Collecting Receivables

This chapter provides an overview of receivables collection and discusses how to:

• Assign collection items to collectors and worklists.

• Work collection items.

• Update collection letter information.

• Process collection letters.

• Add to a collector's queue without using worklists.

• View customers and corporations that are in collection.

Understanding Receivables Collection

This section lists prerequisites and common elements and provides an overview of receivables collection.

Prerequisites

Before you can move items into or out of the collection system, you must run the Credit History (RUNCTL_CREHIST) process to determine the aging categories in which past due items belong.

See Also

Processing and Reviewing Customer Credit History

Common Element Used in This Chapter

Receivables Collection

The Collect Receivables feature provides early intervention for past-due accounts. The feature interacts with PeopleSoft Workflow to assign collections items to the worklist of specific users. In addition, the feature interacts with the 3Cs (communications, comments, and checklists) from Campus Community to generate automated collection (dunning) letters. All the information that is needed to manage the collections cycle is compiled in one location and can be reviewed and updated by collectors and supervisors.

Assigning Collection Items to Collectors and Worklists

This section discusses how to:

• Assign collection items to collectors.

• Assign collection items to worklists.

Pages Used to Assign Collection Items to Collectors and Worklists

Assigning Collection Items to Collectors

Access the Process Collections page (Student Financials, Collections, Process Collections).

Option

Parameters

The Assign Collector (SFCOLLEC) process assigns each receivable that is eligible for collection to a collector based on the collection criteria that you established during your collections setup. It creates new collection records for items moved into collections for the first time. In addition, it updates the collection records for items that have been resolved or modified since the last time the process was run.

See Also

Setting Up Business Units

Assigning Collection Items to Worklists

Access the Assign Collections Worklist page (Student Financials, Collections, Assign Customers to Worklist, Assign Collections Worklist).

The Collections (SSF_ASGNWORK) process (if you assign collection items by user ID) or the Collections Role SSF_ASGNWORK process (if you assign collection items by role) routes collection items to the worklist of the appropriate collector.

Note. If you access this page using the Assign Org Worklist component, you can choose to run the Process Org Collections process (if you assign collection items by user ID) or the Process Org Role Collections process (if you assign collection items by role) when you click Run. These processes route organization collection items to worklists rather than student collection items.

Working Collection Items

This section provides an overview of collection items and discusses how to:

• View demographic information and collection items.

• Select collection letter templates for collection items.

• Record collection steps and follow-up actions for collection items.

Understanding Collection Items

After you assign collection items to the appropriate worklists, your collectors can begin working each item.

Working Student Collection Items

Collectors and supervisors use the Demographic Information and Collection Information pages to work student collection items. You can access these pages using three different components:

• Customer Conversations

  Collectors normally use the Customer Conversations component to manually create a collection record for a past-due item without running the Assign Collector process.

• Customer Conversations Wrklst (customer conversations worklist)

  This is the most common component that collectors use to work student collection items. It is also the most secure method for working collection items because collectors can access this component only through their personal worklists.

• Customer Conversations Update

  This component is the least secure of the three. It is intended for users in a supervisory position who check and update the work of the collectors at your institution. Using this component, a supervisor can access any collection item that is associated with a given business unit.

Working Corporate Collection Items

Collectors and supervisors use the Demographic Information and Cust Conv Coll (customer conversation collection) pages to work corporate collection items. You can access these pages using three different components:

• Org Customer Conversations (organization customer conversations)

  Collectors use this component to work corporate collection items in the same way that they use the Customer Conversations component to work student collection items.

• Org Customer Convers Wrklst (organization customer conversations worklist)

  Collectors use this component to work corporate collection items in the same way that they use the Customer Conversations Wrklst component to work student collection items.

• Org Customer Convers Update (organization customer conversations update)

  Collectors use this component to work corporate collection items in the same way that they use the Customer Conversations Update component to work student collection items.

Pages Used to Work Collection Items

Viewing Demographic Information and Collection Items

Access the Demographic Information page (Student Financials, Collections, Collection Effort, Begin Customer Collection, Demographic Information).

ID	Displays the ID of the student whose collection items you are working. The name of the student appears to the right of this field. If you access this page from the Customer Conversations component or the Customer Conversations Update component, use this field to select the student whose collection items you want to work.
Dunning Letter Info (dunning letter information)	Click to access the Collections Dunning Letter secondary page.
Reason In	Displays the reason in code that is associated with the collection record. If you are using this page to manually create a collection record, use this field to select a reason in code for the collection record.
Get Credit History	Click to access the Credit History secondary page.

Phone Info

This scroll area displays all of the phone numbers that are associated with the student. If you select the check box next to one of the phone numbers, the selected phone number appears in the Phone field on the Collection Information page.

Selecting Collection Letter Templates

Access the Collections Dunning Letter page (click the Dunning Letter Info link on the Demographic Information page).

Template Code	Enter the code of the collection letter template that you want to attach to the collection record.
Template Assign Date	Enter the date on which you assigned the template to this collection record.
Template Status	Displays the status of the collection letter template.
Date Time	Displays the date and time that the Collections Dunning Letter process creates a communication record for a letter.
Mail Status	Displays the status of the individual collection letter.

Note. If you attached a collection letter template to the collection criteria of the collector who is responsible for the collection items, the system enters this information automatically when you run Process Collections.

See Also

Setting Up Collection Letter Templates

Recording Collection Steps and Follow-Up Actions for Collection Items

Access the Collection Information page (Student Financials, Collections, Collection Effort, Begin Customer Collection, Collection Information).

Note. The Cust Conv Coll (customer conversation collection) page is identical to this page.

Communication

Use this group box to record communication activity that you perform for this collection record that lies outside of the automated letter generation process.

Checklist

Use this group box to record any checklist activity that you perform for this collection record.

Comments

Use this group box to record any comment activity that you perform for this collection record.

See Also

Managing Communications

Managing Comments

Managing Checklists

Updating Collection Letter Information

At some point during the collection process, you may need to review and update the status of a collection letter template that is assigned to a student collection record. Two pages are available for this purpose, one for student collection letters and one for corporate collection letters. Both pages have identical functionality.

Note. You cannot modify the Template Assign Date field or the Template Code field on either of these pages.

See Also

Selecting Collection Letter Templates

Setting Up Collection Letter Templates

Pages Used to Update Collection Letter Information

Processing Collection Letters

The Collect Receivables feature enables you to generate automated collection letters to send to customers with past-due items. Based on the collection letter templates that you assign to your collection records, the Collections Dunning Letter process determines which letters to send and creates a communication record for them in PeopleSoft Campus Community. Your Campus Community personnel use these communication records to run a letter generation process to generate the letters. In addition, for every letter requiring generation, the process updates its mail status in Student Financials to Sent. The process updates the template status of any affected collection letter template to Complete.

See Also

Managing Communications

Page Used to Process Collection Letters

Adding to a Collector's Queue Without Using Worklists

This section discusses how to:

• Manually add students to collections.

• Manually add corporations to collections.

Pages Used to Add to a Collector's Queue Without Using Worklists

Manually Adding Students To Collections Without Using The Workflow Process

Access the Collection Placement page (Student Financials, Collections, Put Customers in Collection, Collection Placement).

The Collection Placement page enables you to assign collectors to students or corporations. However, you must run the Credit History process first, which uses aging categories against students or corporations to determine who should be placed in collection

Manually Adding Corporations To Collections Without Using The Workflow Process

Access the Collection Placement page (Student Financials, Collections, Put Corporations in Collection). This page is identical to the page for customers.

Viewing Customers or Corporations That Are in Collection

This section discusses how to:

• View customers in collection.

• View corporations in collection.

Pages Used to View Customers or Corporations That Are in Collection

Viewing Customers in Collection

Access the Collector Queue page (Student Financials, Collections, Collection Effort, View Customer Collector Queue, Collector Queue).

Collection ID and Status

Click to either link to view the Demographic Information page.

Viewing Corporations in Collection

Access the Collector Queue page (Student Financials, Collections, Collection Effort, View Corporate Collector Queue, Collector Queue). This page is identical to the page for customers.