This article explains how you can work with your own debt collection partner via the manual debt collection process.
Table of contents:
- Export a debt collection run detail file as Excel or CSV
- Revert manual debt collection runs
- Post updates on debt collection cases
- Changes to debt claims currently in debt collection
Fast lane
- Export debt collection run details for your partner.
- Revert a debt collection run if necessary.
- Post updates received from your debt collection partner in the system.
- Modify the status of a debt collection case when needed.
With Magicline, you have the flexibility to choose any debt collection partner. The Magicline marketplace provides various partners that integrate directly into the software, enabling automated updates in the member account. However, if your preferred partner is not available in the marketplace, you can still work with them using the manual debt collection process.
Export a debt collection run detail file as Excel or CSV
Once you’ve created a debt collection run under Finance / Finance / Dunning- and Debt Collection Run, you can easily export the details. Magicline supports exports in both CSV and Excel (.xlsx) formats.
To export the file, click one of the following options:
- Export as Excel
- Export as CSV
Your debt collection partner can use this exported file to work on your cases. Each line in the export represents an individual debt claim for a member, with relevant member information repeated per line. You may perform grouping, such as with a Pivot table, as needed.
Available fields in the export:
| Field | Explanation |
|---|---|
| TransferId | Unique identifier for the transfer transaction. |
| CollectionDate | Date on which the data collection occurred. |
| Version | Version number of the data format or structure. |
| TriggerType | Type of trigger that initiated the data transfer. |
| //STUDIO DATA - THE FOLLOWING DATA DEFINES THE STUDIO | |
| ClientId | Identifier for the client from which the data originates. |
| MatchCode | A unique code to match or link data across systems or databases. |
| PersonType | Category or type of person involved in the transaction. |
| Name1 | Primary name associated with the person or entity. |
| Name2 | Secondary name or additional identifier for the person or entity. |
| Name3 | Tertiary name or additional identifier. |
| MagiclineTenantName | Identifier or name of the tenant in the Magicline system. |
| LegalForm | Legal form of the entity (e.g., corporation, partnership). |
| PreTaxAttribute | Indicates if the entity is pre-tax registered or applicable. |
| VATSerialNo | VAT registration number of the entity. |
| Street | Street address of the entity or individual. |
| PostalCode | Postal code of the address. |
| City | City of the address. |
| CountryCode | ISO country code. |
| Country | Full name of the country. |
| IBAN | International Bank Account Number. |
| BIC | Bank Identifier Code. |
| Bank | Name of the bank. |
| BankCountryCode | Country code of the bank's location. |
| Email address associated with the entity or individual. | |
| ContactNumbers | Contact numbers associated with the entity or individual. |
| //DEBTOR DATA - THE FOLLOWING DATA DEFINES THE DEBTOR / MEMBER | |
| DebtorId | Unique identifier of a debtor. |
| MembershipNr | Membership number associated with the entity or individual. |
| DebtorCountryCode | Country code associated with the debtor. |
| DebtorCountry | Country name associated with the debtor. |
| DebtorBankCountryCode | Country code of the debtor's bank. |
| DebtorAccountHolder | Name of the account holder of the debtor's bank account. |
| DebtorIdentificationNumber | Unique identification number for the debtor. |
| DebtorIBAN | Debtor's International Bank Account Number. |
| DebtorBIC | Debtor's Bank Identifier Code. |
| MandateReference | Reference number of the mandate. |
| MandateSignedOn | Date when the mandate was signed. |
| MandateOwner | Owner of the mandate. |
| MandateCreditorId | Creditor identifier associated with the mandate. |
| MandateCreditorName | Creditor name associated with the mandate. |
| Birthdate | Date of birth of the individual. |
| MaidenName | Maiden name of the individual, if applicable. |
| FirstName | First name of the individual. |
| DebtorName1 | Primary name of the debtor. |
| DebtorName2 | Secondary name of the debtor. |
| Sex | Gender of the individual. |
| DebtorStreet | Street address of the debtor. |
| DebtorPostalCode | Postal code of the debtor's address. |
| DebtorCity | City of the debtor's address. |
| DebtorEmail | Email address of the debtor. |
| DebtorContactNumbers | Contact numbers of the debtor. |
| //DEBT CLAIM DATA - THE FOLLOWING DATA DEFINES THE HANDED OVER DEBT CLAIMS | |
| CaseId | Unique identifier for a particular debt collection run process. |
| VoucherId | Unique identifier of a debt collection run item. |
| VoucherDate | Date associated with the voucher. |
| ContractStartDate | Start date of the contract from which the debt claim originates |
| Amount | The amount of money involved in the transaction. |
| Currency | Currency used for the monetary amounts in the transaction. |
| Type | Type of transaction or document (e.g., DEBT_CLAIM, FLAT_FEE, BANK_FEE, DUNNING_FEE, ...). |
| Designation | Brief description or designation of the transaction. |
| ServicePeriodStartDate | Start date of the service period related to the transaction. |
| ServicePeriodEndDate | End date of the service period related to the transaction. |
| LatestRejectionReason | The most recent SEPA or MemberCash reason for rejection of the transaction or claim. |
Revert a manual debt collection run
If you wish to stop the collection process with your partner, you can revert a manual debt collection run.
What does reverting a manual debt collection run mean?
When you revert a debt collection run, all members included in that run will leave the debt collection status, and the following will occur:
- All open debt collection cases are closed in their current status.
- Debt claims will no longer have the “Debt collection” tag in the member account.
- The member becomes “Ready for Debt Collection,” making them eligible for inclusion in the next debt collection run. The dunning level remains the same, so you do not need to repeat the entire dunning process.
- Previously recorded payments will stay in the member account, including any partial payments on individual claims.
- The debt collection run status will change to CANCELLED.
How to revert a manual debt collection run
To revert a debt collection run, navigate to Finance / Finance / Dunning- and Debt Collection Run and select the desired run. You will see the list of studios included in this run.
- Click on “Revert debt collection run” and read the explanation carefully.
- After understanding the information, click Confirm to complete the reversion.
IMPORTANT: It is legally required that you inform your debt collection partner to cease collection activities for the members involved.
Update debt collection cases
If your debt collection partner provides updates on specific collection cases, you can reflect these updates in the member account to ensure accurate records.
You can access a member's debt collection handover under Finance / Debt collection in the Member Account.
Update the collection case ID
In cases of regular debt collection runs, it is possible for members to be transferred multiple times to the same partner. Initially, each transfer is listed as an individual case. Your partner should provide a case ID for each transfer.
To set or modify a collection case ID:
- Go to the debt collection case.
- Click on Edit case number.
- Enter the case ID provided by your partner. Cases with the same ID are grouped together.
Post a payment from your member
If your partner informs you of a member’s payment, you need to record it in the debt collection case. This action adjusts the status of the associated debt claims to show they are partially or fully paid.
IMPORTANT: Payments made directly at the studio cannot be posted here. Inform your partner of such payments as they handle splitting amounts between membership and collection fees.
Steps to post a payment:
- Select Update case
- Select Book a new payment from the dropdown and click Next.
- Set the payment amount under Payment Amount and the date under Posting Date.
- Choose the distribution method for the payment:
- Automatic distribution: The payment will automatically apply to claims from oldest to newest if the amount is less than the total open balance.
- Manual distribution: Manually specify the payment distribution per claim in the next step.
If using automatic distribution, review how the payments are applied in the Payments column. Toggle between distribution modes as necessary. To continue, the sum of distributions must match the payment amount specified earlier.
Optionally, you may close the debt collection case by enabling the checkbox. This action will reset the member’s dunning level. Adjust settings for open balance handling in Settings / Finance / Debt collection if needed.
automatic payment assign
manual payment assign
Modify an existing payment
To change a posted payment, select the option to modify an existing payment. Only reductions are allowed. Inform your partner if applicable.
Update the status of a debt collection case
You can update a case’s status to conclude or cancel it based on your needs, affecting the member account accordingly.
Debt collection concluded
Select this to close the debt collection case permanently. This is ideal when your partner has completed their collection efforts, whether successfully or not. You may add comments for future reference in the case view.
If required, you can post a final payment before closing the case by checking the box and entering the amount. Refer to Post a payment from your member for details.
Cancel debt collection case
If you wish to stop the collection entirely, select the option to cancel the debt collection case. This will free the claims for reprocessing or transfer to a different partner.
Inform your partner of any cancellations as needed.