After downloading RecoveryPro you should first set up your Preferences. To do this, click on the Preference button on the Main Menu (in the Admin Tab - upper left corner).

The Preference button is circled in red on the screen shot of the Main Menu.

On the right side of the tab is where you put the information that will appear on your letter head.

There are 12 letters including demand letter and payment statement. On the left side, you type the name of your letter (keep the name short). Next to that is a check box that 'activates' the letter so it will appear on the Account Screen (the Demand Letter and Payment Statement are already set up for you).

Next to that is the number of days before the due date that the letter will print. This is mostly when you have a deadline like a payment statement. You may want to mail the statement 10 days or so prior to the due date.

Next to that is the number of copies you want to print. There are times when you may need a copy of a letter for your records (for court and such).

You then select the type of paper depending on the letter that you will be selecting. These are Regular, Perforated, and Other. Perforated paper has a 3 2/3 inch horizontal perforation. The best value that I have found for perforated paper is made by Xerox (click to see paper)

The Other Paper can be colored or heavy bond - anything that you wish to use (often used for solicitations). You will be prompted for your paper type when you print your letters.

Number '2' is used to view letters that are in list '4' (Crystal Report Documents that were created for RecoveryPro). Just select the letter in the list (single click) and then click 'view'. Once you find the letter and 'Style' you like, you click on the '- - > > >' button (located by Number '3') to move the letter / document to your list of Non Scheduled Letters (Number '5'). To remove a letter / document from your list (Number '5'), select the letter / document (single click) and then click the '< < < - -' button (remove button located at Number '3') Removing a letter or document from your list does not delete it. Only removes it from your list.

You then set the number of days between the searches for the search you want to do. You also select if this search will be done for Judgments, Collections or both.

There are also five options for each search: 1) Do Not do search if address is know, 2) Do Not do search if payments are being made, 3) Do Not do search if there is an active execution, 4) Do Not do search if debtor is on welfare, & 5) Do Not do search if debtor is a dead end. These options allow for the software to 'think' and allows you to optimize your searches.

These 'exclusions' are activated in the Account Screen.

You can test your choices by passing your mouse cursor over the 'Save' and 'Cancel' buttons at the top of the screen.

If you set the default for your most used county, make sure to manually change the fields on the Account Screen when you have a different county. This is ideal for judgment recovery specialist.

First, on the bottom left, you can enter up to four (4) State names that require regular updating. When you enter new accounts in the Account Screen, there is a pull down with these State names in it (state associated with judgment). When dealing with a judgment from one of these States, you select the name from that pull down (on the Account Screen). This 'Associates' that account to this State.

The RecoveryProBK database is an exact copy of your working database (RecoveryProData). If you have another hard drive on your computer, copy the RecoveryProBK database to the second hard drive and use this 'browse' to link to it. When the 'Use Live Backup' check box is checked *, all data changes are done to both databases at the same time.

This is a 'live' backup and not a daily data backup. In this case, if you have a hard drive failure, you have a copy of the database on the other hard drive.

*  If you uncheck this box for some reason and decide later to use it, you will have to make a copy of the RecoveryProData database and rename it to RecoveryProBK in order to start with matching data. If the data does not match when you start, errors could occur.

On this screen, you set the name of the user who will automatically be assigned unassigned accounts (new accounts, etc). If a user is deleted (employee turnover), their accounts will automatically be assigned to another user that you have selected here.

USING THE MAIN MENU

If creating a Collection or Arbitration account and you want to use the computer generated account number, you check the appropriate box under the text box (the account will start with the 'prefix' that you set up in your preferences.

You then click 'Add New'. You will then be prompted as to which database you want to place the account into (local database and any online databases that you may have).

If the account number that you are trying to change does not exist, you will be notified of this. If the account number the you are trying to change to already exists, you will be notified of this also.

You can not accidently overwrite an account.

They are Active Debtor/Creditor, Debtors Only, Creditors Only, Judgments, Solicitations, Collections, Arbitrations, Pending BKs, Assigned, Purged, Pending Judgments, and Completed / Satisfied

Besides Active Debtor/Creditor, Debtors Only, and Creditors Only, the other nine (9) are the types of accounts that you can have (or 'Status' as the case may be).

These twelve (12) buttons populate the large white list box at the bottom of the screen (has three red arrows drawn on it in the screen shot on the left). You can set one of these 'buttons' as a default setting in the Preferences Screen. Otherwise, the last one that you select will be the same when you come back to the Main Menu until you select another or restart the software.

Tip: The nine (9) account types take you directly to the account screen. The other three (Active Debtor / Creditor, Debtors Only, and Creditors Only) will take you to a Debtor screen or Creditor screen respectively. These screens do display all accounts for the debtor or creditor (as the case may be) and does allow you to click on those accounts to take you to the account screen.

Judgments, Solicitations, Collections, and Arbitrations are self explanatory as the types of accounts that you can set up. When you sue on a collection account, you can either create a new Judgment account with the appropriate case number assigned by the court (easy to purge if you can't serve or get paid prior to judgment) or you can rename the Collection account - the downfall to renaming the Collection account is that it will mess with your Collection statistics. Either way, you would then switch the account over to Pending Judgments until the judgment is rendered by the court (then you would switch it to a Judgment account). The ability to 'switch' the account is done on the Account Screen.

If you receive a bankruptcy notice on one of your accounts, you switch it to a PendingBK account until resolved one way or another. If you assign one of your accounts to a third party (and you are maintaining an interest - as compared to just closing an account if you assign it just to get rid of it), you switch the account to the Assigned status so you can follow up as needed. There is also the 'Status' of Completed / Satisfied (also referred to as Closed/Satisfied). There is a difference between Satisfied and Closed. Satisfied is when you get paid and Closed is when you are no longer working an account for a valid reason. If closing an account, there is a text field for 'Reason for Close'. This fields is printed on the monthly statements and will be seen by your creditor. For that reason, be careful what you put in this field.

The last one is Purged. Think of this as the trash can. The accounts marked as Purged do not appear in your statistics. How often you empty the 'trash can' is set in your Preferences screen.

The debtor's name is searched two ways. One is by what you typed in the text box and the other is by soundex. Soundex is an algorithm that selects names by sound and similar spellings.

What is Active and InActive status? When there is an active account (all but purged and satisfied) the debtor and creditor are considered 'Active'. Otherwise, they are considered 'InActive'.

They buttons are located on the Daily Tasks tab, Other tab, Admin tab, and Quick Screens tab.

These buttons all go to there own screens and, as stated above, will be discussed individually later.

USING THE ACCOUNT SCREEN

The first thing to address is that in the upper left of the screen (circled in red) is where you change the 'Status' of the account. To change the status, you click on the button labeled 'Lock/Unlock Status' (used as a security feature to prevent the 'accidental' changing of the status)

You can then select the type of account this is: Judgment, Collection, Solicitation, Arbitration, PendingBK, PendingJudgment, Assigned, Closed/Satisfied, and Purged.

The bottom of the screen has several fields where you can enter a review reminder that you need to do and the date that it is due. The review will appear on the Daily To Do List Screen.

A review that is due will be highlighted in yellow. After completing a review, you can just check the Delete check box next to the date and the review will be deleted when you select 'Save' at the top of the screen.

Above the review section is where you add/remove debtors to your account. In the Add Debtor box, you click the Lock/Unlock button. This allows you to select a debtor from the Active Debtors or the InActive Debtors pull downs. If you need to add a new debtor, click the Add New button (the Lock/Unlock button acts as a safety).Debtors who have been added to your account are listed in the list box on the left of the screen. You can have one debtor or even a hundred debtors if you want.

Double Clicking the debtor's name will switch you to one of the debtor tabs and populate the debtor's information.

To remove a debtor from this account, single click the name (in the Debtor List Box) and then click the 'Remove' button. You will be prompted to remove the debtor from this account. The debtor is not deleted from the database, only removed from the account.

The red arrow is pointing to a red button labeled 'RecoveryPro Solutions'. If you wish to place an account with RecoveryPro Solutions, just read the placement agreement and then click the button. Your account will then be placed with professional collectors who are trained to recover your money.

There are two field labeled 'Scores'. This is so you can apply some scoring system to your debtor to determine if the debtor is worth pursuing. If you determine that your debtor is on welfare or is a dead end, you can check the appropriate boxes on the right side of the screen. By checking these boxes, your searches will be adjusted based on your preferences. Also, there is a check box labeled 'Marked'. This marks the debtor for mail merge. In order to use mail merge, you have to 'Save' the record first.

The Letters that you set up in your Preference Screen will appear here. You can check which letters you wish to send to the debtor (the first one is the demand letter and the last one is the payment statement).

On the right side of the tab, there is a field for the amount of payment that you are requesting (if you are only using demand letters, the full amount due is automatically printed on the demand letter and an amount would not be required here). Next to the Payment Amount field is the First Due Date field. Usually, you would use today's date so the first letter (usually the demand letter) would print right away. Then you select the number of days between payments (or letters as the case may be). You can select monthly or a set number of days.

You can override the Print Dates and Due Dates as needed, however, if you click the 'Reset Dates' button it will set them back based on the First Due Date entered. Also, if the debtor misses a payment, it will appear in the Daily To Do List screen as a missed payment.

If you really do not want to do a search for a debtor, you can uncheck the search and it will not appear on your Search screen (not recommended in case you later decide to change your search).

It is not recommended to uncheck the unused searches. Unused searches do not effect the Search screen and if you ever add a new search your debtor will then be set up for the new search.

After doing a search, you need to remember to enter the search date into the date field for the search. This will then remind you to redo the search at a later date based on your Preference settings.

To add an existing creditor, you unlock the pull downs and 'Add New' button just like you did with debtors.

The first field on the form is marked 'Required' and is what your creditor will be known as.

You can set each creditor to receive a % of the creditor's %. Example: Two unique creditors for the same debtor. 50% commission rate. One creditor is entitled to 60% of the what is collected and the second creditor is entitled to 40% of what is collected (out of the 50% of the gross collections).

 This can be used for sales leads commissions or referral commissions.

Under each creditor, there is a box with five (5) selections. These range from 'None' to 'Annual' and is used to determine if update statements are to be sent to this creditor.

There is a pull down labeled 'State Associated With Judgment'. This pull down contains the State names that you set up in the Preferences Screen for States that require regular interest rate updates. This is where you 'Associate' this account with that State so any interest updates that you do will effect this account.

On the right side are a number of dates. Most are used for statistics and should be entered for that purpose. There is a difference between 'Satisfied' and 'Closed/Canceled'. Satisfied is when you get paid and Closed/Canceled is when the account is closed for some other reason. That reason should be typed into the 'Reason for Close' text box (examples: Dead, Discharged in Bankruptcy, Assigned to ABC Recovery, etc). This reason is printed on the creditor summary report.

The text box identified with a red arrow pointing at it, is the Max Payment field. This is when you have an agreement with an OJC to pay a fixed amount that may be lower than % split in the other fields. You still need to enter the % rates in order to generate an amount owed the creditor. The Max Payment field will then override that amount.

This is where you put the 'Style' or 'Header' of the court case (Plaintiff vs. Defendant) along with the addresses of record in the case. This is the information that will be printed on legal documents (including assignments).

On the right of the screen is the JC & JD Agreement Names, Statute of limitations, your % and the Creditor's %. These are all fields (excluding SOL) that print on the agreement document.

The JC & JD Agreement Names are required and are used in RecoveryPro to populate list boxes for searches and such.

Tip: The debtor addresses on the 'Style' should be the address provided by the OJC to you or what is in the case file for the debtor(s) even if you have a current address for the debtor(s). In some cases, OJCs will contact you simply because they do not have the ability to skip trace a debtor. If you put a current address in these fields and send the OJC an assignment giving the current address, you risk the OJC pursuing the debtor themselves because you gave out a free skiptrace.

This works like the debtor letter section of the debtor tab. You check the letters that you want to send to this creditor (primary creditor - Creditor #1). You then select the start date for the first letter and the number of days between the letters (or monthly). You then click on the 'Reset Dates' button. This will set the print dates and the review date for this account.

Of course, you can override these dates by entering your own dates.

You enter the current exam information in the first row. The exam will then appear on your Daily To Do List.

When the exam is done, you check the box 'Done' or 'Cancelled'. In some States, cancelling an exam allows you to apply for another one. By selecting cancel, this account will appear in your Daily To Do List screen as a possible debtor exam.

When you save the Account screen, the exam information will move down to the Old Exams section automatically (if you checked done or cancelled).

By checking the 'Marked' box and saving the account, you can use Mail Merge to create any documents that you may need for this exam.

The arrow is pointing at the manual letters that you set up in the Preferences Screen. You select the letter (document) that you want to print (the name and path will appear in the shaded labels where it says 'Document to Print'). Select the number of copies to print and click on 'Print' button.

At the bottom of the tab, there are four (4) buttons. The left one will print a report to a debtor showing all payments made on the account (you need to populate a Debtor Tab with a debtor. After doing so, the debtor's name appears to the left of this button. Select the Debtor's name to print the report).

The next button (3rd from left) is one that will print a statement of what you owe the creditor for ALL accounts that the creditor has.

The right button is the 'Pay As You Go' button. This prints a statement for the Creditor (what is owed) for this account only. You can then pay the statement or put it aside for whatever length of time you need prior to payment. This is often used when you receive certified funds.

This tab is showing the Debtor Payments tab. It shows the last three (3) payments made by the debtor. To see all payments made on the account, click on the 'View All Payments' button at the tab (marked with an arrow).

At the top of the Payment tab (just above the top arrow), there are a number of highlighted labels (look like text boxes). These show you the principal, interest, recovery fees, OJC fees, and court costs that is still owed by the debtor. There is also a field showing the current balance, Per Diem (daily interest due) and the date that interest is paid through. Under these fields there is a field labeled 'Note to Self'. This is were you can enter any notes related to payments (Example: Rebate 50% interest).

To enter a payment, just enter the date of payment and the amount of the payment. The 'Interest Rebate' is an amount that comes off the debt but is not credited towards what is owed the creditor. You can make deals with the debtor to pay part of the interest, match payments, etc. This field is also used to 'zero' out the account when satisfied.

After entering a payment, you can apply the payment to Recovery Fees, OJC Fees (court allowed expenses by the OJC prior to assignment) and Court Costs. The remaining will automatically apply to interest and then principal.

For your convenience, the amount of fees, OJC fees, and court costs owed is listed above the fields.

In you want, you can change the interest rate at any time by clicking the 'Change Rate' check box and putting in a new rate. This new rate only effects payments and interest after the rate change. You can change the rate from payment to payment or by just entering a rate change entry (date, check box, and new rate - no payment amount required).

To the right of the APR field, there is a pull down that allows you to select the debtor who made the payment. This is totally for you reference at this point.

Next to that pull down is a text box where you enter a 'J' Judgment payment, 'C' Collection payment, 'A' Arbitration payment, or 'P' Pre Assignment payment. This is strictly for statistical information.

On the far right of the tab is a section that shows the creditor's percent rates for Principal/Interest, OJC Fees, and Court Costs (these are set on the Debt/Exams/Print tab). The values are also given based on the account balance.

Tip: If you are entering a number of payments, you can go to the 'View All Payments' screen and enter them there.

Tip: This payment tab assumes that you are entering the payments oldest to newest. In the event that they are not in proper order (which messes with the balance due and interest), you can click on 'View All Payments' button which will put them back in proper order (that screen also puts them in order on Save so you can make entries on that screen also).

Tip: If you are settling an account for less than full value and you are required to pay the creditor there full % of the original amount due, do not enter the 'discount' amount as a Rebate, enter it as a separate payment so it properly credits what is owed the creditor.

This is where you enter the date and the amount of payment made to the creditor. You can also enter payments that the creditor received prior to assignment (red arrow at bottom of tab). The purpose of being able to enter payments received by the creditor prior to assignment is so you can enter those debtor payments in order to keep interest accurate.

At the bottom right of the tab you can print a 'Pay As You Go' creditor statement (prints what is due on the account at the time of print). You can also print a statement for the creditor that shows all payments received on the account. The last one prints all amounts owed the creditor on all the creditor's accounts.

This is where you enter your court allowed expenses.

If you run out of lines, you may have to add up lines and make an entry like: Expenses 2008. If you do this, you should enter a date for the year that you are using so the expenses will be listed properly in your Statistics.

You need to save the record prior to using mail merge (records automatically save when you use the Non Scheduled Letters section of the account screen).

There are 8 'Other' fields on this screen. They can be merged into your documents. Since they are not user defined, you will have to make a note somewhere as to what each 'Other' is to be used for. 

It lists the last five (5) garnishments that you did.

TIP: You should list your garnishment information in the Note tab if you are reaching the five (5) garnishment limit.

OTHER SCREENS FROM THE MAIN MENU

Envelopes and blank letters to the Clerk and Sheriff are included in the 'Forms' folder (c:\RecoveryPro\Forms) that was installed with RecoveryPro. These forms are already mail merged to the Clerk and Sheriff table. You can create any form you want and use mail merge.

* Tip: You can set up a folder on your computer with envelopes and letters with your personal/family name and address for the return address and use this contact screen for personal contacts.

These include: 1) Check Landlord, 2) Late Payments, 3) Reviews, 4) Expiring SOL, 5) Last Date Worked, 6) Possible Debtor Exams, 7) Debtor Exams, 8) Possible Garnishments, 9) Garnishments, 10) Expiring Agreements, & 11) Verify Addresses

For Verify Addresses, blank postcards can be mailed to get forwarding address information. These can be found in the Forms folder (c:\RecoveryPro\Forms). If you have a letter or something else you want to send, envelopes or mail labels can be printed from the Verify Addresses list. Once printed, you just check the box on the screen 'Update Address - Done on Close' and the addresses are updated (you will have to adjust the address dates as mailings are returned with forwards / no forwards, etc)

Phone numbers are searched only by the last 4 digits. This allows for entry of phone numbers using (555) 555 or 555-555 with or without spaces, dashes, etc. You can also type in a three number area code, etc.

All name searches use soundex algorithms to increase your chances of getting results based on different spellings or similar sounding names.