Agreement Reviews

• Overview
• Configuration
• Entering an Agreement into the Review System
• Processing The Review
• Agreements Detailed Enquiry

Overview

This module is specifically designed to manage agreements, it allows you to tag an agreement for review, this could be for several reasons.

•    Account in arrears
•    Customer has made an enquiry for account balance or discrepancy. 
•    Equipment upgrades
•    Old accounts with static activity 

You can preconfigure a range of review reasons so you can simply pick from a list 

One the agreement is in review; it can be assigned a review date and the member of staff you want to action the review.

The review can be updated and given a new review date or passed to a different member of staff, for example, if you had a customer that had been renting the same equipment for years, you could review the account balance and payment history and if they were suitable for an upgrade, pass the review on to a member of your sales team to process an upgrade, or if there missing payments, assign it to your debt recovery team.

Prerequisites

• NCompass Advanced Retail Enterprise Edition
• Active License: You must have an active license for at least one of the following agreement modules:
  • Rental
  • Hire Purchase
  • Maintenance
  • Service Contracts
  • Agreement Reviews

Configuration

Setting up Agreement Review Types

To set up agreement review types, navigate to the administration menu: Administration > Agreements > Review Types

Each review type serves as a descriptive tag for the review. You can create as many review types as needed. Review types can only be deleted if they have not been used. If a review type is no longer needed, mark it as expired.

Deleting a Review Type

1. Highlight the entry and click ‘Delete’ (only available if the review type has not been used).

Editing a Review Type

1. Highlight your entry and click ‘Edit’.
2. You can update the description or mark it as expired.
3. Click ‘Save’.

Adding a New Review Type

1. Click ‘New’.
2. Enter the description of the review type.
3. Click ‘Save’.

Note: The Standardise Case checkbox will tidy your text entry automatically on save.

Setting Up Agreement Review Statuses

Agreement review statuses can be set up from the administration menu.

1. Navigate to Administration > Agreements > Review Statuses.

Deleting a Review Status

1. Highlight the entry and click ‘Delete’ (only available if the review status has not been used).

Editing a Review Status

1. Highlight your entry and click ‘Edit’.
2. You can update the description, change the completion status, or mark it as expired.
3. Click ‘Save’.

Adding a New Review Status

1. Click ‘New’.
2. Enter your description and tick the options you require.
3. Click ‘Save’.

Required Statuses

You will need at least one status with a completed option. It is recommended that you also have at least one with a cancelled option. There will be defaults for these pre-loaded in your system.

• Treat as Complete – If this option is set, the review status will mark the review as complete.
• Treat as Cancelled – If this option is set, the review status will mark the review as cancelled.
• Expired – This will expire the review status so that it can no longer be used.

Entering an Agreement into the Review System

Scheduling a Review from the Agreement Explorer Window

1. Navigate to Agreements > Agreement Explorer or press F5 on your keyboard.
2. Enter your customer details by clicking the ‘Pick Customer’ button or enter an agreement or customer number directly into the account number box and press ‘Go!’.
3. Click on the required agreement number in the agreement tree on the left, and then click the ‘More..’ button.
4. Select the ‘Schedule Review’ option.

This will open the Review entry window.

Enter the Required Details

• Created by – Who is scheduling the review.
• Review date – When this needs to be reviewed.
• Assigned to – The person responsible for the review process.
• Review status – From your pre-configured list (e.g., open, awaiting contact, etc.).
• Review type – The reason for the review from your pre-configured list.
• Comments – Any comments you need to add to the review.

There are convenient buttons on this screen to take you directly to:

• Display Agreement
• Customer History
• Take Payment

5. Click ‘Save’.

Note: Review comments are stored directly in customer history, along with the account number.

Processing The Review

Review Enquiry

1. Navigate to Agreements > Review Enquiry from the Agreements menu.

This will open the Review Enquiry window.

Default Enquiry Search Settings

The following defaults are normally set for the enquiry search:

• Reviews with an open status.
• Reviews that need actioning from today’s date.
• Reviews assigned to the signed-in operator.

You can check any required filters and select the available options from the drop-down lists.

Searching for Reviews

1. Click the ‘Search’ button.

Button Options

There are button options here to take you directly to:

• Display Review
• Display Agreement
• Customer History Notes
• Take Payments

Display Review

1. Highlight the required review and click ‘Display Review’ (or you can double-click the entry you want).

This will open the review on screen.

Updating the Review

You can update the review by clicking the ‘Edit’ button.

Options for Updating

• Re-timing the review – Set a new date for the review to be actioned.
• Reassigning the review – Change the assigned person from the dropdown.
• Change the status – Update the status to a new one.
• Changing the comments – Extend or add new comments.

Note: If you amend the comment, the original comments remain in the customer history. The amended or new comment is also added to the customer history along with the agreement number. If you are adding notes to close a review, there is a separate note field for this.

Closing the Review

A review is closed by selecting a new status that has the ‘Treat as Complete’ attribute. When selecting this type of status, a completion details section will appear automatically.

Steps to Close a Review

1. Enter a completion date.
2. Enter the person completing the review from the dropdown.
3. Enter any completion notes.

Note: Completion notes are automatically added to the customer history as well as to the review completions. If you reopen a review, the completion section will still be visible so that you can see the notes.

Cancelling a Review

Selecting any status that has a ‘Treat as Cancelled’ attribute will mark the review as cancelled. It’s the same process as completing a review.

Steps to Cancel a Review

1. Click ‘Edit’.
2. Select a status that’s treated as cancelled. The completion details will be displayed.
3. Add the reason why the review is being cancelled in the notes section.
4. Click ‘Save’.

Reopening Reviews

Once a review is marked as complete, it is automatically locked. If you require the ability to reopen completed or cancelled reviews, please speak to your systems administrator.

User Rights for Editing Closed Reviews

If your user rights allow you to edit closed reviews, you will receive a confirmation dialogue.

Once unlocked, the review will stay unlocked until it is given a new completion status.

Agreements Detailed Enquiry

Finding Agreements in Review or Renewal

1. Navigate to Agreements > Detailed Enquiry.

Filters

There are a range of filters available, including a new filter by renewal date.

Renewal Date Filters

• Not set – Include agreements with no renewal date set.
• Is set – Include agreements that have a renewal date set.
• From – Include only agreements from this date.
• To – Include only agreements before this date.

Filtering by Pending Reviews

You can also filter by agreements that have pending reviews:

1. Check ‘Yes’.
2. Select ‘Renewals Requiring Attention’ as the review type.
3. Click ‘Search’.