Debt management. Information on the portfolio of services and on successful integration

Transcription

1 Debt management Information on the portfolio of services and on successful integration

2 Introduction With debt management by IDEAL and Computop, you can be sure that all customer transactions and payment processes will be processed as well as possible. You benefit from reliable, uniform processes, from the booking of various payment types through account reconciliation and on to dunning and debt collection. You also create an optimal liquidity base for your company and can concentrate on your core business. IDEAL and Computop offer you a range of services which can be tailored flexibly to the needs of your company for you to benefit from. Overview of the portfolio: debt management by experienced accounting specialists using GAAP-certifi ed accounting software processing of all payment types, credit notes, non-assignable payments, reverse transfers and account reconciliation fl exible dunning debt collection comprehensive reporting The solution is international. Each of your end customers can choose any currency for their payments. Invoices and reminders can be created in nine languages. A multilingual service centre is available for any questions you may have. Below you can find out more about the services and receive further information on how the implementation and integration of debt management works quickly and smoothly in your company. 2

3 Framework conditions ADVANCE VAT HANDLING RANGE OF SERVICES Financial Accounting Services of Sage Software CASHBOOK IDEAL offers you the basis of successful debt management: experienced accounting specialists extensive knowledge in the fi eld of e-commerce high-performance, GAAP-certifi ed software Sage New Classic Line BATCH PROCESSING ACCOUNT BALANCES FOR DEBTORS, CREDITORS DATA IMPORT COST CENTERS, CARRIER, TYPES P & L AND BALANCE SHEET VARIATIONS PAYMENT AND DIRECT DEBITS PAYMENT NOTIFICATION OPEN ITEM PAYMENT IMPORT INTERFACE MANAGEMENT INTEGRATED COST ACCOUNTING SCREEN INFORMATION DUNNING DIALOUGE ACCOUNTING CHECK HANDLING BANK DOCUMENT RECORDING SPLIT VAT SOLUTION REVERSE BOOKINGS CONFIGURABLE AUTOMATIC BOOKINGS TAX DECLARATION RECURRING BOOKINGS COUNTRY-SPECIFIC TAX CODES DIFFERENT FINANCIAL YEARS DATA IMPORT FOR ACCOUNTS RECEIVABLE The software can also be used as a complete ERP system with inventory control, order processing and procurement. We would be happy to help you with other accounting tasks such as profit and loss accounts, management accounts, automatic advance VAT return, annual accounts, etc. In order to implement debt management as effectively as possible, all tasks and processes are defined in advance and set out in a handbook. The IT solution is capable of multi-tenancy, in other words a separate system which is isolated from all other applications can be set up. 3 If you wish, you can also access the accounting software directly (SAGE licence required) or optionally use the system for financial accounting by your own employees.

4 Debt management General information Debt management includes all processes and activities which are linked to the handling of customer payments, in other words a full range of all debt accounting activities. When carrying out these activities, steps are taken to ensure that: all services are carried out in accordance with the applicable legal provisions and the Generally Accepted Accounting Principles (GAAP) the applicable data protection guidelines and the principles of data access and verifi ability of digital documents are complied with debtor data is protected against loss and unauthorised amendments and access with all possible means it is possible to accept all payment types via Computop Paygate or directly from your online shop. Debt management is carried out in the form of contract data processing in accordance with Section 11 of the German Federal Data Protection Act (BDSG). This guarantees that you are authorised to issue instructions at all times and that the data remains your property. The account plan is agreed and arranged in accordance with your specifi cations (SKR03, SKR04). All accounting-related business transactions (invoices, credit notes, payments, etc.) are posted to the relevant debtor account for each end customer. Business transactions are posted to G/L accounts in accordance with the agreed procedure. The Sage system ensures that the ten-year retention period in accordance with the GAAP is complied with for all information. The use of a document management system (Docuware) enables the documents to be stored in a manner that prevents revision. If you have the relevant licence, you can also access the document management system yourself. 4

5 Debt management offers the following services: management of all customers in the local currency and a foreign currency setting of up to 999 different control keys processing of VAT-free deliveries (VAT ID necessary), also including a separate monthly report on request taking over of credit rating keys (score values) from your credit providers defi nition of further optional fi elds for information transmission provision of up-to-date information on risk management, limit calculation, creation of black and white lists, etc. account reconciliation Transfers On working days (Monday to Friday), IDEAL takes over the relevant account statement information for your e-commerce transactions for your bank accounts (client account) in electronic form (MT940 or CAMT). Incoming payments from open invoices, direct debits (electronic direct debits), prepayments, cash on delivery, instant transfers, reminders and debt collection can be integrated into the accounting system by electronically importing bank statements and posted by automatic assignment processes. In terms of the direct debit (electronic direct debit) payment type, it is possible to create a collection data set electronically and submit this to the bank. The system is SEPA-capable and meets the conditions which have been in force since 1 February A 'processing of the power of attorney', which is necessary in accordance with the new SEPA guidelines, is possible on request and can be integrated into the processes. 5 Non-automated assigned payments are assigned manually by experienced accounting staff. If this is not possible, the amount is posted to an interim account as 'non-assignable' and/or a reverse transfer is carried out. In principle, parameters are defi ned in advance, enabling automated processing of underpayments and overpayments, minute differences and other business transactions.

6 Furthermore, for the cash on delivery payment method, the relevant carriers (DHL, Hermes, DPD, GLS, etc.) are monitored and reminders for payments which are not made on time are sent once a month. Payment types which are not intended to be included in the reminder system (e.g. cash on delivery) are marked with a reminder blocking indicator on transfer. Please remember that a power of attorney for the relevant bank accounts is required to collect the bank details and to process transfers. E-payment Further types of e-payment (credit cards, PayPal, Yapital, IDEAL, etc.) can also be accepted by Computop Paygate together with a unique transaction number. The data is assigned to the debtor in accordance with the transfer of payment information, so in the case of a credit card, for example, remittance advice. These payment types are generally resolved directly in the front end and we do not receive any information which is subject to the Payment Card Industry Standard (PCI). Only one interface Customer Online shop Middleware Payment Cash on Delivery Cash in Advance FiBu Computop Paygate MT940 CAMT Financial Institute Ideal- Accounting Acquiring Bank Credit Card Factoring/ Paypal SOFORTBanking, giropay etc.

7 Invoicing All invoice amounts are transferred daily via Computop Paygate or a direct interface from the front end, the inventory control or the middleware. The invoice is transferred to the relevant accounts receivable account, and an open post is also formed. It is necessary to ensure in advance that all of the master data required (e.g. customer data) is in the system, in other words has been transferred and applied. In order to post invoices to various revenue accounts, the relevant revenue account information must also be handed over. The determination and specifi cation of this data is carried out jointly in the process analysis. Archiving and storage of the invoices in compliance with the minimum requirements in terms of commercial and tax law is ensured by means of a relevant document management system. If you have the necessary licence, you can access the documents yourself at any time. On request, IDEAL will create, save and send invoices for you. In order to do this, all of the item information which is to be transferred in advance along with the other core data is required. In this way, all items and order positions can be reproduced and published at any time. Of course, all minimum requirements in terms of commercial and tax law are complied with on a proper invoice. Customer invoices in nine different languages (form variants) can be integrated. A defi ned bar code (order number, invoice number) can also be printed on the invoice. 7

8 Non-assignable payments The accounting experts carry out manual corrections and assignments for all non-automatically assignable payments daily. In doing this, differences, transposed numbers and incorrect payment information are all checked. Payments which still cannot be assigned after the manual control are posted to a clearing account or, on request, are transferred back to the end customer based on the agreement. Overpayments, underpayments, credit notes and cancellations The accounting employees generally assign each incoming payment to an accounts receivable account. Limits for underpayment and overpayment are defi ned in advance and strictly complied with: Underpayments within the agreed limit are accepted. The 'shortfalls' can be written off on a regular basis and the accounts settled. In the case of overpayments within the defi ned limit, the excess amount paid will be reimbursed in the next repayment run. This may lead to problems with drop shipments if a customer makes a payment before an invoice has been transferred onto the system. Credit notes are transmitted via Computop Paygate or via a direct interface from the front end or the inventory control. Processing is generally similar to the transfer of an invoice, with the sign reversed. Different transaction types can also be defi ned. Credit notes are transferred daily and posted to the accounts receivable account. The processes for handling a cancellation are also set out in the process defi nition. In principle, a similar procedure to that for credit notes is recommended here. 8 If the accounts receivable account is in credit after the posting of the credit note which is above the defi ned limit for repayments, the credit amount will be taken into account during the next repayment run and reimbursed in a manner corresponding to the payment type.

9 Payment/repayments The returns and credit notes recorded in the preliminary systems (inventory control, online shop, middleware) are transferred via the same Computop Paygate interface or directly from the preliminary systems onto the accounting system. Repayments (credit cards and PayPal) via the Paygate interface are carried out on a daily basis. This happens twice a week for all other payment types. Limits defi ned in advance show the point from which a repayment is to be made. A credit repayment is made, if possible, in the same way as the original payment was received. In the case of end customers without a bank account, this data must be requested from the client's customer service department in order to avoid sending a cheque. If requested, however, cheques can also be sent. At the request of the client, transfer fi les for the bank can be presented to the client in advance for checking and can then be forwarded directly to the bank or forwarded to the bank by us based on the instructions and the check (four-eyes principle). 9

10 Dunning The process defi nition also includes the determination of deadlines and procedures for accounts receivable management. Among other things, it is necessary to clarify when dunning is to be carried out, when a transfer is to be made to the debt collection department and the point at which a legal dunning procedure is to be carried out. Dunning can be designed to be very fl exible. The following parameters are just some of those that can be individually controlled: distinction between existing and new customers level of accounts receivable region reminder periods different reminder letters It is possible to create client-specifi c procedures. Important process steps, such as dunning frequency, reminder letters, sending (via post on your headed paper or via ), payment by instalment, etc., are defi ned jointly and can be adapted or changed at any time upon consultation. Reminder fees are also claimed in accordance with the provisions but are not posted by the accounting department. 'Final warning' can also be printed on the IDEAL debt collection letterhead. Once the end of the reminder workfl ow has been reached, the matter is passed on to debt collection either to your service provider or to IDEAL. Relevant parameters for this can be determined and the transfer can then be made electronically. Ideal-Fullservice is registered with the District Court of Heilbronn as a debt collection service provider in accordance with the German Legal Services Act (RDG) and therefore has its own debt collection authorisation. Ikaros is the software used for dunning. 10

11 Reconciliation/review/reporting If IDEAL takes on debt and claims management, the fi rst step is to develop and determine all concerns jointly in the form of a process defi nition. This forms the basis for setting up the system and the work instructions for IDEAL employees. A process handbook is created based on all of the reconciliation processes. All processes are continuously discussed in joint reviews before being optimised and adapted if necessary. Since different processing may be required for a client, a separate, complete multi-tenancy system with different workfl ows and parameters can be set up. IDEAL uses the Sage task centre for reporting. This forms the bridge between predefi ned business processes and individual processes. All of the data available in the system can be prepared, published in reports and edited here. Data can be exported to Excel, Crystel Reports, MS Offi ce or PDF. Evaluations such as balance lists, OP lists, structural and maturity analyses, claims postings, dunning statistics, special postings and much more can be defi ned. Use of the lists in the standard package is included in the price, but the creation of client-specifi c reports is charged separately. 11

12 Integration Three options are available to you when it comes to integrating debt management from IDEAL: Retailer Online-Shop Middleware Financial accounting Independent connection Connection via an agency Connection via a Computop module Paygate IDEAL-FULLSERVICE E-Commerce-Management 12 Accounting

13 For questions and inquiries about Computop s solutions, contact a payment specialist in your area or visit Computop GmbH T: sales@computop.com Computop Inc. T: usa@computop.com Computop Ltd. T: uk@computop.com Computop China T: (HK) T: (SH) china@computop.com 07/15, Copyright Computop Wirtschaftsinformatik GmbH All rights reserved