ACCOUNTS RECEIVABLE COLLECTIONS CHECKLIST

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--- CUSTOMER DATA & INVOICE VERIFICATION ---
[ ] Invoice Number
[ ] Customer Name
[ ] Invoice Date
[ ] Invoice Amount
[ ] Verification Status (Verified, Discrepancy Found, Pending Third-party Approval)
[ ] Supporting Documentation (PO/Delivery Receipt)
[ ] Notes on Discrepancies

--- AGING REPORT ANALYSIS ---
[ ] Report Date
[ ] Aging Category Filter (Current, 1-30 Days Overdue, 31-60 Days Overdue, 61-90 Days Overdue, 90+ Days Overdue)
[ ] Total Delinquent Amount
[ ] High-Risk Account ID
[ ] Summary of Findings
[ ] Aging Report Export (CSV/PDF)

--- INITIAL FOLLOW-UP & REMINDERS ---
[ ] Reminder Date Sent
[ ] Reminder Type (Email Reminder, Phone Call, SMS/Text Message, Physical Letter)
[ ] Contact Person Name
[ ] Summary of Communication
[ ] Follow-up Actions Taken (Invoice Resent, Payment Link Provided, Dispute Noted, Requested Call Back)
[ ] Copy of Sent Correspondence

--- DISPUTE MANAGEMENT & RESOLUTION ---
[ ] Dispute Category (Pricing Discrepancy, Damaged/Incorrect Goods, Missing Documentation, Service Delivery Issue, Duplicate Invoice)
[ ] Dispute Reference Number
[ ] Dispute Details & Root Cause
[ ] Dispute Resolution Deadline
[ ] Supporting Evidence (e.g., Photos, Email Threads)
[ ] Resolution Approval Signature

--- DIRECT COMMUNICATION & NEGOTIATION ---
[ ] Customer Contact Name
[ ] Communication Channel Used (Phone Call, Email, Video Conference, In-person Meeting)
[ ] Negotiation Summary
[ ] Negotiation Outcome (Payment Promised (Full), Payment Plan Agreed, Dispute Raised, No Response/Follow-up Required)
[ ] Agreed Payment Date
[ ] Agreed Payment Amount
[ ] Proof of Agreement/Correspondence
[ ] Collector Acknowledgment

--- PAYMENT RECEIPT & APPLICATION ---
[ ] Date of Payment Received
[ ] Payment Reference Number
[ ] Total Amount Processed
[ ] Payment Method (ACH/Wire Transfer, Credit Card, Check, Bank Deposit)
[ ] Applied Invoices (Invoice #1001, Invoice #1002, Invoice #1003)
[ ] Proof of Payment/Remittance Advice
[ ] Notes on Discrepancies or Short-payments
[ ] Processor Verification

--- CREDIT LIMIT & RISK ASSESSMENT ---
[ ] Customer Credit Rating (Low Risk, Medium Risk, High Risk, Critical/Impaired)
[ ] Current Credit Limit Amount
[ ] Reason for Credit Limit Adjustment
[ ] Risk Assessment Notes
[ ] Next Credit Review Date
[ ] Supporting Credit Report or Financial Statement
[ ] Credit Manager Approval

--- ESCALATION & WRITE-OFF PROCEDURES ---
[ ] Date of Escalation Trigger
[ ] Escalation Level (Level 1: Manager Notification, Level 2: Department Head Review, Level 3: Legal/Collections Agency)
[ ] Reason for Write-off or Escalation
[ ] Total Amount to be Written Off
[ ] Supporting Documentation (e.g., Dispute Proof or Legal Notice)
[ ] Authorized Approver Signature

--- REPORTING & DOCUMENTATION ---
[ ] Report Generation Date
[ ] Collection Period (Weekly, Monthly, Quarterly)
[ ] Total Value of Overdue Receivables
[ ] Summary of Collection Activities
[ ] Updated Aging Report Attachment
[ ] Accounting Manager Approval

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