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Use Oracle Reports to update the content of these letters before you assign them to your dunning letter sets. You can then assign these sets to your customer and site level profiles.

If you choose to inactivate a dunning letter that you have already assigned to a dunning letter set, Receivables displays a warning message.

Prerequisites

   Define your dunning letters

   To define a dunning letter set:

1. Navigate to the Dunning Letter Sets window.

2. Enter the Name and a Description for this dunning letter set.

3. To resend the last letter that was sent within this dunning letter set, check the Resend Last Letter check box. If you also check the Send Letters in Sequence check box for a dunning letter set, Receivables will only resend a letter if the past due date range has not been exceeded. For example, you already sent the second dunning letter in the set, but you submit dunning letters again before the third dunning letter is due. If both the Send Letters in Sequence and Resend Last Letter check boxes are checked, Receivables will only resend the second letter in the set.

Note: If Resend Last Letter is Yes but Send Letters in Sequence is No, the Dunning Letter Generate program will select the dunning letter with a Days Past Due range that includes the number of days that the oldest outstanding debit item is past due. In this case, a customer may receive the same dunning letter twice.

4. To take into account the receipt grace days you specified for the customer or customer site profile to which you will assign this set, check the Use Grace Days check box. Grace days help to determine which customers and sites are selected for your dunning submissions and which letters they will receive. See: Defining Dunning Profiles for Customer and Customer Sites.

5. To include items that have been placed in dispute in all letters within this set, check the Dun Disputed Items check box. You can place items in dispute in the Customer Calls and Transactions windows. Receivables also places a debit item in dispute when there are pending adjustments against it.

6. To include finance charges for all dunning letters within this set, check the Finance Charges check box. To also calculate finance charges on items in dispute, check the Finance Charges on Disputed Items check box. Receivables uses the values you specify for finance charges in your customer and site profiles to calculate the total amount of finance charges displayed on the Invoices section of your dunning letters for each currency of past due items. See: Calculating Finance Charges When Printing Dunning Letters.

7. To include On-Account and Unapplied receipts in this set, check the Include Unapplied Receipts check box. If you include these receipts, Receivables groups them together with the past due invoices in the same currency to show the net balance in that currency for a customer or site.

Note: Checking the Include Unapplied Receipts check box only affects whether these receipts are actually printed on your dunning letters. Unapplied and on-account receipts are always included before finance charges are calculated.

8. To maintain the order in which Receivables sends letters in this set, check the Send Letters in Sequence check box. Sequencing lets you control and incrementally increase the severity of your dunning letters. If you check this check box, Receivables ignores the value of the Resend Last Letter check box.

Attention: If both the Send Letters in Sequence and Resend Last Letter check boxes for this dunning letter set are not checked, the Dunning Letter Generate program will not select and generate a dunning letter that has already been sent to this customer unless the one of the following is true:

• A new debit item exists for this customer that is past due for a number of days which falls within the Days Past Due range of a dunning letter that was previously sent, and this item was not included in that letter.

or

• A past due invoice was included in the previous letter, even though it did not fall into that letter's date range. The previous letter may be resent if the invoice is still open and falls into the current letter's date range.

9. Choose the dunning method for this dunning letter set. Choose Days Overdue for the standard dunning method in which each letter is based on the number of days outstanding items are past due. Choose Staged Dunning to send dunning letters based on the dunning level of past due debit items. With Staged Dunning, Receivables increments the dunning level by 1 each time a transaction is selected for dunning.

10. Enter the dunning Letter Name to include in this set.

11. If you chose the Days Overdue dunning method, enter the minimum number of Days Past Due From (less receipt grace days) that a customer's oldest invoice, debit memo, credit memo, chargeback and unapplied and on-account payment must be to receive this dunning letter.

In the Days Past Due To field, enter the maximum number of days past due (less receipt grace days) that a customer's oldest invoice, debit memo, credit memo, chargeback and unapplied and on-account payment must be to receive this dunning letter. Enter '999999' for the last letter in this dunning letter set to ensure that customers to whom you assign this dunning letter set always receive dunning letters for their oldest outstanding debit items. See: Specifying a Days Past Due Range.

12. If you chose the Staged Dunning method, enter a number in the Dunning Level From field to indicate the minimum dunning level that a customer's oldest invoice, debit memo, or chargeback must be assigned to receive this dunning letter.

Enter a number in the Dunning Level To field to indicate the maximum dunning level that a customer's oldest invoice, debit memo, or chargeback must be assigned to receive this dunning letter.

Enter the minimum number of days (Min Days) that must pass before Receivables will increment an item to the next dunning level. For example, if an item is assigned a dunning level of 2 on March 1 and you set this field to 15 for dunning level 3, Receivables will not increment the dunning level for this debit item to level 3 until March 16, even if the dunning letter generate program is run before that date.

Suggestion: If you set the Dunning Level From-To range to the same number for each letter, the dunning levels for your customer's past due items will correspond to the number of times they have been selected for dunning. For example, if the Dunning Level range for the third dunning letter in your set is From 3 To 3, only past due items that have been selected for dunning three times will appear in that letter.

13. To include all of this customer's debit items that are not yet due in this dunning letter, check the Include Current check box. Receivables determines that a debit item is not yet due if its due date is later than the As of Dunning Date that you specify for your dunning submission. Receivables displays the number of Days Late as a negative number for items that are not yet due.

14. To send copies of the invoices that this dunning letter includes with this dunning letter, check the Invoice Copies check box.

15. Repeat steps 10 through 14 for each dunning letter to add to this set. The order in which your letters appear in the Letter Name region determines the sequence in which they will be sent.

16. Save your work.

See Also

Customer Profile Classes

Defining Dunning Profiles for Customers and Customer Sites

Calculating Finance Charges When Printing Dunning Letters

The sum of finance charges on past due items in a particular currency appear on a dunning letter after the subtotal of the balance due for all of the past due debit items in this currency.

If the Finance Charges check box is not checked for a customer's dunning letter set that your dunning submission includes, this customer's dunning letters will not display any finance charges.

See Also

Setting Up Receivables to Calculate Finance Charges

Using Dunning Letters