| A/R Outsource |
Utilize Vengroff, Williams & Associates’ expertise to analyze your portfolio for cost reduction and improved process design. We will provide a team of consultants to analyze your current procedures by designing a customized solution using our specialized tools. Some examples include:
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| • Creating a customized treatment schedule |
| • Developing Escalation Paths |
| • Implementing Best Practices |
| • Creating a seamless extension of your in-house departments |
| • Increasing Productivity by automation |
| • Increasing cash flow and reducing DSO |
| •Implementing a dispute resolution team |
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| A/R Reconciliation |
Lower your DSO and reduce your aging due to unresolved debit memo and short payments, while enhancing your customer service relations and resolving your outstanding issues quickly and effectively. VWA will research and document the progress every step of the way. Our tracking systems are designed to locate the root causes to gain better visibility of current reconciliation issues and generate custom reports to help locate potential exposure. Some benefits include:
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| • A dedicated reconciliation team |
| • Proprietary software designed to streamline the reconciliation process |
| • Resolution of chargebacks and collections resulting from issues such as RMAs, volume discounts, debit balances, and advanced allowances |
| • Documentation of undivided valid credits |
| • A seamless extension of your in-house department |
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| Curing Programs |
Don’t allow a recent acquisition or merger age your receivables portfolio. Our staff will strive to have your customers
pay within terms, ensuring that your new receivables are current before they are integrated into your existing A/R department. VWA will transfer the customer data back to your office in your preferred format, eliminating the need for additional programming. Our curing program provides:
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| • A dedicated reconciliation team |
| • Proprietary software designed to streamline the reconciliation process |
| • Resolution of chargebacks and collections resulting from issues such as RMAs, volume discounts, debit balances, and advanced allowances |
| • Documentation of undivided valid credits |
| • A seamless extension of your in-house department |
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| Tax Resolution |
To prevent state tax exposure, a team dedicated to audit and resolution is created. The team is tasked with reviewing all
tax short paid transactions and contacting customers for appropriate documentation or payment to clear the invoice. Documentation is scanned and batched for your records along with the ability to process the appropriate credits. The program attributes include:
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| • Dedicated specialist by state |
| • Soft collection for unauthorized deductions |
| • Fulfillment of proper documentation |
| • Customized treatment and escalation paths |
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| Invoice/Statement Processes |
Save your company time and money by using Vengroff, Williams & Associates to do your billing. We can
develop customized statements or invoices complete with your logo, artwork, and any marketing inserts you request. VWA’s proprietary system can also consolidate data from multiple sources into single customer statements.
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| Cash Application |
| We will process all incoming deposits such as cash, checks, or credit card payments. Our staff provides you with all customer correspondence via mail, Internet, or CD. We will design tailor-made cash and daily reconciliation reports that ensure accuracy and ease of audits. Our scanning capabilities allow you quick access to any posted payments made to your account. Our dedicated customer service accounting team can interface with your customers to quickly resolve unidentified cash deposits. VWA’s priority Cash Application Program is designed to interact with various accounting programs and lock box data. |
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| Credit Analysis |
Your dedicated outsource team uses research and real-time data retrieval to mitigate your A/R risk. We offer creative
solutions focused on flexibility and enhanced portfolio statistical reporting:
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| •Credit Application: A thorough analysis of information provided by bank and trades compiled into a detailed credit matrix utilizing components customized for your business. Create an on-line custom credit application for efficient and convenient credit scoring or choose from options to pull expanded financial data. |
| • Credit Scoring: Whether you are determining risk within your existing client base or establishing a new customer, Vengroff, Williams & Associates can help you with an automated scoring and reporting module. |
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| Risk Scoring |
| Monthly credit score updates are utilized and populated on the customer’s profile. A monthly summary is created and benchmarked to show improvement or deterioration of a customer credit standing. This tool is used to mitigate the risk associated with open A/R, order release, additional extension of credit and to provide the outsource team with a valuable watch list to prevent default. |
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| Deduction Management |
VWA provides access to broad knowledge, state-of-the-art systems and a dedicated team responsible for driving accurate results. Direct benefits include reduced costs, improved collections, faster resolution, cleaner accounts and incisive analysis of root causes.
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| Category Solutions — The core categories of deductions are operational, sales, returns, unidentified and other. Operational deductions offer the largest opportunity to reduce incurred deductions. They require deep process knowledge, strong automation and a thorough understanding of compliance issues. VWA’s category solutions program will properly minimize future deductions, maximizing cash recoveries and report root causes. |
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| Small Balance Solutions — It can take longer to resolve a $250 violation or a $650 pricing deduction than to resolve a $5,000 return. The program can be customized at various dollar amounts to provide greater visibility to low priority deductions and prevent customers from testing automatic write-off tolerances. |
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| Dispute Resolution |
| VWA builds a team dedicated to creating strong relationships with your customers. In the event of disputed transactions, short payments or cash exceptions, your dedicated team will work closely with the customer to resolve and clear the transaction. VWA has the ability to design a separate resolution team and incorporate an order hold process. |
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| IT Solutions |
| VWA is dedicated to creating a strong partnership and, in order to start the process right, we dedicate IT staff to aid in the building of the outsource solution. Data integration and reporting are components vital to a successful partnership. VWA offers dedicated IT support as a large part of our comprehensive outsource solutions. |
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