9.2 Generating Dunning Letters

Purpose: Generate dunning letters using ctcLink.

Audience: Accounts Receivable staff

Dunning letters are used to communicate information to customers such as their account balance, items in their account, and the age of the items in their account.

To generate dunning letters for specific customers, you need to run a single, two-step process that uses Structured Query Reports (SQR) and BI Publisher.  SQR retrieves data from customer and item records, and BI Publisher organizes that data into letters.

You must have at least one of these local college managed security roles:

  • ZZ AR Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Generating Dunning Letters

Navigation:   Accounts Receivable > Customer Interactions > Dunning Letters  > Extract Dunning Letter Info

  1. The Extract Dunning Letter Info run control ID search page displays.  It defaults to the Find an Existing Value tab.
  2. You can run this process by searching for an existing run control ID or you can create a new one.
  3. This QRG assumes you already have an existing run control ID.   Enter it into the Run Control ID field.
  4. Select Search.
Extract Dunning Letter Info Find an Existing Value page
  1. The Dunning Letters Parameters page displays.  Use it to enter the request parameters.  These parameters will be used to define the processing rules and data to be included when the process is run.
  2. Enter Customer ID.
  3. Enter Correspondence Customer.
  4. Select Run.
Dunning Letters Parameters page
  1. The Process Scheduler Request page displays.  Use it to enter or update parameters, such as server name and process output format.

You must select a Server Name to identify the server on which the process will run.  If you use the same Run Control ID for subsequent processes, the server name that you last used will default in this field.

  1. Select the AR Dunning option.
  2. Use the Type list to select the type of output you want to generate for this job. Your four choices are:
    • File
    • Printer
    • Email
    • Web
  3. Use the Format list to define the output format for the report.  The values are dependent upon the Process Type for the process you have selected.
  4. Select OK.
Process Scheduler Request page
  1. The Process Scheduler Request page disappears.  The updated Dunning Letters Parameters page displays.  Note the Process Instance number.
  2. Select Process Monitor.  Refer to the Process Monitor QRG for instructions.
updated Dunning Letters Parameters page
  1. Use the Process List page to view the status of submitted process requests.
  2. The initial status of the process is Queued.  The process is finished when the status is Success.
  3. Continue to select the Refresh button until the status is Success.
  4. The Run Status is now Success.
Process List page
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

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