Debt Collection
View, filter, and track debt collection actions in the booking journal.
Once a receivable is handed over to collections, an external process at a collection agency usually begins. To ensure that receivables handed over to the collection agency are displayed correctly in Bilendo (dunning level: ‘Collections’), you can manually mark receivables with the status ‘Collections’. Documents with the Collections status no longer appear on dunning notices and, depending on your settings in the clarification workflow, can be excluded from internal processes.
Marking documents with the status “Collections”
Navigate to the relevant customer
Under “Options,” click “Manually hand over documents to collections”
Select the relevant documents and click “Next”
Confirm your selection by clicking “Yes, set documents to “Collections” status”
Handing over many documents to collections at once (batch action)
You can also trigger the handover for many documents at once, directly from any document view, without first opening each individual customer. This is useful when you hand over receivables to the collection agency in bulk across customers, for example once a week on a fixed date.
Open any document view (global document view, a customer's document view, or a worklist) and filter the documents to be handed over, for example by dunning key or custom fields.
Select the desired documents.
In the bulk actions dropdown, select the “Hand over to collections” action.
In the confirmation step, check the number of documents, the number of affected customers, and the total amount, and confirm the handover.
The handover runs in the background, even for very large selections. A progress bar shows how many documents have already been processed. At the end, you will see a summary: successfully handed over documents and failed documents with the reason, each grouped by customer.
Good to know
The action can only be selected if all selected documents are eligible for transfer: They must not already have the status “Collections” and must be permitted by the collections service configuration. If a document is not eligible, the entry is grayed out and a tooltip explains why.
Only users with the same permission as for manual transfer can see the action.
If the selection includes multiple customers, the documents are automatically grouped by customer and one transfer is performed per customer – all in a single operation.
If a transfer is already running for the same selection, it won’t be started a second time; you will be notified.
If you transfer documents on a fixed schedule (for example, on Fridays), it’s best to select them on the day of the transfer. That way, only documents that are actually eligible for transfer at that time are transferred – documents that have been settled in the meantime are then no longer included.
Undoing a transfer remains an individual action per document (see below); there is no bulk undo.
Undoing the “Collections” status
Navigate to the document that was marked with the “Collections” label and click “View”
On the left, under “Journal entry” and “Transferred to collections”, click “Undo”
After the original status has been restored, the customer’s dunning notices are recalculated, and the document may be included in the dunning notices again