Alerts/Flags/Reminders - Why do I see Red Flags? How do I handle them?
There are 3 reasons for a red flag, or 3 types of red flags. The first reason/type is that a user added a reminder manually. The other 2 types are automated alerts that BillFin creates to notify users of client errors and/or updates for users to review and resolve if necessary. BillFin does some cursory error checking of your clients' setup and fees. When it finds an issue, it indicates it by highlighting the flag to the left of the client's name in red. You will also see red text with an explanation of the issue below the client's name. That text can sometimes get cutoff based on screen space/size but you can click on the flag to get the full text of the alert. It is possible to have multiple alerts at the same time. Please don't assume that you are seeing all alerts in the red text below the clients name.
Reminder:
It is possible to add a manual reminder in BillFin. (Instructions are provided below.) Users may click on the flag and add text as a reminder. If done on the Clients page, that reminder will stay with the client until the text is deleted from the reminder and saved. Additionally, the reminder will display for that client on the Fees page each cycle going forward. If users add a reminder while on the Fees page, that reminder will only appear for that client in that specific cycle. It will not appear in future cycles going forward.
Alert/Flag:
There are 2 types of automated alerts, or flags in BillFin: the first type is simply "Informational;" the second type indicates an "Error" indicating users need to take action(s) to resolve the error. You can tell the difference between the two alerts by the presence of a fee for the client with the flag. An "informational" alert will not prevent the client fee from calculating. An "error" alert requires the user to take action(s) to resolve the issue so BillFin can generate a fee for the client (meaning the client will not have a fee until the error is resolved).
*All 3 types of alerts will prevent BillFin from exporting client information in steps 2 and 3 of the billing process. In step 2, users export invoices. If a client has a flag on the Fees page that has not been resolved or marked as complete, that client's invoice will be blocked from exporting with the other invoices. In step 3, users export their debit file or payment file for their custodian(s). If clients are flagged on the Fees page, their accounts will be blocked for export on the Payments page. Users will not be able to export those accounts with the other fees needing processed. If you have an informational type of alert on the Fees page, simply review the fee, confirm it is accurate, and click "mark as complete" in green to the right of the alert under the Client's name. You can also click "Mark as complete" by clicking on the flag itself, and checking the box next to "Mark as complete" in the slideout window. If the alert is an "Error," BillFin will not generate a fee for the client until the error is resolved.
Informational Alerts:
Informational alerts simply notify you when a change has been made to a client and/or account that may impact your fees. After you review the client/account fee to ensure accuracy, click the green "mark as complete" button to get rid of the alert. Examples of informational alerts include the below:
- Client is new to this billing cycle
- Changed Fee Schedule
- Below minimum
- Above maximum
Error Alerts:
Error alerts will not allow BillFin to calculate a fee until the error is resolved. Example of error alerts and how to resolve them are included below.
- An account is missing its valuation of billable assets. > Sync or manually insert a billable asset value for the account
*Please do NOT just click "mark as complete" for missing payment information! Use the link above to correctly resolve that alert.
To Add A Manual Reminder:
- Go to the Clients or Fees page
*Creating a reminder for a client while on the Clients page will add the reminder to that client for each cycle on the Fees page going forward until it is removed. Creating a reminder for a client while on the Fees page will add the note only to the cycle to which the reminder is added.
- Click on the flag next to the desired client
A slideout window will open
- Enter the desired reminder text
- Click Save at the bottom left of the slide window