Knowledgebase: Batch Processes
Account Toss
Posted by Linda, Last modified by on 14 June 2007 04:14 PM
You can quickly and easily assign accounts to operators and teams of operators.

Collect! has powerful batch operations that let you:

Select a group of accounts based on any criteria.
Assign the group of accounts to a single operator.
Assign the group of accounts to a set of operators.
Balance the assigned accounts across a team of operators by dollar value and number of accounts.
Assign the accounts by Round Robin across a selected set of operators equally, without regard to dollar value or number of accounts.
Assign Accounts

Account Toss works very well on large volumes of accounts. If you only have a few accounts to assign, it is better to do this manually.

Before you assign accounts, you must have a team set up in the correct way. No matter what settings you have for your operators in the Operator form, when you want to assign accounts to them as members of a team, you will have to choose Collector as their Function on the team.

Look at the sample below. This is our Master Team Sample. Notice that the Functions of different members closely reflect their actual Operator settings. In this sample, only Member 4 has Collector chosen as his Function. In an Account Toss, this is the only Team Member who will have accounts assigned to him.


Operator Form - Master Team Sample

In the next example, the team has been set up to assign accounts to all its members equally. Notice that Collector has been chosen as the Function for each of the members, even though this may differ from their settings in the Operator form. Now all team members will be considered when the accounts are assigned.


Operator Form - Team Assign Accounts

When the Operator type is a Team, then the accounts will be distributed across all operators on the team who have Collector as their Function.

BATCH PROCESSING TO ASSIGN ACCOUNTS

Now that you have properly set up your team, you are ready to assign accounts.

1. Select Tools from the top menu bar and then select Batch Processing from the drop-down choices. This will display the Batch Processing menu.

2. Select the radio button labeled Assign Accounts To Operators so that a dot appears in it. Then select the NEXT button. The Select Accounts To Process menu will be displayed. Make a choice to determine how you will select the accounts that you want to include in this account toss.

The forms that display from here forward depend on the selection process you choose in this form. Press F1 for details.

3. After you are finished selecting your accounts to process, you will reach the Select Operator To Assign form. From the pick list attached to the Assign account to operator field, select the ID of the team you created, (rather than the ID of any individual in the team.)

Select the NEXT button. The Assign Account Operator form will display. Select the START button when you are ready to proceed.

4. Collect! gives you a choice of two types of account toss. A prompt is displayed as shown below.


Prompt to Select Account Toss Type

You may select Balance or Round Robin. As explained in the message window, BALANCE balances the load across the operators in the team, as evenly as possible, according to dollar amount and number of accounts. ROUND ROBIN simply assigns the accounts, one at a time.

When you BALANCE accounts, Collect! uses a smart algorithm that looks at the number of accounts currently assigned to each collector on a team and also the value of those accounts. Any new accounts assigned to a team will be assigned so as to make the number of accounts and average dollar value as close as possible for all collectors of the team. This works best when you have many accounts to assign. If you only have a few, assignment is best done manually.

ROUND ROBIN may be compared to dealing a deck of cards. Accounts are assigned to each operator in turn, without regard to dollar value or number of accounts the operators already have assigned to them.

5. After make your selection, Collect! lets you know what the results will be when the accounts are assigned. Before completing the assignment, you are prompted to confirm the process.


Prompt to Confirm Account Assignment

Select Yes to complete the assignment of accounts to the operators. Collect! displays the results of your account toss.


Account Toss Results

The way accounts are assigned can be very flexibly determined by the makeup of the teams and the order in which sets of new accounts are assigned to the teams. This is handy if you have an operator who is a member of more than one team.

When you create a Team Operator type you are helping Collect! work with groups of operators. These groups can be maintained for complex account assignment and/or commission-based incentive plans.

MULTI LEVEL CAPABLE

The trick to the Account Toss is the Team type operator definition. A Team type operator is an ID created for a group of people. A Team can consist of different people performing different functions. Collect works with teams for account assignment and structured commission reporting. Accounts are assigned to a team's operators who have the Collector Function and are distributed amongst them when you run batch account assignments.

You can create many different team groupings to help you support complex account assignment scenarios. Let's say you need to support multiple languages in your collection efforts. You could create a team of Spanish-speaking operators, and assign the Spanish accounts to those operators in one batch. You could also create a team of all operators, and then assign all unassigned accounts to the whole group. The system will balance the load across all operators on the team, so that all operators, whether Spanish-speaking or not have the same account load.

Just remember that only team members who have the Collector Function chosen in the Sales Team will be assigned accounts. This in no way changes or affects the settings in the Operator form for the individual operator.

FINANCIAL REPORTING

Assigning a Team on the Sales field of a Collect! account enables summary reporting capabilities. Each member of a team can have their own Commission Rate. A single operator can operate in more than one team, and the operator commission reporting provides a clear and concise breakdown of payments, commissions, performance per Function and Team and other details.

For example you could have a legal expert, a manager, a sales representative and four collectors working as a team. Each team member can earn a commission on the moneys collected by the agency. Reports are available to calculate each operator's commissions.

ACCOUNT TOSS
© 2007 Comtech Systems Inc.
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