System Data Debt Stages
Table Of Contents
Introduction
The Debt Stages screen allows you to define the stages used within your debt chasing process.
Debt stages help you manage overdue customer accounts by creating a structured progression of actions, such as reminder letters, final notices and escalation stages. You can also specify how long a customer should remain at each stage before automatically progressing to the next one.
Debt stages are recorded against customers in the [ Customer | Detail | Financial ] tab.
For more information about debt chasing, see:
Debt stages can also be viewed, filtered and updated for groups of customers within the [ Accounts | Debt Management | Debtors/Creditors ] screen.
Debt Stages Grid
The Debt Stages screen contains the following fields:
| Field | Description |
|---|---|
| Title | The name of the debt stage, such as Letter 1, Final Reminder or Legal Review. |
| Min Period | The minimum number of days before a customer can progress to the next debt stage. |
| Next Stage | The debt stage that will be assigned if the outstanding debt remains unresolved. |
| Auto-statement | Enables automatic statement emails when used alongside Email Templates and Company Classes. |
| Email Template | The email template used when the Auto-statement option is enabled. |
Title
The Title field defines the name of the debt stage.
Examples include:
- Letter 1
- Overdue Account
- Letter 2
- Final Reminder
- Legal Action Pending
Using clearly defined stage names makes it easier to track where customers are within your debt recovery process.
Min Period
The Min Period determines the minimum number of days a customer must remain at the current stage before progressing to the next stage.
This value is used by the system when assessing whether further debt chasing actions should be taken.
Next Stage
The Next Stage field specifies which debt stage should follow the current one if the debt remains unpaid.
Note:
When creating new debt stages, you may need to save the screen, close it and reopen it before newly created stage titles become available in the F4 lookup list.
When creating new debt stages, you may need to save the screen, close it and reopen it before newly created stage titles become available in the F4 lookup list.
Auto-statement
The Auto-statement option can be used to automate customer statement emails based on debt stages and Company Classes.
When enabled, Khaos Control can automatically send statement emails using the selected email template.
For more information, see How To: Automatically email customers based on Statement dates.
Important:
This functionality is not enabled by default. Please contact the Khaos Control Development team for further information.
This functionality is not enabled by default. Please contact the Khaos Control Development team for further information.
Email Template
The Email Template field works alongside the Auto-statement option and specifies which email template should be used when automatic statements are generated.
Example Debt Stage Process
A simple debt chasing process might consist of:
| Stage | Minimum Days | Next Stage |
|---|---|---|
| Letter 1 | 7 | Letter 2 |
| Letter 2 | 14 | Final Reminder |
| Final Reminder | 14 | Legal Review |
| Legal Review | N/A | N/A |
This creates a structured process that ensures customers receive consistent communications before further action is taken.
Debt Stages Context Menu
The Debt Stages grid includes the following right-click options:
| Option | Description |
|---|---|
| Apply Value Range | Applies the same value to all selected rows within the current column. |
| Clear Selection | Removes the current selection from the grid. |
Best Practice
When setting up Debt Stages:
- Create a clear progression of actions.
- Allow sufficient time between stages for customers to respond.
- Use meaningful stage names that reflect your debt recovery process.
- Test stage progression before relying on automated processes.
- Review debt stages periodically to ensure they continue to meet your business requirements.
A well-structured debt chasing process can improve cash flow, reduce overdue debt and ensure customers are managed consistently.