This section covers manual creation of a new case. If your client is setup properly, the case will automatically attain the branch assigned to the client, the type of job, commission rate, method of allocating payments, the operator to be assigned the case, interest rate and the initial action to be run on saving the new case. This saves the user from having to check these things and set them manually. If any of these defaults are not true for the case, they can be changed in the System Defaults page from the side-bar and those changes will only apply to that case.

Recoveries > New Debt

To manually create a new debt, simply follow the menu path and complete the data entry screen with as much information as possible. Be mindful that fields with orange labels are mandatory.

Menu path:  Main MenuRecoveries New Debt

Debt Specific Information


This information is related to the debt only; how much it is, when it was incurred, who it is owed to etc.

Input all the information you have on the debt in the respective fields starting with the “client code” field.  The debt entry process will now check the status and contract renewal date of the client before creating the new debt. At this stage the system may reject the creation of a new debt if the client is out of contract.

If the client status is anything other than Active, the process may alert the user with the following message:-


In this case, no debt will be created for this client until the client status has been updated to Active.

If the client is out of contract, the process may alert the user with the following message:-


In this case, no debt will be created for this client until the client contract renewal date has been updated and is later than the current system date.

Sometimes the Plaintiff in a case is not the same as the client name. To assign a pre-stored Plaintiff to a new debt. In the New Debt process you will find a button labeled “Plaintiff”. This can be found in the frame labeled “Debt Specific Info”. Click this button to pop-up the following screen:-


Search for and select your pre-stored Plaintiff from the Locate Plaintiffs popup.

If the Plaintiff is a one off and therefore not stored in Plaintiff Maintenance, populate the data fields with the relevant plaintiff details for this particular case. Click Ok.

When the New Debt is saved, the Plaintiff details will be stored against it.

NOTE: Plaintiff Details are shown under the Client Details in Case Manager.

The debt amount may be broken up into different components. The claim components available are dependent on the client settings. Be sure to look at the different categories available to record the debt amounts according to the appropriate category.

Party Information


Here you enter the responsible party details. These are the entities responsible for payment of the debt.

Use Debtor Matching Functionality: If you would like to check if the debtor you are entering already exists on the database, so that you can use that debtor record without re-typing and duplicating data, the system settings has a switch that allows you to match the name you input into the Company OR Surname field.

“Company OR Surname”: Enter the surname of the individual responsible for the debt or the full name of the company.

“Given Name(s)”: When the responsible party is an individual, enter the given name or given names here.

“Title”: Where the responsible party is an individual, choose the appropriate title from the drop-down select box.

With regard to the “Relationship” field, the following explanation applies:  Each responsible party has a relationship to the debt. For example; a person may take out a loan exclusively in their name making them the primary debtor.

However, loans can have guarantors which can legally be pursued to recover the debt where the primary debtor has defaulted and is unable to pay; or, a loan contract can be taken out by more than one party such as a husband and wife, making them joint debtors. Choose the appropriate option from the select box.

IMPORTANT: The primary debtor MUST be listed first in the database table.

“Legal Type”: Please select the most appropriate debtor type from the list in the drop-down box provided. Legal Types can be tied to charges down the track. For example, service fees on a Summons/Complaint/Claim are determined by the Courts and are based on the type of debtor. See charge codes for more information.

In the case of multiple debtors - use the navigation buttons below the database table to add, remove or move back and forth to view multiple debtors.

To input another debtor, Click the  button and add new details.

To delete a party from the table, highlight that row and click the button.

DebtCol has provided the user with several different options for storing contact details for each responsible party. After inputting the debtor’s initial details you may also enter alternative addresses such as a legal address by moving your cursor over the desired category and, once highlighted, click on the field to enter data into that field.

IMPORTANT: It is important to note that the data entered into these fields will directly relate to the responsible party currently selected in the database table.

Where there is more than one debtor, (once you have finished entering the first debtors contact details), click the  button on the tables footer then fill out that debtors details.


If the debt is for arrears of loan payments and the loan has not yet reached its completion date, the DebtCol system can keep track of when the next loan installment is due and increment the debt amount accordingly, as they fall due.

Click the tab labeled “Loan Repay” and fill out the fields with the relevant loan repayment data.

NOTE: Date Next Installment Due must be the date that the next regular installment falls due

When viewing the case inside the Case Manager, the installment schedule will be reflected in the notes and the button labeled “Loan Arrears” on the Navigation Bar.


Notes and Attachments

When creating a new case, users can add multiple attachments to a note. Click the “Notes and Attachments” button on the Navigation bar, browse to locate your attachment(s) and enter a notation where indicated.

Note: If you receive an error message when loading attachments, your Internet Explorer settings may not allow access data across domains.  

Client Contact Info

Client contacts are stored on the Client record and will automatically be applied to each new debt loaded under that client. If a different client contact is to be linked to a new debt, click the “Client Contact Info” tab and enter the contact details there. These details will be linked to the debt so that correspondence with the client is easily directed to the right place.

System Defaults

You will notice there is another button listed on the side-bar labeled System Defaults.

The System Default Information page contains important information that is automatically populated according to how you have set up your client in the DebtCol system. Click this tab if you wish to group this debtor according to certain characteristics required for client reporting.

Click “Save” on the Action Bar to create the new debt.