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Setting Up Dunning Letter Processing

To set up dunning letter processing, use the Letter Code (LETTER_CD) and the Dunning (DUNNING_TABLES) components.

This section provides an overview of dunning letter setup and discusses how to:

Pages Used to Set Up Dunning Letter Processing

Page Name

Definition Name

Navigation

Usage

Letter Code

LETTER_CD_TBL

select Set Up Financials/Supply Chain, then select Product Related, then select Receivables, then select Options, then select Letter Code, then select Letter Code

Define letter codes for different levels of dunning letters and the default letter text for the code.

Dunning ID

DUNNING_TBL

select Set Up Financials/Supply Chain, then select Product Related, then select Receivables, then select Credit/Collections, then select Dunning Methods, then select Dunning ID

Define dunning IDs and select a dunning method (by level, by days past due, or by action list).

Dunning Level

DUNNING_LVL_TBL

select Set Up Financials/Supply Chain, then select Product Related, then select Receivables, then select Credit/Collections, then select Dunning Methods, then select Dunning Level

Define the levels for the dunning method that you selected on the Dunning ID page. (This page is not available for a dunning by action list method.)

Understanding Dunning Letter Setup

You define letter codes that specify the text that you want to print on a dunning letter. However, the letter code that you use when you print the letters depends on several other setup factors.

When you define the dunning ID, select a dunning method that determines which items appear in the letters and which letter code to use when you print the letters. You assign the dunning ID to a business unit and override it for individual customers. The AR Dunning Application Engine process (AR_DUNNING) uses the rules for the dunning ID associated with the business unit or customer to generate the dunning letters. This table describes how the method that you select determines which items appear on a letter and which letter code to use for each letter:

Method

Description

Dunning by Action List

Letters are based on the action template assigned to collection and assessment rules. The Condition Monitor Application Engine process (AR_CNDMON) generates dunning letter actions with a specific letter code based on these rules.

The collection and assessment rules determine whether items are eligible for dunning letters based on their amounts past due and the number of days past due.

If you assign a dunning ID to a business unit or customer that uses the action list method, the AR Dunning process always uses the letter code that you specify in the action template.

Note: If you assign a dunning ID to a business unit or customer that contains one of the other methods, the AR Dunning process uses the letter codes specified for the dunning ID and determines whether to use the highest or lowest level based on the parameters in the run control definition.

Dunning by Level

Letters are based on sequential levels (and intervals between levels), instead of the age of past due items. Each item passes through each dunning level, without skipping any levels, during each qualified letter extract process. The AR Dunning process determines whether any items are past due. If there are past due items, the process determines the level of the last dunning letter sent. The process also determines if the interval has elapsed for the waiting period between the levels. If the criteria are met, the process increments the level to the next level and sends the letter associated with the level in the dunning ID.

Note: When you set up Dunning Levels, set up the Level 01 interval equal to zero to indicate to the Dunning process that no interval must elapse to advance to the next level based on the first time you run the Dunning process using the Dunning by Level method.

Dunning by Days

Letters are based on the number of days past due. A letter to each customer can contain past due items that fall into different levels based on the days past due. With this method, the items can skip levels between two sequential dunning letters.

The process sends the letter associated with the level in the dunning ID.

If you use dunning by level or dunning by days, you associate each letter code with a dunning level and assign the letter code with the least severe text to the lowest dunning level and the letter code with the most severe text to the highest dunning level. When you run the AR Dunning process, you choose to use either the highest or lowest dunning level. For example, if you have items that fall into the defined bracket for levels two and three and you select to use the lowest dunning level for a letter that includes all past due items, then the process prints the text from the letter code that you assigned to the second dunning level.

Besides the dunning method, the dunning ID determines when items are excluded from a letter—such as deduction or disputed items—and whether the letter is generated.

Letter Code Page

Use the Letter Code page (LETTER_CD_TBL) to define letter codes for different levels of dunning letters and the default letter text for the code.

Each letter code should be unique. You should create a letter code for each text variation and not use the same letter code that you used for other letters.

To print a separate letter for outstanding items in each age range, create a separate letter template for each letter code.

If you do not use the delivered letter codes provided, then you must change the BI Publisher template that formats the letter.

Dunning ID Page

Use the Dunning ID page (DUNNING_TBL) to define dunning IDs and select a dunning method (by level, by days past due, or by action list).

Image: Dunning ID page

This example illustrates the fields and controls on the Dunning ID page. You can find definitions for the fields and controls later on this page.

Dunning ID page

Dunning Level Page

Use the Dunning Level page (DUNNING_LVL_TBL) to define the levels for the dunning method that you selected on the Dunning ID page.

(This page is not available for a dunning by action list method.)

Image: Dunning Level page

This example illustrates the fields and controls on the Dunning Level page. You can find definitions for the fields and controls later on this page.

Dunning Level page

The fields that appear on this page depend on the method that you selected and on whether you selected the Include Dunning Letter Charge check box on the Dunning ID page.

Changing Dunning Letter Layouts

You can create your own dunning letters and configure them to match the different credit approaches that you take with your customers or to change the letter layout. If you use the All Levels Dunning Letter (ARX33000 or ARX33A00) report that includes all past due items regardless of their age, you use the Letter Code page to configure the text for each dunning level. Specify whether or not to use the letter code assigned to the highest or lowest level when you run the AR Dunning process.

To print a separate letter for past due items in each age range associated with dunning levels, use the Level 1 Dunning Letter (ARX33001 or ARX33A01), Level 2 Dunning Letter (ARX33002 or ARX33A02), and Level 3 Dunning Letter (ARX33003 or ARX33A03) reports. The system uses the text for the letter code assigned to the appropriate dunning level. For example, if all items fall in the age range for dunning level one, use the Dunning Level 1 letter. If you have more than three dunning levels and letter codes, you must create your own dunning letters for each additional letter code and dunning level combination.

Note: (NLD) Use the ARX33A00, ARX33A01, ARX33A02, and ARX33A03 reports only if you have enabled business units to print the acceptgiro data on dunning letters.

See (NLD) Understanding Acceptgiro Form Printing.

When creating new dunning letters, Oracle recommends that you copy an existing dunning letter and save it using the naming conventions established for existing files. All the delivered files begin with AR. Oracle suggests using ARU to differentiate files that are user-created or -modified.

This section discusses how to:

  • Modify and create queries.

  • Add fields to dunning letters.

  • Create additional letter layouts.

Modifying and Creating Queries

If you do not use the delivered letter codes, you must modify the WHERE clause of the query to reflect the new letter codes in PeopleTools. This procedure can also be used to add fields to dunning letters or to create new queries by copying, renaming the files, then modifying the new file.

To modify the WHERE clause of a query:

  1. Select select Reporting Tools, then select Query, then select Query Manager.

  2. In the Search By field, enter the ARX33001 (ARX33001- Level 1 Dunning Letter) or the report ID for the appropriate letter that you want to change and click Search.

  3. Click the Edit button and then select the Criteria tab.

    The Criteria page displays the fields in the query.

  4. Click the Edit button for the criteria that you want to change.

    The Edit Criteria Properties page appears.

    Change the Expression 2 fields, as needed. For example, to use letter code 8 instead of 1, enter 8 in the Constant field for Expression 2.

  5. Click OK and then select the appropriate option at the bottom of the Criteria page.

    • Click Save to save the query with the exact name and the same criteria as the original query.

    • Click the Save As link to save the query with a different name; the original query does not change.

    • Click the New Query link to create a new query; any changes to the existing query are lost.

  6. After you save the query, click Run to run the query.

Adding Fields to Dunning Letters

Suppose that one of the sample dunning letters comes close to suiting your needs, but you want to display one or two additional database fields on the letter. To do so, you must change the AR Dunning Application Engine extract (AR_DUNNING), the query, and the BI Publisher template.

Editing BI Publisher reports is covered in detail in PeopleTools: BI Publisher for PeopleSoft.

See PeopleTools: BI Publisher for PeopleSoft, "Creating Report Templates" and "Defining Report Definitions."

To add fields to dunning letters:

  1. Review the fields on the DUN_CUST and DUN_CUST_DTL tables that store the data, adding more fields if necessary.

    Try to use the additional fields that already appear on these tables. If you do not see a field that provides the information that you want to appear on the dunning letter, then you must add that field.

  2. Add fields to the AR Dunning process and the temporary table AR33000_TMP.

  3. Add fields to the query.

  4. Place fields on the report and update the letter layout.

  5. Open the Crystal report directly in Crystal or in two-tier using PeopleSoft Application Designer.

    Select select Go, then select Query then click the Run to Crystal Report button. Select select Insert, then select Database Field and select the new field from the list.

  6. Use Crystal Reports to make any necessary formatting changes to the report.

See Oracle's My Oracle Support for more information about Crystal Reports: https://support.oracle.com.

Creating Additional Letter Layouts

If you have more than three letter codes and you generate dunning letters that include items in a single dunning level, you must create additional letter templates using BI Publisher.

Creating BI Publisher report templates is covered in detail in PeopleTools: BI Publisher for PeopleSoft.

See PeopleTools: BI Publisher for PeopleSoft, "Creating Report Templates" and "Defining Report Definitions."

To create additional letter layouts:

  1. Create a new query in PeopleSoft Query that references AR33000_TMP using Crystal Reports to copy one of the other dunning letter reports.

    Name the file using the first seven characters of the query name plus the .RPT file extension (for example, ARU3304.RPT).

  2. Create a new letter layout (called a report in Crystal Reports or template in BI Publisher).

  3. Add or delete the desired fields in the report, format the new report, and save it.

  4. Link the new letter and query.

  5. Format the letter.

  6. Add a process definition for the new dunning letter to the Process Scheduler Request page by copying an existing process definition, using RUN_AR33000 as the page group, and adding the new process definition to the AR ALL security group.

See Oracle's My Oracle Support for more information about Crystal Reports:https://support.oracle.com.