Exception Management - APS Billback

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Exception Management

Exception Management is how we refer to transactions that are ‘missing’ information. There is a set of standard logic flows built into the system to manage exceptions that match most company requirements. By using the XML rules engine we can readily extend the logic where we have custom requirements. Tools available to build this solution to your requirements include Desktop or Email ‘notifications’, scheduled ‘summarised alerts’ or real time screen pops and browser-based interfaces with intelligent matter-allocation tools. Some examples of exceptions are as follows:

An outgoing telephone call is completed. A real time pop up triggered when call exceeds base threshold suggesting the matter that was previously allocated to that number when dialled by that user.
5 Fedex transactions have invalid user codes. An automated email alert is sent to administrator indicating that 5 transactions need attention as they lack a correct user. Administrator tracks the users based on shipping information displayed on user interface and simply reassigns to the correct user.
A user doesn’t know the matter at time of photocopying so selects ‘override’, suspending it for later allocation. Email reminder sent following day to user that they need to assign the transaction.

Reporting is comprehensive and allows you to actively manage Exception transactions in the system. We’ll design your exception management system to your requirements and advise you on how to make the most of your data whilst minimising the user interaction.

Key Features

Real time validation
The system is integrated in real time to the practice management solution allowing new client/matter codes to be available for validation within the Exception Editor almost immediately after creation. This minimises the need for staff to use admin or non-charge codes due simply to the unavailability of an otherwise valid account code.

Browser based
The Exception Editor uses the same browser-based capabilities of the systems management application to process transactions. Once assigned, exception transactions upload directly to the practice management solution or finance system.

Reporting
Reports on outstanding exceptions that can be easily generated using the report generator. These reports, using Crystal Reports Professional, can be scheduled and emailed regularly to the relevant administrator for review and follow up

Exception examples
A copy print or fax transaction generated before an account code had been created within the practice management system. In such a situation, the staff member would use the "Override" function on the terminal or network print control interface and enter a description of the client or matter for reference. A process is then needed to follow up this exception.

Third party expense data imported from vendors such as on-line search providers, corporate credit card providers, taxi companies, courier services and travel agents. Many of these transactions may have client matter codes provided at the time the expense was incurred, but if the code is incorrect or missing, the transaction needs to be processed as an exception.

APS - Advanced Professional Solutions specialises in solutions for professional service firms that include practice management, business intelligence, CRM, business process automation, document and email management. For professional accountants these solutions also include tax and accounts production.