Debt Collection Service

Settings for using the debt collection service
First debt invoice
Credentials for accounting firms/billing companies to track the debt collection process
Sending invoices to the debt collection service
Making payment on a debt invoice
Making payment on the original invoice, bypassing the debt invoice
Returning an invoice from debt collection

Debt collection service allows for sending overdue receivables to the selected debt collection service provider (Intrum Oy, Uuva Oy, Visma Duetto, and B. Plan Oy)

The use of Intrum Oy, Uuva Oy, and Visma Duetto debt collection services is initiated by defining the necessary information in the general settings, after which the first invoices can be sent for collection. The activation of B. Plan is chargeable and requires contacting Heeros application support to activate the service.

Note! If the service provider is changed in the settings, the previous invoices with the previous debt collection company must be completed first. This ensures that cancellation messages are directed to the correct debt collection company.

Settings for using the debt collection service

Go to Settings - General - Electronic invoice tab
Click on Automatic debt collection - On. Note! This selection does not automatically transfer invoices to debt collection, but only enables the selection/sending of invoices to debt collection.
Select the debt collection company to be used (the name selection automatically provides the web address and operator of the respective debt collection company).

NOTE! The activation of B. Plan requires contacting Heeros application support before using the service.

Go to general settings Company Information tab
Enter the company's email address in Invoicing contact details

The default interest rate for the invoice must also be defined in the general settings. Other costs that are to be charged, such as reminder costs, must be separately notified to the service provider.

Go to Settings - General - Invoice data
Save the changes by clicking the Save button.

First debt invoice

Invoices are sent to the debt collection company as an XML file, and the normal e-invoice price is charged for them. When the service provider receives the customer's first debt invoice, they will contact the customer directly, i.e., the invoice sender (email address in Sales Invoices). The service provider will then go through the pricing of the service and request the necessary information for using the service. Note! Any other costs (e.g., annual fees for the debt collection service) should always be checked directly with the service provider.

NOTE! The activation of B. Plan is chargeable and requires contacting Heeros application support before sending the first invoice!

The service provider creates separate credentials for the invoice sender to track the progress of the debt collection process. Additionally, agreements are made on, for example, the fees that the invoice sender wants to charge their customers in the debt invoices.

Credentials for accounting firms/invoicing companies to track the debt collection process

If an accounting firm or invoicing company wants to track the debt collection process, the service provider will create the necessary credentials for that purpose. The credentials can be ordered from the service provider.

B. Plan: Activation requires contacting Heeros Application Support before activating the service. The activation also includes the creation of tracking credentials.

Sending invoices to the debt collection service

Go to Sales Invoices Accounts receivable - Invoices - Due invoices view
Select the invoice(s) to be sent for debt collection by clicking on the row. Multiple invoices can be selected using the Ctrl key (the selected row will turn blue)
Click on For Collection - Mark for Debt Collection at the top of the screen
Confirm the sending of the selected invoices for debt collection
- Yes - sends the selected invoices to the service provider
- Cancel - cancels the situation and removes the invoice selections.

The selected invoices are automatically forwarded to the service provider defined in the settings, who will send the debt invoice with the debt collection fees to the paying customer. The invoice sent to the debt collection service will have a red paragraph symbol on the row, indicating that the invoice is in the debt collection service.

Making payment on a debt invoice

The customer makes the payment for the debt invoice to the service provider.
The service provider transfers the payment as a reference payment to the invoice sender (the payer of the debt invoice is the Service Provider).
The service provider also transfers the costs defined by the invoice sender (e.g., late payment interest + reminder costs). The debt collection fees are transferred by bank transfer without a reference number and are directly visible on the bank statement.
A transfer report is generated from the reference data.
Automatically reconciled invoices are moved to the Accounts receivable - Invoices - Paid view.
The icon for the invoice in debt collection turns blue, indicating that the invoice has been removed from debt collection because the service provider has transferred the funds from the debt invoice.

Making payment on the original invoice, bypassing the debt invoice

The customer makes the payment on the original invoice instead of the service provider's debt invoice.
A transfer report is generated from the reference data.
Automatically reconciled invoices are moved to the Accounts receivable - Invoices - Paid view.
Automatically, information about the payment is sent to the service provider, who removes the invoice from debt collection.
- If a paying customer makes one or more partial payments directly to the billing company instead of the service provider for an invoice in debt collection, the service provider or debt collection agency will be notified.
The icon for the invoice in debt collection turns yellow, indicating that the invoice has been removed from debt collection and the customer has paid the invoice directly to the biller's account.
The due date of the invoice becomes the payment date.

Returning an invoice from debt collection

If an invoice has been mistakenly sent for debt collection, it can be manually returned from debt collection.

Go to Sales Invoices Accounts receivable - Invoices - Due invoices view.
Select the invoice to be returned from debt collection by clicking on the row. The row of the invoice in debt collection will have a red paragraph symbol.
You can select multiple invoices using the Ctrl key (the selected row will turn blue).
Click on For Debt Collection - Return from Debt Collection at the top of the screen.
Confirm the removal of the selected invoices from debt collection.
- Yes - removes the selected invoices from the service provider's debt collection
- Cancel - cancels the situation and does not remove the selected invoices from debt collection.

The selected invoices are returned from debt collection and are still visible in the Accounts receivable - Invoices - Open view. The red paragraph symbol is removed from the row of the invoice returned from debt collection, and the information in the due date field remains the same as in the original invoice.