CS3035 Beacon Module 8 Credit/Collections People and Technology Creating a Safer, Cleaner Environment Updated 5/2013 Welcome to the Clean Harbors Beacon Module 8 Training – Beacon Credit/Collections This course is coded CS3035 and is a conducted as a one time module or refresher as needed

The Collections Tab The collection tab displays all outstanding invoices for a customer. Once an invoice is paid, it will no longer appear on this tab. Notes can be entered under each invoice. They can range from a note from a collector documenting when a check will be sent, to a note from an Account Manager that copies of the invoices need to be re-sent. After an initial entry is made, new notes may be added as needed. The last note entered appears on the aging report for that customer. To access the collection area for a customer, bring up the customer on the Power Page and click on the Collection Tab.

The Collections Tab Existing Collections are listed in the example above. Each collection entry has a specific collection ID #. Click on any of the column headers (ie invoice #, sales order, etc. ) to sort the data. Click once for ascending sort, click again for descending sort.

The Collections Tab To view a particular collection, click anywhere on the collection item line that you wish to view. This will open the collection detail screen as shown below.

The Collections Tab Collection information is loaded directly from PeopleSoft (PS). The collectors work in PS and their PS notes migrate to BEACON. When a note is entered in BEACON, the note will migrate back to PS. Credit Request Icon Keyword selections are None, No PO Obtained, Price Dispute, Service Dispute and Wrong PO Obtained. Assign to is not required Existing notes would be viewed here Enter new notes against the invoice here

Credit/Rebill or Shortpay Credit/Rebill or Short Pay can be submitted through the Collection note or the credit request link under Sales tools from the left-navigation bar. To access the universal credit request form from the collections tab select the icon.

Credit/Rebill or Shortpay Credit/Rebill or Short Pay can be submitted through the Collection note or the credit request link under Sales tools from the top-navigation bar. To access the universal credit request form from the collections tab select the icon.

Credit Request Form Send to the TS/SS GM for that invoice/region. Your name here This should be the same info that is entered into the collection note. This the branch that performed the work Use the dropdown to select the appropriate agent of business If you select the $ from the collection note this info will populate automatically This amount should be the amount of the credit “new net amount” will be calculated automatically

Credit Request Form Credit Memo – Used for paid in full invoices only. Credit memos are used against future or current unpaid invoices. Credit & Rebill - This option is used when the customer wants a corrected invoice before making a payment. Shortpay - This option is used when the customer pays or will pay an invoice minus the disputed amount. Short pays will not be fulfilled until payment is received. Customer will not receive a corrected invoice.

Credit Request Form The remainder of the credit request has information related to why there is a need for the request. Select the radio button that apply to the request.

Credit Request Form It’s important to give a detailed breakdown of what needs to be changed on the invoice. If waste disposal is involved, the manifest/profile numbers should be given with the rate change. Always give a line by line breakdown of all changes for any type of credit you are doing or the request will be returned to the sender. Prior to submitting any request the system should be corrected so the issue does not happen again. This includes quotes, contracts, instructions, etc. Indicate in this box what changes were made. The DSO group will enter comments/findings before approving and releasing to the first approver If the DSO group has any questions they will put them in this box and send back to the requestor This is where the requester responds back to the question the DSO team has asked.

Accessing the form for Credit Memo’s Credit Memo requests are for paid in full invoices only. These invoices will not appear in the collections tab The form is located under Sales Tools in Beacon. Note: When doing a credit memo, the form has to be filled out fully. Nothing will be pre populated.

Completing the Credit Request Form Select Credit Memo and then choose the Credit Processing Sub- Option The first option is to deduct from existing A/R. In the explanation section it is important to include the “old” unpaid invoice where the credit is to be applied. The second option is to deduct from future invoices. A credit memo will be created and applied to the next invoice for that customer. The credit memo will appear as a negative line item reducing the balance (it will not reduce the revenue of this invoice) Note: Remember an invoice will not be mailed to the customer!

Accessing the Credit and Rebill Workflow forms All Credit Request Forms that have been submitted can be viewed under “My Workflow” “My Workflow” is located on the Employee Portal “My Workflow” should be viewed daily for any updates that may need attention Click on the Credit Request form in your workflow box to view the request and to see if any necessary actions are needed