Creating Customer Dunning Letters

• ReferencesReferences

  ORC Section 126: OFFICE OF BUDGET AND MANAGEMENT

   

Dunning letters can be used to notify customers of invoices that are past due. OAKS FIN provides three levels of dunning letters, from a mild past due notice to a strongly-worded demand for payment. The language used in the letter is based on the age of the item:

• 1 – 45 days past due
• 46 – 90 days past due
• More than 90 days past due

Dunning letter levels in OAKS FIN are preset by the number of days past due; however, agencies can choose when to send each level of letter.

Dunning letters can only be run once daily for a given “As Of” date.

The customer’s pending item must be past due. Typically, a follow-up letter will be sent prior to dunning letters.

Steps

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Accounts Receivable > Customer Interactions > Dunning Letters > Extract Dunning Letter Info

Running the Dunning Letter Process

1. Click the Find an Existing Value tab to search for and select an existing Run Control ID.

   • Reuse a Run Control ID if previously created to lighten the load on the server and make OAKS FIN run more quickly.

Or, click the Add New Value tab to create a new Run Control ID.

1. 1. Enter a descriptive name consisting of up to 30 alphanumeric characters, with no spaces, in the Run Control ID field.

   2. Click Add.

• The Dunning Letters Parameters page displays.

2. Enter an As of DateAs of Date to control the number of days for which past due items will be calculated, according to that agency’s practices.

   

• The field defaults to the current date.

3. Enter the agency code into both the Unit and SetIDUnit and SetID fields.

   

4. Enter the Customer IDCustomer ID (optional).

   

• The state uses neither the Correspondence Customer nor Dunning Group fields

5. Select the level of dunning letter. The options are:

1. • Use Severest Dunning Letter

   • Use Modest Dunning Letter

6. Click SaveSave.

   

7. Click RunRun.

   

• The Process Scheduler Request page displays.

8. Select the process.

• Always select a PSJob process to create reports or letters. Two of these exist.

.

1. • The Dunning Letters (DUNNING) process creates a separate PDF report file for each dunning level.
   • The Dunning for all Levels (DUNNINGA) process creates a single PDF file containing letters for all dunning levels.

9. Click OK.

• OAKS assigns a Process Instance number when a process is run. Use this to track the status of the run.

10. Click the Process Monitor link to review the status of the run request.

• The Process List page displays.

11. Click Refresh periodically, until Run Status displays Success, and Distribution Status displays Posted.

• Success” means that OAKS has finished processing and the job ran successfully. “Posted” means OAKS has successfully created the statement.

12. Click the DUNNINGA process name to open the Process Detail page.

13. Click the subprocess whose name is AR followed by a 5-digit number.
14. Click View Log/Trace
15. Click the pdf file name to display the letter.

• A separate window opens to display the pdf file.

16. Click File, then select Save As, Print, or Send > Page by E-mail. Send to customer by preferred method.

Blocking a Customer from the Dunning Process

Steps

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Customers > Customer Information> General Information

1. Verify the agency Business Unit in the SetID field on the Find an Existing Value tab.
2. Click Search.
3. Select a Customer
4. Click Correct History at the bottom of the General Info tab page.
5. Click Correspondence Options on the General Info Links dropdown list.
6. Select "Hold" under the Dunning header.
7. Click Save.