Creating Customer Statements

• ReferencesReferences

  ORC Section 126: OFFICE OF BUDGET AND MANAGEMENT

OAKS FIN provides customer statements containing all items open as of a specified date. Customers can request these statements or they can be used within an agency to resolve account discrepancies.

The statement lists all open items, including credit and debit memos, for the customer. The balance shown is the total balance, with subtotals for the standard aging categories.

Statement runs are controlled by a Run Control ID. When running a report, either create a run control ID or look up an existing run control ID. To reduce impact on the servers, it is recommended that a single run control ID be created to reuse each time that report is run, changing the parameters as necessary. The combination of the Run Control ID and the User ID uniquely identifies the user’s preferences for running a report or process in OAKS FIN, and when searching, the user sees only his or her own Run Control ID (s).

• A request for a statement from either the customer or the agency must have been received before performing this process.

Creating the Statement

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Accounts Receivable > Customer Interactions > Statements > Create Customer Statements

Running the Statement 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 Statements Parameters page displays.

2. Enter the date through which the statement should display data in the As of Date field.

• This field defaults to the current date.

3. Enter the agency code into both the Unit and SetID fields.
4. Deselect the Balance Forward check box.
5. Enter a valid Customer ID in the Customer field.

• If a Customer ID is not entered, OAKS FIN will create statements for EVERY customer associated with that agency.
• The State does not use the Correspondence Customer field.

6. Click Save.

7. Click Run.

• The Process Scheduler Request page displays.

8. Do not change entries for Server Name, Recurrence, Run Date, or Run Time fields. Use the default settings for immediate processing.

9. Click the PS/AR Statements checkbox.at the left of the row in which the Process Type is PSJob.

• The first process extracts data for the statements, while the second (PSJob) is a combined operation that runs all necessary processes in sequence to produce printable statements.

10. Click OK.

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

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

• The Process List page displays.

13. Click Refresh periodically, until Run Status displays Success, and Distribution Status displays Posted for the STATEMNT job.

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

14. Click the Process Name, "STATEMNT" link.

• The Process Detail page displays.

15. Click on the AR_STMT Success link dropdown to retrieve the statement number.

16. Click on the AR_STMT1 Success link.

• The Process Detail page displays.

17. Click Message Log.

• The Message Log window displays.

18. Scroll down to view the Statement ID.
19. Copy (or make note of) the ID number to use in a future step.
20. Proceed to steps below for printing the statement.

Printing the Statement

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Accounts Receivable > Customer Interactions > Statements > Print Statements

1. Search for and select an existing Run Control ID or click the Add New Value tab to create a new Run Control ID.
   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 Statement Print page displays.

2. Enter the Statement Number (copied or noted from step 18 above).
3. Click Run.
4. Click OK on the warning message that displays.

• The Process Scheduler Request page displays.

5. Select the checkbox next to PS/AR Statements Print.
6. Click OK.
7. Click the Process Monitor link to review the status of the run request.

• The Process List page displays.

8. Click Refresh periodically, until Run Status displays Success, and Distribution Status displays Posted for the ARSTPRT job.

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

9. Click Go back to Print Statements link.

• The Statement Print page displays.

10. Click Report Manager link.

• The Report Manager page displays.

11. Click the pdf file name.

• The statement displays.

12. Click File > Print.

Blocking a Customer from Statements

Steps

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

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