1. Export Data Debt Collections Third Party Collections

2. Export Data-Debt Collection
Utility has been created within TnCIS for the Debt Collection Process. The Debt Collection process can be ran by LG for a secondary vendor or by permission based sites / users that do in-house collections.
Prior to extracting the debt collection data, users will need to run the Debt Collection Report to allow users to view all information being pulled.
The user will have the functionality to exempt a person from Debt Collection before the actual process is run. The process itself will automatically flag the parties for Debt Collection and properly exempt parties that have a disposition of “Dismissed”. Options to exclude/include Probation Violations and Juvenile are also available.

3. Getting Started From main menu: PRINT REPORTS Select Description
Enter the description and Click Find Now.
From the report list select the type of report you wish to view.

4. The “Debt Collection Report” will allow users the ability to pull information regarding debt collection prior to having the export process ran.
The report will have three basic ways of being run displaying necessary information for the report.
The reports will enable the clerks to be able to set the same parameters as the export would pull to see who would be included.
Select from the Display Type drop-down which report type to display.

6. Selecting ‘Parties currently in debt collection’ will report all parties currently in debt collection by name and case number. When all information has been selected the report will display. User has the option to Print or Export the report. Cancel will take the user back to the Print Report Menu.

7. Selecting parties exempt from Debt Collection will print list of defendants that have been exempt from Debt Collection.

8. How to Exempt Party from Debt Collections:
Clerk reviews reports.
Party on report that needs to be exempt for some reason.
Go to criminal cases:
Type in name and find:
Double Click on Defendant Hyperlink
Click on Case Tab at top

9. Exempting Party:
To exempt party check box must be checked stating Party is exempt from Debt Collection.

10. Debt Collections Reports should be ran and reviewed and needed parties excluded. After this has been done for in-house collections follow these steps:
From main menu
Select Utilities
Select Export Data Selection
Click on Date Range in the select by field.
Export type: Debt Collections
Select By: Date Range
From Date: First time to run use 1/1/1900 to ensure it picks up all old cases.
Thru date: should be 180 days back from the date you are running.

11. Paid in Full: enter 0
Minimum Due Field: this should be established
with the clerk.
Check Boxes: If you want to exclude
Juvenile Date leave checked.
If you want probation
violations included
check the box
Click Next:

12. You will get a box pop up and ask you about the extension type
You will get a box pop up and ask you about the extension type. If you click “Next” it will give it a .CSV extension type.

13. On this screen, you will look to see if what you entered Is correct, then click finish. This will run the process.

14. This screen will allow you to copy the file you just created from the server to your PC. If you would like to do this, click on the “Transfer File from Server” hyperlink and choose where on your PC you would like to transfer the file to. You do not have to do this for the cases to be marked. This is just in case you want to view the file.

15. Third Party Debt Collections:
For out of the office debt collections the process is very similar. You will do the same steps as described above, create and save the file. Transfer the file from the server to your PC. Then you can send the file to you’re third party collection agency.

16. Receipting case in Percentage Based Collections

17. Type: you will select Percent Based Collections

18. Enter payment information
Review receipt, then finish

19. Please be aware that once Percent Based Collections Fees are paid this does not mean that the case is Paid in Full due to fee exclusions.
Certain fees (ex: Restitution) have the capability of being excluded from the Percent Based Collection process. If this fee is marked to be excluded, this will affect the receipting process as follows:
If a Percent Based Collection receipt type is selected, and the Restitution is excluded the user will not see the Restitution, thus meaning the case is NOT Paid in Full. The user will only see the Restitution from the Case Receipt Type. However, a pop-up box has been added to remind you there are other monies due on the case.
If when receipting and it won’t let you enter the total amount due, this is probably due to a fee that is excluded. In this case it will be necessary to do two receipts on that case.

20. Percent Based Collections Reports:
You have the option, under Print Reports, to generate a report of percent based collection receipts taken for a date range.