Set Up the Collections Window Feature

Knowledge Center > Collect > Setup and Administration > Set Up the Collections Window Feature

Set Up the Collections Window Feature

Prerequisites

  • You must have installed the Collections Window feature. See Install Zuora Collect Features for more information.

    The Collections Window feature uses OAuth to authenticate to your Zuora tenant.

  • You must have installed and set up the Workflow feature, with Workflow configured for the Collections Window using a manual task. See Set Up the Workflow Feature.

    The Collections Window feature uses your Workflow API Token.

  • You must have installed and set up the Notes feature.

    The Collections Window feature uses your Notes API Token.

  • If you want to integrate the Collections Window feature with the Configurable Payment Retry feature, you must have installed and set up the Configurable Payment Retry feature. See Set Up the Configurable Payment Retry Feature.

    The Collections Window feature optionally uses your Configurable Payment Retry API Token.

Settings Configuration

  1. Launch the Collections Window instance.

  2. On the Collections Settings page, select the Schedule tab and complete the configurations. Click Save to save the settings.

    • Time Zone - Select the same time zone as in Zuora environment to avoid payment errors.

    • Execution Time - Specify the times at which the Collections Window scans for collectible accounts. You can have up to four execution times. The frequency is fixed at daily.
      Click "+" to add an execution time. Click "-" to remove an execution time.collections_settings_1.png

  3. Select the Account Conditions tab and complete the configurations.
    The Account Conditions are the parameters that are used to determine whether an account is "In Collections" and can be populated in the Collections Window.

    Both conditions must be met for an account to be considered ‘In Collections’ and populated in the window. When either of the conditions is not met any longer, the account stops to be considered "In Collections".
    • Days Overdue - Enter a number (of days) to be used as a condition to determine whether an account is "In Collections". Any account that has an invoice overdue longer than the entered number of days will be considered "In Collections" if the Total Invoice Balance condition is also met.
      For example, if you set Days Overdue to 5, any account that has an invoice overdue for 6 days or longer will be considered "In Collections" if the Total Invoice Balance condition is also met.

    • Total Invoice Balance - Enter an amount (of total invoice balance) to be used as a condition to determine whether an account is "In Collections". Any account whose total invoice balance is greater than the entered amount will be considered "In Collections" when the Days Overdue condition is also met. 
      For example, if Days Overdue is set to 5 and Total Invoice Balance is set to 50, any account that has invoices outstanding for 6 days or longer AND the sum of all outstanding invoices equals 50.01 or greater is considered "In Collections".

      Do not click the Update button for the initial configuration of Collections Window.

  4.  Select the System Integrations tab and enter the API tokens from the Workflow, Notes, and Configurable Payment Retry features of Collect.
    • Enter Configurable Payment Retry API Token to complete the system integration with Configurable Payment Retry.

      Obtain your Configurable Payment Retry API Token by navigating to Configurable Payment Retry feature instance > Settings > API Token.

    • Enter Notes API Token (required integration)

      Obtain your Notes API Token by navigating to the Notes instance. Token is displayed on landing page.

    • Enter Workflow API Token (required integration)

      Obtain your Workflow API Token from the Settings tab of the particular workflow.

      Window_Configuration_1.png

  5. Click Create to save the settings.

  6. Once the Collections Window has been integrated with your Workflow feature, navigate to Settings > User Settings to configure the Account Status.

    Window_Configuration_3.png

    • Configure the 4 default status titles: In Collections, Pending, In Dispute, and Paid in Full.

      To add an additional status, type status name in the box and click Update. To delete a status, click the ‘X’ at the beginning of the status title box.

    • Click Save.

After completing the configuration, the following custom fields will be available in your tenant:

Object Custom Field Label Custom Field Type
Account Collections Agent Text
Account In Collections Picklist

Update Accounts

After all settings have been configured, navigate back to the Settings > Account Conditions.

Window_Configuration_4.png

Click Update to have the system populate accounts in real time based on the saved Account Conditions. If immediate changes to the data in the Collections Window is not needed, allow the accounts to be updated with the configured schedule.

Changes will be reflected on the Collections Window homepage within 5 minutes.

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