Your Credit Management & Collections Data Template

The Activity Name describes a specific step or milestone in the Credit Management and Collections process. These are the building blocks of the process map, representing actions like 'Invoice Sent To Customer', 'Reminder Sent', or 'Payment Applied To Invoice'.

Analyzing the sequence and frequency of these activities is the core of process mining. It helps uncover the actual process flow, compare it against the designed model, and identify deviations, rework loops, and inefficient pathways. For example, a high frequency of 'Dispute Registered' activities could indicate issues with invoice accuracy or product quality.

This attribute defines the steps in the process, forming the basis of the process map and enabling the analysis of process flows and variations.

Generated from various status changes, transaction codes, or event logs within the source system's financial, sales, or collections modules.

Event Time, or timestamp, marks the exact moment a specific activity took place in the process. It provides the chronological order needed to reconstruct the sequence of events for each invoice case. This data is fundamental for any time-based analysis.

In process mining, Event Time is used to calculate critical performance metrics such as cycle times between activities, total case duration, and adherence to service level agreements. For example, the time between 'Invoice Sent' and 'Payment Received' directly impacts Days Sales Outstanding (DSO). Analyzing timestamps helps identify delays, measure the efficiency of process steps, and pinpoint bottlenecks.

This timestamp is critical for ordering events, calculating cycle times and durations, and performing all time-based performance analysis.

Typically recorded as a document creation date, posting date, or system log timestamp associated with a transaction or status change.

The Invoice Number is a unique alphanumeric code assigned to each invoice document. It acts as the central reference point for all activities and transactions related to that specific billing, from creation to final settlement or write-off.

In process mining, the Invoice Number is used to link all related events, such as 'Invoice Created', 'Payment Received', and 'Dispute Registered', into a single process instance or case. This allows for the end-to-end visualization and analysis of the entire lifecycle of an invoice. By analyzing processes grouped by Invoice Number, organizations can identify bottlenecks, track cycle times, and understand the variations in how different invoices are handled.

This is the essential Case ID that connects all related events, allowing for the reconstruction and analysis of the end-to-end invoice lifecycle.

Typically found in the header table of an invoice or accounts receivable document in the source financial system.

This attribute records the date and time when the data was last pulled from the source system into the process mining environment. It serves as a metadata field that reflects the freshness of the dataset being analyzed.

Understanding the Last Data Update is important for ensuring that any analysis or dashboard reflects the most current state of the process. It helps users interpret the data correctly by knowing its cutoff point. This is particularly relevant when monitoring ongoing processes or near-real-time KPIs, as it provides context for how up-to-date the insights are.

Indicates the freshness of the data, providing context for the timeliness of the analysis and ensuring users are aware of the data's cutoff point.

This is typically metadata generated and stored by the ETL tool or data pipeline during the data ingestion process.

The Source System attribute identifies the specific application or platform where the event data was originally recorded. In complex IT landscapes, a single process like credit-to-cash can span multiple systems, for example, an ERP for invoicing and a separate collections platform for dunning.

This attribute is valuable for understanding the technological context of the process. It can help in data validation, identifying system-specific process variations, and diagnosing integration issues between different platforms. For instance, analysis might reveal that delays consistently occur when handoffs happen between the ERP and the collections tool.

Identifies the origin of the data, which is crucial for understanding process variations across different systems and for data validation.

This information is often added during the data extraction (ETL) process or can be found in technical metadata fields within the source tables.

Collector Name identifies the individual or group assigned to manage an overdue invoice and perform collection activities. This could be an accounting clerk, a dedicated collections agent, or a collections team.

This attribute enables performance analysis at the individual or team level. By filtering or comparing processes based on the Collector Name, organizations can identify best practices from top performers, detect training needs for others, and analyze workload distribution. It is essential for understanding the human element of the collections process and its impact on outcomes like payment times and write-offs.

Enables analysis of team and individual performance, workload distribution, and the effectiveness of different collection agents or strategies.

Found in AR transaction data, customer master records, or specific collections management modules. It may correspond to fields like 'Accounting Clerk' or 'User ID'.

The Customer ID is the unique code that represents a specific customer account in the system. It links an invoice to the entity that is legally responsible for payment.

In a process mining analysis, the Customer ID is a critical dimension for segmentation. It allows analysts to examine process performance for specific customers or groups of customers. This can reveal patterns such as which customers consistently pay late, which ones raise the most disputes, or whether certain process inefficiencies only affect a subset of the customer base. These insights are vital for tailoring collection strategies and improving customer relationships.

Allows for powerful segmentation of the process data to analyze customer behavior, identify problematic accounts, and tailor collection strategies.

Available in the invoice document header or linked via customer master data tables in the financial or sales system.

Dispute Reason captures the cause of a customer's refusal to pay an invoice. Common reasons include incorrect pricing, damaged goods, quantity discrepancies, or missing documentation. This information is typically recorded when a formal dispute case is opened.

The Dispute Reason is a powerful attribute for root cause analysis. By analyzing the frequency of different dispute reasons, a company can identify systemic problems outside of the collections department, such as issues in shipping, billing accuracy, or sales order entry. Process mining can further reveal how different dispute reasons impact the resolution time and process flow, helping to streamline the dispute management process.

Enables root cause analysis of payment delays and disputes, helping to identify and fix upstream issues in areas like billing, shipping, or sales.

Stored in dispute management modules, CRM systems, or as a reason code on the invoice or AR document itself.

The Due Date is the specific date on which an invoice payment must be received to be considered on time. It is typically calculated based on the invoice creation date and the agreed-upon payment terms.

This date is a critical benchmark for performance measurement in the collections process. It is the basis for determining if a payment is late, triggering dunning procedures, and calculating aging reports. In process mining, the Due Date is used to calculate KPIs like On-Time Payment Rate and Days Sales Outstanding (DSO), and to analyze the effectiveness of collections activities in relation to payment deadlines.

Serves as the primary benchmark for measuring on-time payment performance and is essential for calculating KPIs like DSO and payment timeliness.

Found in the invoice header data. It can be a direct field or derived from the invoice date and payment terms.

The Dunning Level indicates how far an overdue invoice has progressed through the formal collections communication process. This is often represented as a number or code, where 'Level 1' might be a gentle reminder and 'Level 4' could be a final notice before legal action.

Analyzing the Dunning Level is key to evaluating the effectiveness of the dunning strategy. Process mining can show which process paths lead to higher dunning levels and whether certain levels are effective at triggering payment. For example, analysis may reveal that most payments occur after Dunning Level 2, making Levels 3 and 4 largely ineffective and costly. This helps in optimizing the timing and content of collection notices.

Measures the intensity of collection efforts and is critical for analyzing the effectiveness of the dunning strategy at each stage.

Found in collections management modules or accounts receivable data, often associated with the customer account or specific overdue documents.

Invoice Amount represents the total sum of money that the customer is billed for and expected to pay. This is a fundamental financial figure for every invoice case.

This attribute is essential for financial impact analysis. By correlating process metrics with the invoice amount, organizations can prioritize their collection efforts. For example, analysis might show that high-value invoices experience longer payment delays or are more likely to be disputed. It allows for calculating key financial KPIs like Days Sales Outstanding (DSO) and determining the monetary value tied up in process bottlenecks or write-offs.

Crucial for financial analysis, prioritizing collections for high-value invoices, and quantifying the monetary impact of process inefficiencies.

A standard field in the invoice header data within the accounts receivable or billing module of the source system.

Invoice Status indicates the current state of an invoice within its lifecycle. This status changes as events occur, moving from 'Open' upon creation, to 'Overdue' if unpaid past the due date, and finally to 'Paid' or 'Written Off'.

This attribute provides a snapshot of the current health of accounts receivable. In a process mining analysis, it helps to categorize cases and understand the outcomes of different process variants. For example, comparing the process flows that lead to a 'Disputed' status versus a 'Paid' status can reveal root causes of payment friction. It is also used to filter for active cases, such as all currently 'Overdue' invoices, to analyze ongoing collection efforts.

Provides a clear view of the current state of invoices, enabling analysis of process outcomes and filtering for cases in a specific stage like 'Overdue' or 'Disputed'.

Typically available as a status field on the invoice or accounts receivable document header.

The Company Code is an organizational unit identifier that represents a legally independent company or a distinct business area for which financial statements are prepared. In a multi-entity organization, each transaction is assigned to a specific company code.

This attribute is fundamental for organizational-level analysis. It allows process performance to be compared across different legal entities, subsidiaries, or business units. Such comparisons can highlight differences in process efficiency, policy adherence, and collector performance between parts of the organization, facilitating the sharing of best practices and the standardization of processes where appropriate.

Enables process comparison and performance benchmarking across different legal entities, subsidiaries, or business units within an organization.

A standard organizational field on all financial documents, including invoices, within an ERP system.

Customer Segment is a categorization that groups customers based on shared characteristics. Segments can be defined by factors like industry (e.g., manufacturing, retail), size (e.g., large enterprise, SMB), geographic region, or strategic value (e.g., gold, silver, bronze).

This attribute allows for a more nuanced and strategic analysis of the collections process. By comparing process performance across different segments, businesses can uncover that certain groups of customers have unique payment behaviors or challenges. For instance, international customers may face longer payment cycles due to cross-border banking. These insights enable the development of targeted collection strategies and policies for each segment, improving overall efficiency and customer satisfaction.

Allows for comparative analysis between different customer groups, enabling the development of targeted collection strategies and policies.

Typically found in the customer master data within a CRM or ERP system.

Invoice Currency specifies the unit of money, such as USD, EUR, or JPY, in which the invoice is issued and payment is expected. This is particularly relevant for companies that operate internationally.

While process mining often focuses on process flows rather than financial conversions, this attribute is important for correctly interpreting the Invoice Amount. It allows for filtering the analysis to a specific currency or for segmenting the process to see if transactions in certain currencies follow different patterns, perhaps due to international payment processing delays or different collection strategies in foreign markets.

Provides necessary context for the Invoice Amount and allows for segmentation of analysis by currency, which can be relevant for international businesses.

A standard field in the invoice header data.

Payment Terms specify the conditions under which a sale is made, primarily concerning the timing of payment. They are usually expressed as a code or short text, such as 'Net 30' (payment due in 30 days) or '2/10 Net 30' (a 2% discount if paid in 10 days, otherwise the full amount is due in 30 days).

This attribute provides essential context for the invoice due date and customer payment behavior. Analyzing the process by payment terms can reveal if certain terms are correlated with higher rates of late payments or disputes. It can also be used to assess the effectiveness of early payment discounts and to inform future negotiations on payment terms with customers, helping to optimize cash flow.

Provides context for invoice due dates and allows for analysis of how different payment agreements impact on-time payment rates and overall cash flow.

Stored in customer master data or on the sales order and invoice header.