Dunning Letters

Overview

Generate Dunning Letters allow the AR Collector role to generate progressively stronger letters to be sent to customers asking for payment of past due invoices. A Dunning Campaign is associated with an Agency and a Dunning Letter Template is associated with a Dunning Campaign.

Step 1 - Create the Dunning Letter Templates

The Dunning Letter Template document allows you to set up dunning letter templates and associate them with each of the aging buckets set up in a dunning campaign.

Identify the Billing Organization associated with the Dunning Letter Template. 

Give the Dunning Letter Template a Code and Description. If you would like to restrict the use of this dunning letter template to the billing organization associated with the template, check Restrict Use by Chart/Org. Leave it unchecked if any billing organization may use the template. 

Submit.

Step 2 - Associate a pdf template with the Dunning Template

Use the Dunning Letter Template Lookup to find the Dunning Template. 

Click an Upload Link to Open the Dunning Letter Template Upload. All templates can be uploaded after clicking any of the Upload Links.

1. Select the appropriate Dunning Letter Template Code.
2. Click Choose File and select the pdf template. Use Adobe Pro to create templates with placeholders that are populated by the Generate Dunning Letters process.
3. Click Add to add the template. 
4. Repeat with remaining templates. 

Step 3 - Create the Dunning Campaign

Give the Dunning Campaign an ID and a Description

Select the Days Past Due. The Days past due reflect the aging buckets. 

Select the Dunning Letter Template that corresponds with the aging bucket selected. Click Add. Continue to add templates for each aging bucket as appropriate. 

Submit. 

Step 4 - Associate the Dunning Campaign with the Agency. 

Edit the Agency and update the Collections Maintenance tab with the Dunning Campaign. The State Agency box can be used to identify different agings and letters for state agencies. Parameter STATE_FINAL_DAYS_PAST_DUE controls the last bucket for state agencies. 

Step 5 - Generate Dunning Letters

Start at the Generate Dunning Letters Lookup. The AR Collector Role can generate dunning letters. All users can access the lookup, results are returned only for users in the AR Collector role. 

Enter a Processing or Billing Chart and Org and other desired criteria. Search. 

Results are returned that match the entered criteria. All invoices are checked by default. Uncheck invoices that should be excluded from dunning letter creation. Click Return Selected to open the Generate Dunning Letters Summary. 

Each award and associated invoices are listed. Click Create to create a pdf file of dunning letters that can be mailed or emailed.