Setting Up Conditions

To set up conditions, use the Condition Definition (AR_COND_DEF), Condition Definition User (AR_COND_DEF_USER), and Condition Priority (AR_COND_PRIORITY) components.

This section provides an overview of conditions and discusses how to:

Set up system-defined conditions.
Set up user-defined conditions.
Reorder condition priorities.

Pages Used to Set Up Conditions

Page Name	Definition Name	Navigation	Usage
Condition Definition	AR_COND_DEF	select Set Up Financials/Supply Chain, then select Product Related, then select Receivables, then select Credit/Collections, then select Condition Definition, then select Condition Definition	Review and define a single system-defined condition. Displays all information for a condition.
Condition Definition User	AR_COND_DEF_USER	select Set Up Financials/Supply Chain, then select Product Related, then select Receivables, then select Credit/Collections, then select Condition Definition User, then select Condition Definition User	Set up user-defined conditions.
Condition Priority	AR_COND_PRIORITY	select Set Up Financials/Supply Chain, then select Product Related, then select Receivables, then select Credit/Collections, then select Condition Priority, then select Condition Priority	Review all conditions at one time. Reorder the priority of a condition. Displays limited information for each condition.

Understanding Conditions

A condition occurs when there is a change of status for a customer's account, such as reaching a credit limit or exceeding a user-defined balance due. A condition also occurs when you create a new deduction or disputed item. The Condition Monitor process checks for customer's accounts or items that meet these conditions and creates an action based on templates and rules that you define. The process looks at the conditions for the customers with the same roles as the role that you select in each condition definition.

PeopleSoft delivers several system-defined conditions. You must set up the system-defined conditions for at least one SetID. Most of the field values for the system-defined conditions are automatically populated by the system. You can also set up your own four-character user-defined conditions. Each condition is monitored at the customer-level or the item-level.

The following table describes the system-defined conditions. You define the details for the condition trigger on the Collection Rule, Assessment Rule, and Assessment Rule User pages. When the Condition Monitor creates an action based on the condition defined on the Assessment Rule User page, it will use the owner (either AR Specialist, Collector, Credit Analyst, or Sales Person) that is stored on the Item instead of the default owner defined on the customer master. The action will not be generated again if it has been marked as complete by a user.

Condition Description	Code	Condition Trigger
Approaching Credit Limit	ACLA	Customers' calculated outstanding balance reaches a certain dollar amount or percentage of their credit limit. The Condition Monitor process multiplies the credit limit that you defined for the customer on the Credit Profile page by the percentage that you defined on the Assessment Rules page to determine the calculated credit limit. Note: You define whether the balance includes in-process payments, unapplied payments, and disputed items on the Installation Options - Receivables page.
Approaching Credit Limit Expiration	ACLD	Customer's credit review date reaches a specified number of days from the run date of the Condition Monitor process. The Condition Monitor process subtracts the number of days that you specify on the Assessment Rules page from the review date the to determine whether to create an action. The customer must have a review date and credit limit on the Credit Profile page to generate an action.
Approaching Credit Card Expiration Date	CCEX	Customer's credit card expiration date reaches a specified number of days from the run date of the Condition Monitor process.
Cancel Credit Hold	CCHD	This condition takes off the credit hold that was added by the Condition Monitor. If a customer’s balance amount in the specified currency is less than the specified amount for the condition, the Condition Monitor creates a CCHD action (Take Off Credit Hold) and changes the End Date to the Current Date for the customer message that was added by Condition Monitor. If the Cancel Hold action type is `Automatic`, Condition Monitor changes the End Date of the hold type customer message to the date when the action is created. If the Cancel Hold action type is `Proposed`, when user performs the action, the End Date of the hold type message changes to the date when the action is performed. Assumes the user uses the CCHD action code in an action template used by the CCHD condition. The CCHD action code is used only for the CCHD condition.
Conversation Follow Up	CFLU	Customer has a conversation meeting one or more of these criteria: Follow-up date is reached. Follow-up action entered. This condition only processes conversations without promises.
Credit Hold Code Exists	CHLD	Customer message containing a credit hold code is placed on the customer's account. See Understanding Hold and Message Codes.
Collection	COLL	Amount and age of customer balances that are overdue.
Customer Promise Date Broken	CPDB	Evaluates if promise has been met based on payments on item referenced in the promise date conversation. This condition also evaluates the promise tolerance date and promise tolerance amount. If promise date + tolerance days is met and total payment is equal or greater than the promise tolerance amount, the condition will set the promise status to Kept and close the promise date conversation. If the promise date + tolerance days is met and total payment is zero or less than the promise tolerance amount, the condition will set the promise status to Broken and create a broken promise action list. If there is no item referenced, the promise will be evaluated as `Broken` based on promise date and tolerance days. The condition priority is 18 and the condition role is Bill To Customer. The CPDB condition will also close promise date conversations that have: A status of Broken with no promise date action, and do not have a review scheduled after the promise date. The Promise Broken Done flag set to yes and do not have a review date after the promise date.
Customer Promise Date Review	CPDR	Creates action list for all promise date conversations requiring follow up. The condition priority is 17 and the condition role is Bill To Customer.
Deduction Item	DEDN	A new deduction item.
Disputed Item	DISP	A new disputed item.
eBill Item	EBIL	A new eBill Payment item.
Exceeded Credit Limit	ECLA	Customers' calculated outstanding balance exceeds their calculated credit limit. The calculated credit limit is the limit that you defined for the customer on the Credit Profile page multiplied by the percentage that you defined over the limit on the Assessment Rules page or the amount that you defined on the page. Note: You define whether the balance includes in-process payments, unapplied payments, and disputed items on the Installation Options - Receivables page.
Exceeded Credit Limit Expiration Date	ECLD	Customer's credit review date is passed. The customer must have a review date and credit limit on the Credit Profile page to generate an action.
Entry Type/Reason Code	ETRC	Items for a specified entry type and reason code reach a specific amount or age. The existence of items with the entry type and reason can also trigger the condition. The Condition Monitor process creates one action for each item with the entry type and reason combination unless you leave the entry reason blank.
Key Statistics Exceeded	KSTE	Comparison of system- or user-defined history ID amount or count for current fiscal period to assessment rule criteria. The system can also trigger the condition based on the percentage change from a prior period's value.
Large Amount Coming Due	LACD	An invoice (or group of invoices) over a specified amount is due in a specified number of days.
Online Item	ONLN	An individual adds an action to an item on the item action list.
Risk Score	RISK	Creates action items based on risk score. The condition priority is 42 and the condition role is Bill To Customer.
Welcome Back Dormant Customer	WBDC	When a customer has not had any activity for a period of time that is specified at the Assessment Rule for this condition, the system sets the customer to `Dormant.` When the first IN (invoice) entry type item is generated after the `Dormant` status, the Condition Monitor generates a Call action to welcome back the customer. The customer must be active in order for this condition to function. Note: A customer is considered dormant if Current Date – Last activity is greater than or equal to the Days specified in this condition. The system marks the customer as dormant and records the date that the customer is set to this status. Assumes CALL action will be used in the Action Template that is used by the WBDC condition.
Welcome New Customer	WCNC	Condition Monitor generates a Call action to welcome the new customer when a customer creates their first invoice and the first invoice meets these conditions: The first invoice is less than or equal to a specified amount of days defined at the WCNC rule. The Current Date of the first invoice As Of Date is less than or equal to the specified Days. Assumes CALL action will be used in the Action Template that is used by the WCNC condition.

Condition Definition Page

Use the Condition Definition page (AR_COND_DEF) to review and define a single system-defined condition.

Displays all information for a condition.

Navigation

select Set Up Financials/Supply Chain, then select Product Related, then select Receivables, then select Credit/Collections, then select Condition Definition, then select Condition Definition

Image: Condition Definition page

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

Description

The system populates the description for system-defined conditions, but you can override the value.

Condition Role

For all conditions except the Conversation Follow Up (CFLU) condition, select the customer role to use for monitoring customer's accounts:

Bill To Customer
Corporate Customer
Correspondence Customer
Remit From Customer

The process looks at the conditions for the customers with the same role that you select here. So when you define customer credit information, it must be set up for the customer that matches the role in the condition definition.

For the Conversation Follow Up (CFLU) condition, the role must be Bill To Customer.

Priority

Enter a priority number that determines the order in which an action for the condition appears in the action list if a customer has multiple actions. The lower the number the higher the action associated with the condition will be.

Condition Priority

Click this link to open the Condition Priority page.

Attributes

Allow Multiple Cond Entries (allow multiple condition entries)

If selected, indicates that you can use the condition in multiple rules for the same assessment level (SetID, customer group, or customer). This option applies only to the Large Amount Coming Due (LACD), Key Statistics Exceeded (KSTE), and Entry Type/Reason Code (ETRC) conditions.

Allow Business Unit Monitoring

If selected, indicates that the system monitors the conditions at the business unit-level if you selected business unit monitoring on the Installation Options - Receivables page. This option applies to the Collection (COLL), Entry Type/Reason Code (ETRC), Key Statistics Exceeded (KSTE), and Large Amount Coming Due (LACD) conditions.

Parameters

The fields in the Parameter group box—Amount, Count, Days, Percent, and # Periods (number of periods)—control the entry of parameters on the Assessment Rule page. Each condition may have one or more parameter flags set. The parameters are system-defined, and you cannot modify them. The values are Required, Optional, or one of the following values:

Only One

You must enter a value in only one of the fields flagged as Only One and the other fields with this flag must be blank.

All or None

You must enter a value in all fields flagged as All or None or leave all of them blank.

One or All

You must enter a value in at least one of the fields flagged as One or All or enter a value in all of the fields with this flag.

The following table lists all of the parameters for each field for each condition. For more information, see Setting Up Actions and Action Templates.

Condition	Amount Currency	Days	Count	Percent	Number of Periods	Explanation
Approaching Credit Limit (ACLA)	One or All			One or All		Either amount or percent must be entered, or both can be entered.
Approaching Credit Limit Expiration (ACLD)		Required				Days is required.
Approaching Credit Card Expiration Date (CCEX)		Required				Days is required.
Cancel Credit Hold (CCHD)	Required					Amount and Currency are required.
Conversation Follow Up (CFLU)						No parameters can be entered.
Credit Hold Exists (CHLD)						No parameters can be entered.
Customer Promise Date Broken (CPDB)						No parameters can be entered
Customer Promise Date Review (CPDR)						No parameters can be entered
Collection (COLL)	Required	Required				Both amount and days are required.
Deduction Item (DEDN)						No parameters can be entered.
Disputed Item (DISP)						No parameters can be entered.
eBill Item (EBIL)						No parameters can be entered.
Exceeded Credit Limit (ECLA)						No parameters can be entered.
Exceeded Credit Limit Expiration Date (ECLD)						No parameters can be entered.
Entry Type/Reason Code (ETRC)	Optional	Optional				Both amount and days are optional.
Key Statistics Exceeded (KSTE)	Only One		Only One	All or None	All or None	Either amount or count must be entered; either percent and period must be entered, or both fields must be blank.
Large Amount Coming Due (LACD)	Required	Required				Both amount and days are required.
Online Item (ONLN)						No parameters can be entered.
Risk Score (RISK)			Required			Count is required.
Welcome Back Dormant Customer (WBDC)		Required				Days is required.
Welcome New Customer Welcome (WCNC)		Required				Days is required.
User-defined (any four-character code)						No parameters can be entered.

Condition Definition User Page

Use the Condition Definition User page (AR_COND_DEF_USER) to set up user-defined conditions.

Navigation

select Set Up Financials/Supply Chain, then select Product Related, then select Receivables, then select Credit/Collections, then select Condition Definition User, then select Condition Definition User

This page is similar to the Condition Definition page. However, you can define only a condition role and assign a priority.

Condition Priority Page

Use the Condition Priority page (AR_COND_PRIORITY) to review all conditions at one time.

Reorder the priority of a condition. Displays limited information for each condition.

Navigation

select Set Up Financials/Supply Chain, then select Product Related, then select Receivables, then select Credit/Collections, then select Condition Priority, then select Condition Priority

This page contains the same fields as the Condition Definition page except that it has fewer fields.

Priority

Enter a new number to reorder the condition priority. The conditions display in priority order. The priority number determines the order in which an action for the condition appears in the action list if a customer has multiple actions. The lower the number the higher the action associated with the condition will be.

Condition

Click a condition link to access the Condition Definition page and view all condition details.