BEAM to BEAM Placements

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1 Overview This document is limited to providing instructions how to create a BEAM to BEAM or direct Beam with other Beam-using organizations. There is an order in which these steps are to be completed. Please read through this entire guide before actually starting any one of the outlined tasks. The instructions are written in the order as they should occur between the BEAM debt buying organization (DBO) and the BEAM agency. NOTE: steps are completed sequentially with the assumption that both entities are familiar with BEAM and its basic functionality. Required Information If you are the Agency, the DBO is your Client identified in your BEAM CRM. If you are the DBO, the Agency is one of your Outsource Agencies identified in your BEAM CRM. *TIP* It is much easier if both the DBO and the Agency coordinate a call together while completing these instructions outlined in this guide. This will help speed up the direct BEAM process and reduce delays in sending /receiving those placements. Confirming Beam s Organization Name If you are the Client, your Outsource Agency must provide the exact organization name as it appears when they log into BEAM. This is their actual Microsoft SQL Server database name. Since you are literally going to tell your BEAM database to talk to theirs, your instance of BEAM needs to know the exact database name of the other. Agency Login Client Login You cannot use an existing Agency or Client name that already exists in your CRM menu for which you have previously used InBeams or OutBeams. For example, you may already have been placing business with your Outsource Agency called Check and Credit Services, LLC before they converted to BEAM. You must edit that existing entry in your CRM by altering that name in some way so it does not represent the exact database name. In this case you 1 P a g e

2 might change Check and Credit Services, LLC to something like Check and Credit Services-Legacy or Check and Credit Services Non-BEAM. This renamed CRM entry will accurately reflect non-beam to BEAM placements to Check and Credit Services, LLC. Creating Direct Beam Entities in the CRM Menu DBO Go to the Maintenance heading in your BEAM bar and choose CRM. Single-click on Client and choose New. In the name field, type the precise name of your BEAM Outsource Agency s organization name (as it appears when they log into BEAM): Click on the Save button when finished. Grant Access Without leaving the CRM entry you just created, click the Edit button. Click the Grant Access button. 2 P a g e

3 This will automatically send a Bea-Mail to your Outsource Agency system administrator inviting him to connect his BEAM database to yours: Agency You will have received a Beam-Mail message from your client. Open your BeaMail and click on the connection request from your Client. Click on the Accept Offer button: 3 P a g e

4 Confirm acceptance: BEAM will automatically create a secure point-to-point tunnel between your BEAM server and your Client s BEAM server. Your server will now send accounts directly to their server. CRM You will now see a new entry has been automatically created in your CRM for you: 4 P a g e

5 Creating a New OutBeam Now that the Outsource Agency has accepted your offer to link your organization with theirs, it s time to create your first direct OutBeam. Go to Debt Commander and choose Beaming Relationships. Double-click on Agencies. Right-click on your Outsource Agency and choose Create/Modify Transport. You will see that through the previous steps, BEAM has already created your Transport for you, indicating that placements from your organization to this Agency are going to be done through a Direct Beam: Right-click on your Outsource Agency and choose Create Beam. Placement Parameters Enter a descriptive name for your OutBeam. An OutBeam should have a unique name. *TIP* You may want to use a naming convention that includes the placement date in the format. This can help to more readily identify placements when viewing, searching, etc. 5 P a g e

6 Enter the Contingency Fee % for the placement to your Outsource Agency and optional parameters like the maximum number of days since Charge Off, maximum number of days since Last Payment, Balance range and the minimum number of days before an account reaches its Statute of Limitations Date. These optional parameters will be automatically utilized when using BEAM s Champion/Challenger outsource tool. Recall Parameters BEAM allows you to utilize a Workflow to automatically recall accounts and put them into a specific queue: By indicating the Length of Placement days, BEAM will determine the recall date based on the outsource date and the current date. BEAM will add N number of days to that calculation depending on your entries in: Promise Extend Days how many more days Agency can keep accounts with promises on them Payment Extend Days how many more days Agency can keep accounts with payments on themagencies Activating your New InBeam When finished press Save. Your newly created OutBeam will be visible under its corresponding Agency: 6 P a g e

7 Agency - Activating your Direct InBeam Once your client has configured and saved its OutBeam, you will automatically see the corresponding InBeam under the Client node from Beaming Relationships in Debt Commander. General Beam Parameters At this point you must activate the InBeam by clicking on the Active checkbox. If your agency is going to allow a convenience fee surcharge when collecting on these accounts click on the corresponding Convenience Fee allowed checkbox. If this Client requires that collection revenue from ACH and/or credit card payments be deposited into a unique trust account specifically establish for them, enter their particular Merchant Code 1. Receiver Parameters These details indicate where the new business from your Direct InBeam is going to be housed and which Letter Series is going to be used for this Client. You must choose the Queue that these accounts will appear in. You must also indicate a Letter Series. By default, InBeams (and Portfolios) require that a Letter Series be identified. BEAM allows you to 1 Check with your payment processing gateway to determine if multiple trust accounts are supported. 7 P a g e

8 choose the generic Letter Series called Common if you have not already created one or you do not employ a collection lettering strategy. Clicking the View/Edit Balance Bucket Settings opens the InBeam balance Buckets dialog and displays the corresponding balance buckets to accommodate the different components that makeup the total balance for each of your Client s accounts. If your Client has unique balance buckets in its BEAM database that do not correspond to precisely the same Balance Buckets in your BEAM database, the sum total of amounts from those buckets will be added to the Misc Fees Balance Bucket. For example: let s say that your Client has two unique Balance Buckets to store additional fees. The first is a check fee and the second is a consumer credit fee of some kind. 8 P a g e

9 Client s Balance Buckets: To accommodate these two new buckets to accurately reflect these additional balance components simply add them to your organization s Master Bucket List. This is not a requirement mind you. Again, if you do not create Client-specific balance buckets, BEAM will simply take those balance components (that you don t have individual buckets for) and add them to your Misc Fees Balance Bucket: Balance Tab from Account Center for Direct InBeam Account Adding Balance Buckets To add Balance Buckets to your organization s Master Bucket List go to Maintenance in your BEAM bar and choose General Settings. Click on the Org Settings tab: Click on the Master Bucket List and choose Add New Bucket. 9 P a g e

10 From here and dare we suggest, with your Client on the phone, you can add the appropriate Balance Buckets that they may require of your organization. 10 P a g e