Activating Monitoring Events on Existing Clients
Activating Legacy Client Monitoring Events
A major step in the onboarding process is processing and uploading existing, legacy clients into the Aguardion platform. The majority of this work will be done by members are the Aguardion team. This article covers "Activating" legacy clients, which the end user will be required to do in most cases.
Before we jump into that process though, lets review the Aguardion "Statuses" and there importance.
Status: Assigned to CSR/Assigned to FSO
"Assigned to CSR/FSO" Monitoring Events have been created
and must be installed- they do not have equipment assigned to them. "Assigned to CSR" Monitoring Events are waiting for an ‘Office Install’. "Assigned to FSO" Events require a "Field Install".
Status: Pending
"Pending Events" have had equipment installed and are waiting only waiting to be activated before billing commences.
Status: Active
"Active Events" require no further input from the
user: the Client (offender) is being billed daily.
Status: Expired
Events are moved by the user to "Expired" when they
are concluded. This initiates a return equipment dispatch and the system will
check for returned equipment/negative balances that evening during the CRON run.
Status: Inactive/In Arrears
After the Event is changed to Expired, the system
will automatically move it into ‘In Arrears’ or ‘Inactive' depending on if the
client owes money and/or hasn’t returned all of the assigned equipment.
Note that depending on setup, an invoice will be created for the debt.
Activating a Monitoring Event for a Legacy Client
If the monitoring event is already in ‘Pending’
status, skip ahead to the 'Pending Status' section of this article. Any legacy Client Monitoring Event in "Assigned to
CSR" Monitoring status requires the equipment to be installed on them first.
Navigate to the Monitoring Event in question. First, confirm the Agency, Daily Rate, Package, etc. are correct. If Incorrect, delete the Package and re-add one. If the Agency is incorrect, contact support.
If everything checks out, next select ‘Install Event’ to assign equipment serial numbers to this Event.
On the ‘Install Event’ page, select the Equipment serial number(s)
from the drop down. Note that you can type the last couple digits and the
system will automatically search.
Switch the Payment Type to ‘cash’ and zero out all
the amounts. After submitting, the system will add the serial number to the Monitoring Event, change the status to "Pending" and take you back to the Monitoring Event main page.
Pending Events
First, confirm that the correct Package/Daily Rate/Agency and Equipment serial numbers have been assigned to the monitoring
event if you haven’t already.
Next, it’s time to upload any legacy documentation
that you’d like to include on the monitoring event record. To do this, scroll
to the notes section of the monitoring event and select "Add Note". You can
categorize the note utilizing the ‘Note Type’ drop down and attach documents to
the record as well. ‘Save’ to save the note to the monitoring event record.
Note that once saved, Notes cannot be edited.
Updating the Balance
Every night, the Aguardion platform automatically
deducts the Daily Rate from a client’s Pool Balance, gradually depleting the Pool until a zero (or negative balance) is reached or another Pool Payment is
made. The final step in setting up legacy clients is to translate your legacy
accounting records into an accurate Pool Balance for each offender.
The basic formula is as follows:
Sum of fees paid toward monitoring (only paid towards the daily rate) - (Days
Monitored * Daily Rate) = Pool Balance
Remember that today’s fees won’t be deducted from
the Pool until around midnight tonight, so don’t count today as a Monitored day in your
calculations. You most likely will want to count the day they started though.
Alternative Method
An alternative (but potentially much less accurate)
way of finding the Balance is to assume the client was completely caught up
last time they paid (this works especially well for individuals that have been
invoiced on a regular basis in the past).
Alternative Formula:
Last
Payment – (Days since last payment * daily rate) = Pool balance
For example, if Jill pays every 30 days ($10 daily
rate, $300 total payment), she last paid on the 1st and stipulating
its now the 15th:
300 – (15 * 10) = $150.
Regardless of the method you use, a Date/Time Calculator is invaluable.
Once you have come to the correct balance, you can update it
manually by using the "Balance Adjust" option.
Make sure to select the correct positive/negative symbol when entering an amount. If someone OWES money, they will be entered as a negative (-) balance. Someone with time left on there existing balance will be entered as a (+) balance.
Note that we recommend adding a note indicating why you updated to
balance manually.
Activating the Event
Once
you have updated
the balance, activate the event via the ‘status’ field. Note that the client’s
pool will not be deducted from until they have been activated.
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