With in CF.012.4 Manage Collections there are seven major pieces:

• CF.012.4.1 Credit History – This ages the receivables into pre-defined brackets of past due. Example: (0-30 past due, 30-60 past due, 60-90 etc.)

• CF.012.4.2 Put in Collections – This inserts and closes Collection records based on the threshold selected for the collections process. (this is done by aging category a piece of Credit History’s aging set).

• CF.012.4.3 Collection Communications – This is the step that will assign and send communications regarding their past dues. (Letters 1, 2, & 3).

• CF.012.4.4 Collection Agreement – This is the optional protocol for setting up a payment arrangement with the student so the college can avoid needing to send them to a real collection agency.

• CF.012.4.5 Post Payment to Student Account – This is a hypothetical step predicated on the assumption we received payment from the student. We then apply the payment. If the payment is received after the student is already at a collection agency, the business process may vary to account for collection agency fees.

• CF.012.4.6 Submit to Collection Agency – This is a hypothetical step predicated on the assumption we have not received payment from the student.

• CF.012.4.7 Write-Off – This process is contingent on accounts that have been to an external collection agency or other collection related activities with in the guidelines of the Washington State Office of Financial Management.

The business process diagram below shows the seven steps of the Manage Collections process.  Follow the link to the first step to access the User Acceptance Test (UAT) Guide.  The guide will contain a business process flow diagram outlining the steps to complete the test activities and correlate to the Quick Reference Guide links that demonstrate how to execute each step.  Once complete, click the link to the next step in the high level flow to access the next UAT Guide.

Printable View of CF.012.4 Manage Collections Flow Diagram

• CF.012.4.1 Credit History
  • Process/Review Credit History
• CF.012.4.2 Put in Collections
  • Process Collections (Put Multiple Students in Collections)
  • Working Collection Items
• CF.012.4.3 Collection Communications
  • Assigning and Sending SF Collections Communications
• CF.012.4.4 Collection Agreement
  • Creating a Collection Agreement
• CF.012.4.5 Post Payment to Student Account
  • Post a Student Transaction
• CF.012.4.6 Submit to Collection Agency
  • Dependent upon College Business Process and Specific Agency Requirements. This will likely be a service indicator to tag/identify agency targeted. Then an extract report with the details the agency needs to begin collection activities. Not a test you will execute.
• CF.012.4.7 Write-Off
  • 9.2 Post/Reverse a Write-off for an Individual Student

• CF.012.4.1 Credit History
  • Collection Agreement Enrollies - will be excluded from credit history crunch when using the query. This is desired as their original past due items are no longer outstanding, aging them with their new installments would close them out of Collection Tables.
• CF.012.4.3 Collection Communications
  • Past Due 1 after first being added to Collection Table.
  • Past Due 2 after being in Collection Table for more than 30 days
  • Past Due 3 after being in Collection Table for more than 60 days
  • Each subsequent letter after the first can be suppressed if they are enrolled in a collection agreement and sent a collection agreement letter.
• CF.012.4.4 Collection Agreement
  • Student Agrees to make payments on past due debt to avoid being sent to an External Collection agency.
• CF.012.4.5 Post Payment to Student Account
  • Posting to Student Account Prior to sent an external collection agency (normal)
  • Posting to Student Account After being sent to an external collection agency
• CF.012.4.7 Write-Off
  • When an account has been through the required threshold of collection activity and the balance remains uncollectable and doubtful.

• CF.012.4.4 Collection Agreement
• Error Condition: After Calculating and Posting (Leave the page).  If you linger and forget you have calculated and posted, and hit calculate and post again with the same check boxes.
  • Expected Behavior: It will double post the Charge and credit.  Making the account messy and not easily fixed.

CF.012.3 Enrollment Cancellation

CF.012.5 SF Transactions to General Ledger