected date range includes Debt ID Debtor Name Client Reference Number Original Principal Balance Original Interest Listed Amount Date of Service List Date and Rate Plan COmTROnIC SYSTEMS HOME V 5 ux LINKS CONTACT TECHHOLOGY Report View Download this full report Note This action may take a while for some reports Data Last Updated Tuesday November 17 2009 at 12 07 38 pm Begin Date 2006 01 01 End Date 2009 01 01 Submit Query New Accounts Acknowledgment Client Ref Debtor ID Name Original Original Debtor Name Clt Ref N i Rate Pla ccm Principal Interest i SES Daniel Smith 4910 5000 00 0 00 5000 00 01 03 2006 01 16 2007 Kelly Smith 1009 1 Paul F Wheeler 5654 330 00 0 00 330 00 01 05 2007 03 01 2007 Tina K Wheeler Paul F Wheeler 6766 1000 00 0 00 1000 00 02 14 2007 05 15 2007 11 22288 70 00 22288 70 Accounts m Comtronic Systems ClentAccess 16 You ve Got to Connect to Collect Active Accounts Statement This report displays list of active debt accounts for each client includes Debt ID Debtor Name Client Reference Number Original Principal Balance Original Interest Current Balance and Account Status gt COMTRONIC S
5. Download this full report Note This action may take a while for some reports Data Last Updated Tuesday November 17 2009 at 12 07 38 pm Status Description Client 103 ROM 1009 1 Paul F Wheeler 5654 330 0 00 Paid In Full Tina K Wheeler Matthew 1250 00 0 00 Paid In Full Flanagan 2 Accounts 1580 00 0 00 Comtronic Systems ClientAccess 17 You ve Got to Connect to Collect Trust Statements This report displays links to downloadable PDF documents Trust statements are generated when the final trust statement is run in Debtmaster The trust statement PDFs are stored in the TrustPDFs directory under the DMServer directory Below is an example trust statement from NCS Note Any trust statements run prior to version 8 0 of Debtmaster will not have been created COmTROnIC LINKS CONTACT TECHNOLOGY Report View Data Last Updated Tuesday November 17 2009 at 12 07 34 pm Client Ref Debtor ID 9 Name Trust Statements 06 01 2009 i 101 trust 20090601 Comtronic Systems ClientAccess Northwest Collection Services 417 East Main St Suite 2100 Seattle WA 98188 Phone 206 326 6700 Fax 206 326 6711 Good Faith Hospital Trust Statement Bill Hawthorne Acctg Asst aad A 2091 Medical Drive SE 05 02 2009 to 06 01 2009 Seattle WA 98104 Client 101 Payments Received Rate Pmt Amount Amount Amount Amount Balance on Pmt Date Debtor Name Debt ID Clit Ref No Plan Code Paid Us Paid Clt
6. payments received and outstanding billings Removing or Modifying Clients Once a client has been added it will move from the Available Clients list to the Selected Clients list To remove a client from the list select it and click the Remove arrow button or right click and select Remove If you want to change a client s password you can double click on the client or right click and select Change Password Right clicking on the client will display the current settings and permissions all of which can be modified from this menu 4 Comtronic ClientAccess Upload Utility Available Clients 102 Westdiff Cancer Center 103 Robert Quincy MD Selected Clients 104 Peter Ford Md 106 Village Mall Food 105 Phillips Medical Facility 107 Stop N Shop 108 Acme Furniture Rental 109 A1 Collections Inc 110 Auto Body amp Windshield Repair 112 Day Park Headquarters 113 Day Park SEA TAC Airport 114 Day Park Downtown You ve Got to Connect to Collect 101 Good Faith Hospital iw 1 26 2011 2 57 47 PM ClientAccess tm upload utility version 1 25 1 26 2011 2 57 47 PM Copyright 2008 2010 by Comtronic Systems LL 1 26 2011 2 57 47 PM All rights reserved 1 26 2011 2 57 47 PM Connecting to Debtmaster database 1 26 2011 2 57 48 PM Ready KISIS SSS Remowe Change Password Allow Actreity Notes Include Sub clients Show Account Last Worked Date Show Agency
7. 1992 05 15 2007 Mew Account 3450 00 0 00 0 00 3450 00 1042 2 Ronald Lasey 21461 07 12 2007 Precollect 650 00 0 00 0 00 650 00 Page Total 32 Accounts 225007 70 5647 51 0 00 230655 21 Report Total 32 Accounts 225007 70 5647 51 0 00 230655 21 Comtronic Systems ClientAccess 15 You ve Got to Connect to Collect Performance Analysis Statement This report displays recovery figures based on the list amount minus returns and chargeoffs for each month in the year includes statistics such as Period Accounts Listed Amount Listed Average Balance Average Debt Age Dollars Received Recovery Percent Number of Canceled and Returned Accounts Canceled and Returned Amount Payments Active and Paid Accounts Active and Paid Amount Chargeoff e List date includes debt in the period it was listed e Payment date includes debt in the period payment was received SYSTEM VIEW REPORTS T O 8 TECHNOLOGY Report View Download this full report Note This action may take a while for some reports Client Ref Debtor ID Name Performance Analysis Statement Cancel Active amp Average Dollars Recovery Return Active amp Paid Recovered Amount Paid Accts Amount Client 102 WCC 2007 01 1 12000 00 12000 00 93 4000 00 33 33 12000 00 0 00 0 00 2007 02 1 14800 00 14800 00 130 00 2500 00 6 0 00 14800 00 0 00 0 00 2007 03 3 11120 00 5560 00 96 00 1000 00 E 0 00 11120
8. 5 1 26 2011 2 57 47 PM Copyright 2008 2010 by Comtronic Systems LLC 1 26 2011 2 57 47 PM All rights reserved 1 26 2011 2 57 47 PM Connecting to Debtmaster database 1 26 2011 2 57 48 PM Ready p Clients 0 Debts 0 Adding and Configuring Clients Each time you add a client to the Selected Clients list you will be prompted to set a client password This password will be used each time the client logs in to access their data through the web interface In addition to setting the client password you can configure client settings including options and standard report permissions You ve Got to Connect to Collect Password Entry Please set a password for This dient is allowed to view the 101 Good Faith Hospital following standard reports Password Ei Accounts Inventory Verify V Performance Analysis iQ List date W Allow this dient to view activity notes Indude sub dient data 4 Show when accounts were last worked Payment date v New Accounts Acknowledgment v Active Accounts I Show agency only fees and interest v Closed and Returned Accounts OK Cane MT W Trust Statement PDFs 8 0 only Password Entry The Password Entry window is where you can customize client settings and permissions This is also where you set the client login password The password must match on both lines in order to save the option settings and report permissions Client Options Optiona
9. COmTROnIC SYSTEMS HOME V ese LINKS CONTACT TECHNOLOGY Client Ref Debtor DS Name Report View Download this full report Note This action may take a while for some reports Data Last Updated Tuesday November 17 2009 at 12 07 34 pm Debtor History Social Ecoa i Security Debtor ID Client Refz Description MUN TAUTA PS 05 05 5000c 605 776 1595 Home 206 212 3498 Work 206 212 3498 E Debtor Account Last Current Address i Worklist Status FO Box 1313 Partial 03 19 2007 Sioux Falls SD 57101 Payment Arrangement Original Account Account No Client i i Interest Balance 12 10 2006 04 01 2007 Partial 1030 00 0 0 0 1030 00 Payment Arrangement 1030 00 Debtor Activity History times displayed as Recent Payment History local user time Payment Payment Activity Activity Activity Date Amount Date Time Comments 05 18 300 00 03 19 14 59 25 Accurint Import 5B A 2007 2007 03 19 14 59 25 Accurint Import SB_A See Results Viewer 2007 03 24 15 26 19 CrediTRAX report imported 2007 05 18 17 05 00 Posted payment of 300 00 2007 Comtronic Systems ClientAccess Downloading Reports When viewing a report a download hyperlink is provided just below the navigation bar To download a report click Download this full report and select Save Choose a location to download the report and click Save The document will save as an HTML Document Printing a Report To get a printer friendly versi
10. Due Us Due Cit 05 21 2009 07 10 2007 Joseph Fuller 1001 2 812 K40 CHK 1 190 00 0 00 476 00 714 00 3 860 00 1 Payment 1 190 00 0 00 476 00 714 00 Client 104 Peter Ford Md 07 10 2007 Carlos Sanchez 1040 1 51992 A5 850 00 0 00 382 50 467 50 2 600 00 1 Payment 850 00 0 00 382 50 467 50 9LAALIARLGSAALu ay I azzaeuAlLLULLAA AAAGAAAAZAZAZAARAALAI OJOUL Vv4IALL I oorcsuersoo 0 uucCcCcau4 GGLL Au O GGo JL e S AAALALAZZSAX X ZZCJ J OGA I Grand Total 2 Payments 2 040 00 0 00 858 50 I 181 50 Credit Amount 2 040 00 Remit Amount 858 50 Outstanding Billings Outstanding Date Description Amount 05 17 2007 Please Remit 4 222 60 Summary for Good Faith Hospital Prior Balance Update Payment Prior Credits Gross Collections 2 040 00 Check Enclosed Amount Applied e Collection Fees 858 50 Please Remit 3 041 10 Amount Refunded Sales Tax 0 00 0 00 Prior Fees Unpaid 4 222 60 Rebate Amount 0 00 Amount Withheld 2 040 00 Sales Tax ID 18 You ve Got to Connect to Collect Debtor History ClientAccess allows your clients to get detailed Debtor account information from any report by simply clicking the Debtor s name The Debtor History report contains detailed data including recent contact information debtor activity and recent payment history The Debtor History report masks sensitive information such as Drivers License number Social Security number and Date of Birth
11. TSTEem V T O 5 LINKS COMTACT TECHNOLOGY Report View Download this full report Note This action may take a while for some reports Client Ref Debtor ID 9 Name Data Last Updated Tuesday November 17 2009 at 17 07 38 pm Pages 1 Total Accounts in Report 9 Active Accounts Statement Debtor Name Client 103 ROM 1003 1 1009 3 1022 2 1025 1 1030 1 1032 2 1044 1 1044 2 1045 1 Total Report Total Daniel Smith Kelly Smith Paul F Wheeler Wheeler Stanley Z Beth Q Finnell Greg Chapman Duane Webster Ernest Sparks John Olsen John Olsen Jim R Grant 9 Accounts 9 Accounts Clit Ref No Original 5000 00 1000 00 450 00 2126 80 4781 90 2750 00 2500 00 600 00 1500 00 20708 70 Original Interest 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 1300 49 581 97 1498 30 6281 71 3168 79 3241 37 775 96 1297 06 23472 91 Active Account New Account Legal Action Pending Active Account New Account Active Account Active Account New Account Active Account 20708 70 0 00 23472 91 Comtronic Systems ClientAccess Closed and Returned Accounts Statement This report displays a list of closed returned accounts for each client includes Debt ID Debtor Name Client Reference Number Listed Amount Closing Balance and Account Status Description Client Ref Debtor ID 2 Name Report View
12. Update Credit Bureau Inquiry Import Export Predictive Dialer Import Export Check Verification Export RMS Import Export SCAN Import Export Interactive Contacting Import Export Accurint Import Export You ve Got Claims Import Export CallThru Voice Broadcast Results Process CallThru Telephone Payments Process CallThru Recorded Calls Purge CallThru Recorded Calls Selective Copy A amp qi SS T ast aif d JE P i MH e 2 E ClientAccess Upload Process You ve Got to Connect to Collect Upload Utility Click the ClientAccess icon to open the external upload application ei From the Upload Utility window select clients you want to give access to by double clicking or by selecting them and pressing the Add arrow button Select multiple clients at once by using the Ctrl or Shift keys or by dragging the mouse The bottom of the window displays the total number of selected clients and associated debts ClientAccess ChentAccess Upload Utility Comtronic Systems LLC Comtronic ClientAccess Upload Utility Selected Clients 101 Good Faith Hospital 102 Westdiff Cancer Center 103 Robert Quincy MD 104 Peter Ford Md 105 Phillips Medical Facility 106 Village Mall Foods 107 Stop N Shop 108 Acme Furniture Rental 109 A1 Collections Inc 110 Auto Body amp Windshield Repair 1 26 2011 2 57 47 PM ClientAccess tm upload utility version 1 2
13. Users Manual Welcome to ClientAccess May 2011 Edition Comtronic Systems 205 N Harris Avenue Cle Elum WA 98922 509 573 4300 FAX 509 674 2383 2011 by Comtronic Systems LLC No part of this publication may be reproduced by any means without the express written permission of Comtronic Systems LLC Debtmaster Copyright 1985 2011 Comtronic Systems LLC All rights reserved CallThru Copyright 2005 2011 Comtronic Systems LLC All rights reserved ClientAccess Copyright 2008 2011 Comtronic Systems LLC All rights reserved SoftPhone Copyright 2009 2011 Comtronic Systems LLC All rights reserved Debtmaster Comtronic CallThru are registered trademarks of Comtronic Systems LLC ClientAccess is a trademark of Comtronic Systems LLC SQL Anywhere Copyright 2001 2007 iAnywhere Solutions Inc Portions copyright 1988 2007 Sybase Inc ZIPList5 Plus Copyright 1995 2005 CD Light LLC Sentinel Key is a trademark of SafeNet Inc ODBCExpress is a trademark of DataSoft Pty Limited Paymaster functionality licensed under one or more of the following U S Patent Numbers 5 504 677 5 727 249 5 966 698 and 6 041 315 Other company and product names used within may be the trademarks or registered trademarks of their respective owners You ve Got to Connect to Collect Welcome to Comtronic Systems With 30 years experience in collections technology Comtronic Systems lea
14. address you have provided Links The links section will provide links to important pages chosen by you Roll over the Links tab to display up to three available links You may want to include your company s home website or the website of your affiliates For more information about customizing links refer to the Admin Management section on Site Settings COmTROnIC SYSTEMS a Nna Client Ref Debtor ID Name Report Vrew Data Last Updated Tuesday November 17 2009 at 12 07 34 pm CALLTHRU Please Select a Report to View Comtronic Systems CllentAccess 20 You ve Got to Connect to Collect Contact The contact tab will show your clients quick contact details that you choose to provide such as an email address and phone number Roll over the Contact tab to display the provided contact information For more details about setting contact information refer to the Admin Management section on Contact Seitings COmTROnIC SYSTEM HOME VIEW REPORTS T 0 5 LINKS CONTACT CHNOLOGY cl af EI n amp PHONE 800 414 2814 Client Ref Debtor ID Name Lookup Report Vrew EMAIL SUPPORTGCOMTROMIC COP Data Last Updated Tuesday November 17 7009 at 12 07 34 pm Please Select a Report to View Comtronic Systems ClentAccess Technology The technology tab contains a personalized marketing piece created by Comtronic which are designed to show your clients the commitment to using c
15. ds the way with Debtmaster collection software amp integrated CallThru amp telephony solutions With over 1 450 installations Debtmaster is proven to be the industry s most flexible and widely recognized collection software With the introduction of CallThruG the first totally Voice over IP VoIP call center solution fully integrated with Debtmaster your call communications are managed in one comprehensive and integrated phone system And with the addition of ClientAccess you can showcase your collections performance and build a stronger relationship with your clients with access through a secure hosted web gateway for sharing collections related data eliminating the need and cost of printing and mailing reports The goal of this user manual is to describe how to properly use ClientAccess with Debtmaster and CallThru to provide your collection agency with the tools and services it needs to maximize performance and showcase it for your clients Service and Support For additional information regarding the support services for Debtmaster and CallThru please refer to Comtronic Systems Support Services Policy on our Comtronic Systems website under the Customer Support Center Documents page These documents may be periodically updated so check for any changes that could affect your support For more information on Comtronic Systems product and support pricing please contact the Comtronic Systems Sales department Contact informati
16. es 6 Verifying that the upload has been scheduled successfully eeseseesessee 6 Pertorming a Manual Upload EE 7 Accessing the uploaded data 7 Troubleshooting EE 7 ClientAccess Upload Process via Debtmaster nnn 8 welt teli PrO i c RR REP IEEE RN 8 giceigsmt 8 Running the Upload Gite 9 Admin Access e UI BE 10 ALiUerimr 10 Active Client Accounts MOT HE 10 Mandage men erra E T E E E bation 11 gt cae e SEEE A A ee AE A eee ee eee A 12 Comac e 12 Tene SS de Le E 13 sates X C 13 CIIENU ACCESS e Ti E 14 KE Let Le EE 14 i r ide PA Rara QU 9 cae enn E ne eee en ene ee ee ee eee renner 14 VIG WIIG FRODOUES E 14 iii You ve Got to Connect to Collect Accounts MY tee EE 15 Performance Analysis Gtaiement nennen nsn nnnna nnne nsns nna r nnn rss a n 16 New Accounts Acknowlecdoment s sssssisssssssssessseseeee nennen nennen hannes nnn nnn rss n na rn nnns nena ns 16 Active Accounts Statement cccccccseeccccceseceeceeseeecseeeceeseeeeeessueeeeeseueceeseueeessaaeceeseaeeeeseaeeesseeeeeseaaes 17 Closed and Returned Accounts Gtaiement 17 WS StS MET TET Ee 18 Depor FISTO EE 19 LOWNIGAGING HE ln CN 19 Printing ENEE 19 ere RO eege 20 El lcm en en eee ee ee ee ee eee ee 20 CONIC Caen ae en et en AE AE en a eee ee eee 21 Tec
17. hnology 21 OQ m X w 21 IV You ve Got to Connect to Collect ClientAccess Overview Showcase Your Collections Performance Give your clients the ability to keep track of progress on their claims from a secured host On demand reporting with ClientAccess is designed exclusively for Debtmaster and works almost entirely on its own to increase your business productivity and strengthen your client relationships What does it do ClientAccess is a debt management service designed to help your clients track the status of debts which are being collected on by your agency The service works by facilitating the easy access of reporting data regarding debt accounts being collected on behalf of the original creditor The service is designed to provide information tools features and functionality for you to better serve your clients Once logged in your clients can access information about their listings Clients can view six standard reports that include all listings or search specifically for an account by entering an ID or debtor name While several reports are included clients only see the information you want them to see giving you complete control Advantages Better Service Less Cost Save time money and resources Stop wasting time with print and mail reports Increase efficiency and productivity With ClientAccess your staff will spend less time assisting clients and more time co
18. iew Color Picker Site Settings Linki http www comtronicsystems com i Example http www comtronicsystems com Link1 Title Comtronic Website Example Comtronic Website Link2 http www debtmaster com Link Title Debtmaster Link3 http wiww callthru com LinkS Title CalThru Contact Settings Email supportacomtronic com Phone 800 414 2814 Theme Settings Select a box and then select the color from the pallet on the left The area will auto fill with the color code assigned You can also manually add any color code to submit To set back to the default colors delete the color value in each any box and press modify Background Color DADESA Content Background Color A Link Color Text Color CllentAccess Comtronic Systems 11 You ve Got to Connect to Collect Site Settings The site settings allow you to customize the links your clients will see under the Links tab in the client area of ClientAccess You can set up to three links and each can be given a title to mask the web address This gives you the ability to create links back to your company webpages using recognizable page titles lt gt comTRONIC SvSTEem Geier na Report Vrew DEBTMASTER Data Last Updated Tuesday November 17 2009 at 17 07 34 pm CALLTHRU Please Select a Report to View Comtronic Systems CllentAccess Site Settings Linki http wans comtronicsystems com Example http www comtronicsystem
19. ions to the Comtronic server If successful it will begin to generate the data to send This will be a lengthy process depending on the number of debts to be loaded It will initially gather up the data to be sent and then upload During the process you should see progress report within the window You can print this report when completed ClientAccess Upload Process Schedule Process Recurring 12 00 00 PM 05032011 1 27 51 HM Llient amp ecess Upload Process Started 05032011 1 27 52 HM Transferring payment data 057032011 1 275 52 PM kb transferred 5 03 2011 1 27 52 DM Transtering documents 101 trust z 00980801 sul 5 03 2011 1 27 52 PM 4Ukb transferred DS 03 2011 1 27 52 PM Transfering documents 101 trust z0080801 pd 5 03 2011 1 27 52 PM AUkB transferred 5 03 2011 1 27 52 DM Transfering documents 104 trust 0090901 pd 5 03 2011 1 27 52 PM 48kb transferred nm 3 2011 1 27 52 PM Done 5 03 2011 1 27 52 PM Clent amp ccess Upload Process Complete Started at 05 03 2011 1 27 51 PM Print Report Close You ve Got to Connect to Collect Admin Access Login The Admin login is the ClientAccess management headquarters where you can customize the website to match your company image and make it inviting to your clients You can create links to your website provide contact information and view active client accounts all from the admin area of ClientAccess To log into the Admin area of ClientAccess go to
20. l account details include Activity notes This allows the client to view recent activity notes added by collectors in the debtor history Note As activity notes are debtor based a client for who this option is enabled will see all activity notes for that debtor even those pertaining to debts for other clients Warning Be cautious of what personal information is recorded in the activity comments by your collectors No software application can control and maintain privacy of protected heal information PHI data unless all members of your staff are trained on Health Insurance Portability and Accountability Act HIPAA rules and comply with all HIPAA regulations at all times Activity comments are basically your collectors notes PHI data belongs in the appropriate designated fields so they can be masked from viewing when appropriate Sub client data If this option is enabled the client is a master client Debts for all its sub clients will also be uploaded and listed even if the sub client is not given a login Note If a sub client is given a login the master client can see its debts even when this option is not set When accounts were last worked If this option is checked the client can see the last date when activity was made to the account Agency only fees and interest This allows clients to view agency only fees and interest Report Permissions Select which of the following standard reports are available to be viewed by y
21. l see when logging into the ClientAccess web portal Theme changes made on the Administrator management page will be seen here giving your clients the sense that they are using a feature of your company s website To login your clients will need to enter their Client ID set in Debtmaster and Password set in the ClientAccess Upload Utility COmTROnIC SYSTEMS CLIENT LOGIN TECHNOLOGY IN USE Login to ClientAccess Login to CllentAccess Agency IDS j Client ID Password By clicking the Login button Login you agree to the Terms of Use 09 NOTICE Cookies MUST be enabled beyond this point ClientAccess Copyright 2008 2009 Comtronic Systems LLC All rights reserved Navigation Use the tabs at top of the ClientAccess webpage to toggle between display of the Home screen View Reports list Terms of Use Links Contact information and Technology marketing piece There is also a Lookup bar where you can search listings by Client Reference number Debtor ID or Debtor name Search Lookups From the Lookup bar you are able to search for Client Reference number Debtor ID or Debtor name ClientAccess will return any results containing the search values To initiate a search select the desired search criteria and enter it into the dialog box then click the Lookup button Viewing Reports ClientAccess provides your clients with customized reports and various ways to view data To open a report roll over the View Re
22. lay used for manual uploads You ve Got to Connect to Collect Performing a Manual Upload When everything is configured to your satisfaction you can begin a manual upload by pressing the Begin Upload button A popup box will ask for the password your agency uses to authenticate with Comtronic It will then test the connection to Comtronic s server and if successful it will begin generating the data to send This can be a somewhat lengthy process When it has finished gathering the data that is to be sent it will connect to Comtronic again and begin uploading Accessing the uploaded data After successfully performing an upload every night Comtronic will process your data and host it for you and your clients to peruse the next morning at https www accessclientdata com login xxxx where xxxx is your agency ID Troubleshooting Could not load SSL library If you get this message when you are attempting an upload this probably indicates that clientaccess exe is in the wrong directory The utility needs to be able to find two DLLs libeay32 d11 and ssleay32 d11 which should be installed by Debtmaster Make sure all three files are in the Debtmaster directory If clientaccess exe is called by a shortcut make sure the current directory correctly points at the Debtmaster directory Note f your version of Debtmaster is older than 7 20 you may not have these DLLs and they will have to be installed separately You ve Got t
23. llecting Fully Customizable Your company name your logo and your color scheme on our secure hosted client web portal With the ability to link ClientAccess directly to your website your clients won t know the difference Easy to Access Eliminate the need to manually report your collection performance with a user friendly interface and secure 24 hour access ClientAccess makes on demand reporting simple and secure COmTROnIC SYSTEMS aiaa PERFORMANCE ANALYSIS STATEMENT TECHNOLOGY Lookup Data Last Updated Tuesday November 17 2009 at 12 07 48 pm Client Ref Debtor ID 9 Name e This action may take a while for some reports NEW ACCOUNTS ACKNOWLEDGMENT Pages Total Ac CLOSED RETURHED ACCOUNTS STATEMENT ACTIVE ACCOUNTS STATEMENT ACC trust statements Client 109 ACI 1016 1 1023 1 1033 1 Page Total Report Total Charles Grimes Tommie Grimes Jack A Henry John U Henry Arthur Dunbar Jr 3 Accounts 3 Accounts Comtronic Systems Client Ref 192001 291766 405556 You ve Got to Connect to Collect 03 16 2007 03 30 2007 04 20 2007 Status New Account Judgment Issued Active Account Principal Balance 2990 10 50000 00 5145 90 58136 00 58136 00 Interest Balance 185 90 6184 40 471 10 6841 40 6841 40 Fee Balance 0 00 0 00 0 00 0 00 0 00 56184 40 5617 00 64977 40 64977 40 ClientAccess
24. n automatically Do not upload accounts dosed more than 90 Schedule this process to run athe EE Do not upload payments made more than 365 Daily Number of activity notes 0 unlimited 20 20 00 Reset Agency Password zeg Scheduling an Upload If you are running Windows 2000 or later the upload utility can also be configured to perform uploads automatically without human intervention using Windows task scheduling service To enable this feature select Schedule this process to run on the Options dialog and set your preferred schedule The time must be in 24 hour format and may not run during business hours To disable this feature select Do not run automatically When you click OK and close the Options dialog box the upload will be scheduled Verifying that the upload has been scheduled successfully On Windows 2000 Windows XP or Windows Server 2003 you can verify that the scheduled task was successfully added by going to Programs Accessories System Tools Scheduled Tasks There should be a task named something like At1 On Windows Vista or Windows Server 2008 go to Programs Accessories System Tools Task Scheduler then Task Scheduler Library Comtronic Systems where there should be a task named Client Access When a scheduled upload runs it attaches logging information to the cwalog txt file in the DMServer directory This logged information is the same as the status disp
25. o Connect to Collect ClientAccess Upload Process via Debtmaster The ClientAccess Upload Process window can be found in Debtmaster under Tasks Daily Updates Menu ClientAccess Upload Process From this window you can either manually upload your clients debt information who are set up in the ClientAccess Setup window to the Comtronic Systems Client Systems ClientAccess server by pressing the Start button or you can schedule it to go at a specific time by checking the Schedule Process option If you schedule it you can also check the option if this will be a recurring process 4 ClientAccess Upload Process Schedule Process Recurring Schedule Process Scheduling the process allows you to run the upload at a later time in the day Check the box next Schedule Process and set a selected time in the textbox Recurring This option allows you to set a periodic upload Schedule process must be checked first in order to make the recurring upload feature available Uploads can be set to daily update work days only or for a certain number of recurrences The recurring data source of the client access portal is critical to client agency relations This could result in more sales and debt purchases over time Recurring Options Daily work Days Only Number of Recurrences UT You ve Got to Connect to Collect Running the Upload Process When the process is started this will also test your connect
26. on is listed on our website Upgrade Policy Upgrades are released periodically to customers on a Comtronic maintenance plan and users should check our website www comtronic com for availability In some cases registered users will be notified by fax or e mail We encourage you to send us any suggestions you have for improving or enhancing the program by writing to our Technical Department or via email to suggestions 9comtronic com Written recommendations are strongly considered You ve Got to Connect to Collect Table of Contents ClientACCESS Overview cccccccceseeeeeseeceneeeeneeseeneecensesonseecesseeoasesoeseeoensesoaneeoensesonsesoeseesoaees 1 VNU OS d Te r MA9 A4 1 PROV AUN AC EE 1 IEN de Vu wise cesesenceasacsuesasesencsanessaesasesencsasessesasesencsasessaesasssencsanessnesasesencsaressnesasesencsasessnesaresencseres 2 Uploading Client Dale D 2 TOA UY SE 3 Adding and Configuring Cliente 3 Bette m ad RR m me 4 S eei M TERTE 4 Beie AE e ROO Tm 4 Removing or Modifying Clients 5 Agency Level Options EE 6 REN elle ea can sien ete de E E E S 6 Resetting the Agency Haseword nennen nnne nnn nennen nnns na nnns es nnns nna nnn sna nnn 6 naso 6 Scheduling an Upload cc cccccccccccccccaeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeeeseeceeeeeesseeeeeeeeeeeeesseseaeeeeeeessssaageeeeeee
27. on of a report click the Download this full report and select Open The report will be opened in a new explorer window without the ClientAccess navigation bar and other unnecessary formatting You can print from your browser by right clicking and selecting Print 19 You ve Got to Connect to Collect Debtor History Ecoa Debtor ID Client Ref Description Drivers License Individual 605 776 1595 Home 206 212 3498 Work 206 212 3498 E Broken Current Address Promises PO Box 1313 Partial Payment 03 19 2007 Sioux Falls SD 57104 Arrangement Account Ho Original Client i Account Status Principal Interest 12 10 2006 Partial Payment Arrangement Debtor Activity History times displayed as local Recent Payment History user time Payment Payment Activity Activity Activity Date Amount Date Time Comments 05 18 300 00 03 19 14 58 25 Accurint Import SB A 2007 14 59 25 Accurint Import SB A See Results Viewer 16 26 19 CrediTRAX report imported 17 05 00 Posted payment of 300 00 17 05 00 Automatic Debtor status change from NEW to PPA 15 13 00 Setup partial plan of 300 00 start May Terms of Service Your clients can view the ClientAccess Web Site Terms of Use agreement by clicking the T O S tab on the navigation bar If for any reason there is a need to make a material modification to the Terms we will provide notice to you by posting on the Service and or by e mailing you at the e mail
28. only Fees and Interest Accounts Inventory Performance Analysis New Accounts Acknowledgment Active Accounts Closed and Returned Accounts Trust Statements Performance Analysis List Date Performance Analysis Payment Date Agency Level Options To open the options window click the Options button from the Upload Utility window Data Expiration By default accounts that have been closed more than ninety days ago and payments that have been made more than a year ago are not uploaded If this is too much or too little these defaults can be changed in the Options dialog Resetting the Agency Password When closing the Options dialog or initiating a manual upload the utility will query you for your agency password if it has not already been set This is the same password that you use on the Comtronic website and is needed to perform an upload If you ever need to change this password you can do so by clicking Reset Agency Password on the Options dialog Activity Notes By default if activity notes are enabled for a particular client the twenty most recent activity notes are displayed in the debtor history report this number can be changed in the Options dialog If this option is set to 0 all activity notes will be shown Displaying more than twenty lines of notes per account is a premium feature and comes at an extra charge please contact the Comtronic sales department for more details Scheduling Data Expiration amp Do not ru
29. our client Accounts Inventory displays a list of debts for each client and information on each debt including Debt ID Debtor Name Client Reference Number List Date Account Status Principal Balance Interest Balance Fee Balance and Current Balance Performance Analysis Statement Recovery figures on the performance analysis statement may be credited by list date or payment date The recovery percentage is based on the list amount minus returns and chargeoffs You ve Got to Connect to Collect o List date o Payment date includes debt in the period it was listed includes debt in the period payment was received e New Accounts Acknowledgment displays new debt accounts for each client over a selected date range includes Debt ID Debtor Name Client Reference Number Original Principal Balance Original Interest Listed Amount Date of Service List Date and Rate Plan e Active Accounts Statement displays list of active debt accounts for each client includes Debt ID Debtor Name Client Reference Number Original Principal Balance Original Interest Current Balance and Account Status e Closed and Returned Accounts Statement displays a list of closed returned accounts for each client includes Debt ID Debtor Name Client Reference Number Listed Amount Closing Balance and Account Status Description e Trust Statements displays links to downloadable PDF documents containing information on
30. ph Fuller 28124 02 02 2007 Partial 5050 00 0 00 0 00 5050 00 Payment Arrangement 1005 2 Stan Schlader 20983 03 20 2007 Partial 9570 00 0 00 0 00 9570 00 Lori Schlader Payment Arrangement 1010 2 Samual E 94 732 04 19 2007 New Account 1500 00 0 00 0 00 1500 00 Burrows Shirley P Burrows 1012 1 Stephen Pryer 46958 03 12 2007 Skipped Town 8000 00 0 00 0 00 8000 00 Tracing 1024 1 Randy 69091 04 01 2007 Partial 1030 00 0 00 0 00 1030 00 Anderson Payment Arrangement 1032 1 Ernest Sparks 4i444 04 17 2007 Active Account 10956 70 0 00 0 00 10956 70 Client 103 ROM 1003 1 Daniel Smith 4910 01 16 2007 Active Account 3950 00 1377 26 0 00 5327 26 Kelly Smith 1009 1 Paul F Wheeler 5654 03 01 2007 Paid In Full 0 00 0 00 0 00 0 00 Tina K Wheeler 1009 3 Paul F Wheeler 6766 05 18 2007 Mew Account 1000 00 300 49 0 00 1300 49 Tina K Wheeler 1013 1 Matthew 1485 03 12 2007 Paid In Full 0 00 0 00 0 00 0 00 Flanagan 1022 2 Stanley Z 59595 06 09 2007 Legal Action 450 00 131 97 0 00 581 97 Finnell Pending Beth Q Finnell 1025 1 Greg 12247 04 01 2007 Active Account 1126 80 371 50 0 00 1498 30 Chapman Client 104 PFM 1001 3 Joseph Fuller 16305 03 03 2007 Fartial 2750 00 0 00 0 00 2750 00 Payment Arrangement 1010 1 Samual E 17330 03 02 2007 Forward To 120 00 0 00 0 00 120 00 Burrows Other Agency Shirley F Burrows 1038 1 Tim 5 King 31944 05 02 2007 Active Account 2100 00 0 00 0 00 2100 00 1040 1 Carlos 5
31. ports tab to view a list of available reports Highlight a report and click to open it Reports include Account Inventory Performance Analysis Statement New Account Acknowledgment Active Accounts Statement Closed and Returned Accounts Statement Trust Statements Each report includes page and report totals Reports can be sorted by clicking any of the column headers SvSTEems ACCOUNT INVENTORY Client Ref L Der ID 4 wel Giad PERFORMANCE ANALYSIS STATEMENT Data Last Updated Tuesday November 17 2009 at 12 07 41 pm HEW ACCOUNTS ACKNOWLEDGMENT p ACTIVE ACCOUNTS STATEMENT CLOSED RETURHED ACCOUNTS STATEMENT TRUST STATEMENTS Comtronic Systems CllentAccess 14 You ve Got to Connect to Collect Accounts Inventory This report displays a list of debts for each client and information on each debt including Debt ID Debtor Name Client Reference Number List Date Account Status Principal Balance Interest Balance Fee Balance and Current Balance COmTROnIC SYSTEMS Report View Pages 1 VIEW REPORTS Total Accounts in Report 32 Accounts Inventory CONTACT TECHNOLOGY ownload this full report Note This action may take a while for some reports Client Ref Debtor ID Name Data Last Updated Tuesday November 17 2009 at 12 07 34 pm Debt ID aaa oe Eege Status Principal Interest Fee Balance Current No Balance Balance Balance Client 101 GFH 1001 2 Jose
32. s com Linki Title Comtronic Website Example Comtronic Website Link2 http i was debtmaster com Link Title Debtmaster Link3 httg wana callthru com Link3 Title CalIThru Contact Settings Use the contact settings to provide clients quick contact information under the Contact tab You may display an email address and phone number s SYSTEMS PHONE 800 414 2814 Name Report View EMAIL SUPPORTGCORTROMHIC COR ed Tuesday November 17 2009 at 17 07 34 pm Please Select a Report to View Comtronic Systems ClientAccess Contact Settings Email Phone 800 414 2814 12 You ve Got to Connect to Collect Theme Settings Use the theme settings to custom tailor ClientAccess to match your company image You can change color schemes for the background content links and text as well as upload a company logo Use the Color Picker pallet selection tool to choose each of the theme colors Click the Modify button to save changes Phone view seronrs Sas tms contact recinorooy E beginnen Ref C Debtor ID Name Lookup Report View Download this full report ae Data Last Updated Tuesday November 17 7009 at 17 07 41 pm Pages 1 Total Accounts in Report 6 Accounts Inventory Content Background Client Ref Principal Debt ID Geer Name 1 7 List Date ERES Color Status Balance Client 105 PMF
33. utting edge technologies The marketing pieces detail the Comtronic technologies used by your company to enhance your collection performance Click the Technology tab to open the PDF file in an external browser window The marketing piece includes your company name and logo and a brief explanation of how your company uses technology to collect on the clients behalf Choose what features you want to be highlighted or not and what information about your company you would like to include This is just another way Comtronic is working to maximize your collections and help you strengthen the relationship with your clients Note The client must have a PDF viewing application installed such as Adobe Acrobat Reader to open the file Logout To logout simply click the logout link at the top right of the webpage Once successfully logged out you will be returned to the agency ID login screen 21 You ve Got to Connect to Collect
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