Collections and Accounts Receivable System

The Vendor is required to provide collections and accounts receivable system for include:
- Creation/referral
• Allow each branch to import accounts individually or in bulk, with ability to triage failed imports.
• Account data fields must include, but are not limited to:
• Debtor name
• Debtor mailing address
• Debtor telephone number(s), differentiated by type
• Debtor email address
• Debtor social security number (SSN)
• Debtor date of birth (DOB)
• Debtor legal/judgment information
• Debtor bankruptcy status
• Additional liable parties, name, and address
• Referring department
• Payment arrangements
• Personal references
• Have unique client and account numbers for each branch that are auto-assigned.
• Allow picketing or grouping of accounts for a single debtor/business and multiple debtors/businesses within a branch.
- Handling
• Add/edit account information and account statuses as needed.
• Manage accounts in accordance with paragraph 2.3 (workflow & queues)
• Input notes for each account, with auto-note creation for specific activities.
• See if an account is in legal status.
- Workflows & queues
• Auto-assign cases by workflow.
• Modify and prioritize queues (broken arrangements, new accounts, unfinished work).
• Schedule accounts for follow-up (date/time).
• Generate forms, bills, letters, and notices.
• Create payment plans.
• Manage promises to pay, settlements, and payment plans (packet or individual).
• Track cases by type, status codes, and action codes.
• Track bankruptcy and probate cases.
• Escalate accounts to supervisory review.
• Enter judgment information and to allow for the accrual of interest.
• Forward accounts to the outside collection agency (OCA)
• Identify accounts for write-off based on set criteria.
• Tag accounts for write-off, including reason for write-off.
• Modify workflows as needed.
• View real-time queue updates and status displays.
• Add notes to accounts.
• Close out and return accounts automatically via electronic file transfer and/or manually.
- Financial management
1. Billing
• Automatically calculate interest (must be configurable by account type).
• Automatically calculate fines and fees (must be configurable by fine/fee type).
• Allow end users to manually adjust calculations and add fines/fees as needed.
• Automatically categorize and distinguish between specific charges (e.g., principal, interest, fees, and fines).
2. Collection services
• Post, adjust, and reverse payments automatically via electronic file transfer and/or manually. Automatic posting, adjusting and reversals must accommodate a preset priority order of the financial obligation, as determined by the county.
• Track reversals, non-sufficient funds (NSF), and overpayments. Overpayments must be tracked separately, as the commission calculation does not apply to overpayments.
• Track the payment source of each payment
• Calculate and separately allocate the net collections and various applicable commissions for recorded payments
• Automatically increase the balance due to NSF fee.
• Post payments for inactive accounts by automatically reactivating the inactive accounts and allowing end users to manually reactivate the inactive accounts.
• Automatically update the account status after posting a payment and or adjustment.
3. Writing off uncollectible debt
• Write-off accounts tagged accordingly, differentiating between various set write-off reasons.