Case Folder

Ok, it's now time to enter a Case! To enter a new Case you can either click on the white icon above the phone list or click, File, New and Case. An empty Case file will open to the General Tab. The first step is to enter the Last and First name and click update! You will see the new Case name appear on the phone list and a case number will appear at the top of the Case file. Now that you have entered all of your Clients, Collectors and Agents, much of the data entry for a case is as simple as clicking the drop down box at the end of those fields to assign the appropriate names. ALWAYS CLICK UPDATE upon completing each tab.

The Debtor Tab includes many fields which you may find helpful or in some cases useless. If you do your own Skip Tracing, you may find the SSN field very useful. The Co-Maker Tab, again, you may or may not need. The Address Tab is for additional addresses that the Client/Collector may suggest you investigate, i.e. parents, siblings, etc.

The Vehicle Tab is very important as this information will appear on your Invoicing, Repo Orders, Condition Reports and various other documents. Once you have recovered a vehicle, you may want to input the storage location. If you have entered a storage location on your System Setup window, simply click the default button and the same will appear. Entering the date in and out will automatically calculate the Number of days for billing purposes.

The Repo Tab is also very important as the Repo Location is what will appear on your Condition Reports. If the Repo Location is the debtor address, click the default button to save time. If your state law requires notification to a Police Department, this can be documented on this tab as well.

The Loan Tab contains the Loan or Account Number that your Client will insist is included on Invoicing and many other documents. There are many fields that can be left blank, but the Account Number is a MUST!

The Tracking Tab again is very important! The one thing your Client values most is being kept up-to-date on the activity of its cases! The Baja Tracking has been created with your Clients in mind. We have included a special tool called a Reminder, which you will see at the bottom of the Tracking screen. If you wish to use this great tool, enter the number of days you wish between each update to your client, click the reset button and the next update date will appear and a check mark will appear in the reminder box. We'll go over the use of this data later!

In order to send your Client/Collector an update you will click on the Add button to the right of the screen which will open a box for notes you want to include in your update. The date will default to current date. The drop down includes notes we have set up in the Tracking Template of your System Set-up window and can be altered, deleted or added with your own verbiage. The Tracking Template allows you to add your own notes in addition to what automatically appears. You can either print your update as a fax or e-mail it to your Collector. Click add. Your notes will appear in the tracking window. It will be noted who entered the notes based on who logged onto Baja during this session.

The Document Tab will house two types of information. First are any documents that you create within Baja Company Forms that you choose to save. The other information will be any invoicing done for this case.

As you complete entering your first Case, you will see many fields of data on the General Tab with drop down options. Please note that you have the option of deleting, adding or altering the verbiage used by Baja. We have found that different companies use different terms. These options can be found by clicking on File, System Setup and going into the Codes Tab. If you wish to delete a term, simply highlight the word(s) and click delete. If you wish to alter the word, i.e. door knock to field visit or vice versa, simply highlight the word(s), type the changes in the desc. (description) field and click update. If you wish to add a term, click on the desc. field, type in the word(s) and click the Add button. Caution: once a code has been used, it can not be deleted or altered.