Processing and Printing Dunning Letters

Purpose:  Run the process to print dunning letters in ctcLink.

Audience:  Accounts Receivable staff

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.

Processing and Printing Dunning Letters

ctcLink enables you to use dunning letters 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 SQR and BI Publisher reports. SQR retrieves data from customer and item records, and running the BI Publisher report organizes that data into letters.

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

  1. The Extract Dunning Letter Info page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_DUNNING_JH1 (Institution Code, Dunning Letter, ID).
  3. The Dunning Letter Parameters tab will display.
  4. Use this tab 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.
  5. Enter As of Date.
  6. Enter SetID.
  7. Enter Business Unit.
  8. Enter Customer ID.
  9. Enter Correspondence Customer.
  10. Select Dunning Group = "All Groups".
  11. Select Use Severest Dunning Letter option to print the text from the letter code associated with the highest dunning level along with all past due items for the customer.
  12. Select Run.  Please refer to the Process Scheduling QRG for further instructions.
  13. The Process Scheduler Request page displays.
  14. Select a Server Name.

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 and Dunning Letters processes.
  2. Select OK.
Process Scheduler Request Page
  1. After the process's Run Status = "Success" and its Distribution Status = "Posted", navigate to:

Navigation:  Accounts Receivable > Customer Interactions > Dunning Letters > Print Letter

  1. From the Print Letter Find an Existing Value tab, enter Run Control ID.
  2. Select Search.  The Dunning Letter Print page will display.
  3. Use the Dunning Letter Print page to define the parameters to be used with the Process Scheduler.  Each time you run the SQR process, a Dunning Number is assigned. This number applies to all the letters generated by that process instance.  Make sure to retain the assigned dunning number.
  4. Select Run.  Again, please refer to the Process Scheduling QRG for further instructions.
  5. The Process Scheduler Request page displays.
  6. Select the Dunning Letters - All Levels option.
  7. Select OK.
  8. After the process's Run Status = "Success" and its Distribution Status = "Posted", you can view the generated PDF letter by going back to the Dunning Letter Print page, selecting the Report Manager and locating your Process Instance number.  There will be a PDF link for you to select under the Report column. It will take you to the Report Page where you will locate the file within the File List area. Selecting the PDF link will open your letter.

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.

View Tutorial via Panopto

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