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Set up the Collections Window feature

Zuora

Set up the Collections Window feature

Prerequisites

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

    Collections Window uses OAuth to authenticate to your Zuora tenant.

  • To manage manual approval workflow tasks in Collection Window, you must have created a workflow for collecting payments, included approval tasks and defined input parameters in the workflow. See Integrate Workflow with Other Zuora Products for details.

  • You must have installed Notes. The integration with Notes is to enable the commenting functionality in Collections Window. For more information, see Install Zuora Collect Features.

  • Optional: To retrieve the retry status of accounts and display in Collections Window, you can install and configure the Configurable Payment Retry. See Set Up the Configurable Payment Retry Feature.

Overview

Upon the first launch of Collections Window, you'll be prompted to complete the initial settings in a wizard. The integration with Workflow and Notes must be configured before you can use Collections Window. Although only the integration settings with Workflow and Notes (in step 2) are mandatory, Zuora recommends that you complete all the settings.

The initial settings consist of five steps:

  1. Configure the schedule.
  2. Configure the conditions for in-collection accounts and critical invoices.
  3. Configure system integration.
  4. Configure collection statuses.
  5. Save the settings.

For the first-time configuration, do not click Create until you complete all the settings.

All the settings can be changed later.

Configure the schedule

In the Schedule tab, configure the time zone and add the times for fetching accounts that meet the in-collection conditions. You can skip this step if you want to configure the time zone and schedule later.

collect_cw_settings_schedule.png

  • Ensure that you select the same time zone as in Zuora to avoid payment errors.

  • Adjust the execution time and optionally add more execution times. You can have four execution times at most. The frequency is fixed at daily.

Configure conditions for in-collection accounts and critical invoices

In the Conditions tab, configure the conditions for in-collection accounts and critical invoices.

  • The balances are in the home currency of your tenant.

  • The conditions for critical invoices and the conditions for in-collections accounts are independent of each other. A critical invoice may belong to an account that is not in collections.

  • For an account to be considered "in-collections" and populated in the Accounts tab, the total invoice balance must be a positive value greater than the specified number, and the days overdue must be greater than the specified number. Both conditions must be met.

  • For an invoice to be considered critical and populated in the Invoices tab, the invoice balance must be greater than the specified amount and the days overdue must be greater than the specified number. Both conditions must be met. 

collect_cw_settings_conditions.png

After the first-time configuration, the conditions for in-collection accounts and critical invoices can be modified in the Accounts and Invoices tab separately. For details, see Using Collections Window.

Configure system integration

In the System Integrations tab, enter the API tokens for the integration with Workflow, Notes, and optionally Configurable Payment Retry.
collect_cw_settings_integration.png

  • Obtain the API-token from the Settings tab of the workflow that you have created for collection purposes. The integration with Workflow is required.
  • Obtain your Notes API-token from the home page of Notes. The integration with Notes is required.
  • The Configurable Payment Retry API-token can be obtained from the System Settings section on the Settings page of Configurable Payment Retry. The integration with Configurable Payment Retry is optional.

Configure collection statuses

In the Collections Statuses tab, configure the collection statuses. This step is optional.

  • If any of the four default statuses (In Collection, Pending, In Dispute, and Paid in Full) is not required, click 'x' to remove it. 
  • To add a new status, type the name in the text field and press Enter.
  • Click Update to save the settings.

Save the settings

Click Create to save the settings. The home page of Collections Window will display. 
collect_cw_dashboard.png

Modify settings after the first-time configuration

Note that the settings in the Settings tab are a bit different from the settings in the first-time wizard. The conditions for in-collection accounts and critical invoices are not included in the Settings tab. They need to be configured in the Accounts and Invoices tabs separately. The rest of the settings are in the Settings tab.

collect_cw_tab_settings.png

What's next?

You can now start using Collections Windows. For details, see Using Collections Window.