Collections Class Matrix
Purpose and Scope
The purpose of the collections class matrix is to easily determine both the reason for the outstanding balance as well as the responsible party for the collection. This is designed to provide Sales, leadership, and the Finance Group with an easy to understand guide as to the status of various receivables and the appropriate action items for those receivables.
| Level | Description | Responsible Party |
|---|---|---|
| Class 1 | No escalation - invoice current and following normal AR Process | Senior Accountant |
| Class 2 | Invoice is over 30 days past due but have sent 1st follow-up/customer has confirmed payment is being processed | Senior Accountant |
| Class 3 | Invoice is over 30 days past due and follow-ups have been sent to the customer asking for updates on payment - no response yet | Senior Accountant |
| Class 4 | Invoice is over 30 days past due, but Senior Accountant has been in contact with customer and is actively working on any issues holding up payment | Senior Accountant |
| Class 5 | Follow-ups from Senior Accountant have not received a response. Escalated to AE or CE on contract for assistance on follow-ups to their contact. Senior Accountant to determine who the best sales teammate is to assist | Account Executive or Customer Engineer |
| Class 6 | No assistance has been provided from account executive and contact with customer has resulted in no response | Senior Accountant & Account Executive |
| Class 7 | Invoice is delayed in payment due to customer delays in providing PO or a PO through their Supplier Management platform (Ariba, Coupa, etc). Both Sr Staff Accountant and Account Executive engage in follow-ups with their contacts | Senior Accountant & Account Executive |
| Class 8 | Invoice is delayed due to invoice getting lost in customers’ automated accounts payable system. Both Sr Staff Accountant and Account Executive engage in follow-ups with their contacts | Senior Accountant & Account Executive |
| Class 9 | No response to Senior Accountant or Account Executive efforts. Controller to send an email demanding payment | Controller |
| Class 10 | Severely past due (over 90 days) and/or no movement after Senior Accountant, Account Executive and Controller have exhausted all efforts. Move on to Collection Action Plan | Sales and Finance Leadership |
See Collections Policy for more details on the Collection Action Plan and see the AR Dashboard for the most up to date tracking and analysis of our open AR