Collection Letter

The product supplies a base collection letter extract algorithm C1-LTR-CLLDC. It includes the common record types as described above as well as additional records with new record types. These records are described below.

Note: Please note that there may be space and display limitations in the designed letter with respect to field lengths. For example, several control table descriptions are included and are 60 bytes. The designed letter may not allow for 60 bytes for a description and could cut off some information. Please work closely with the letter template designers for your letters.

Record Types

The following table lists the record types used for the collection letter.

Record Type

Description

Notes

1600 Overdue Process record Required. 1 per letter.
Note The subsequent record types depend on the 'collecting on' object for the overdue process. The algorithm supports 'collecting on' object of obligation or assessment. If it's obligation, then record types 1620 and 1622 are populated. If it's assessment, then record types 1650 and 1652 are populated.  
1620 Overdue Process Obligation record A record will exist for each obligation linked as a 'collecting on' object to the overdue process.
1622 Overdue Process Obligation Debt Category record A record will exist for each combination of obligation and debt category for outstanding debt.
1650 Overdue Process Assessment record A record will exist for each assessment linked as a 'collecting on' object to the overdue process.
1652 Overdue Process Assessment Debt Category record A record will exist for each combination of assessment and debt category for outstanding debt.

Sort Key

The following table describes the structure of the sort key and the values for the collection letter record types.

Field Name

Format

Source / Value / Description

LTR_​TMPL_​CD A12
CC_​ID A10  
CC Record Group A2 30 - Collection type letters
Sub Record Group A2

This field forces the subordinate records into the correct order. Values:

10 – Overdue Process record

20 – Overdue Process Obligation record

30 – Overdue Process Obligation Debt Category record

40 – Overdue Process Assessment record

50 – Overdue Process Assessment Debt Category record

Mailing Key

Mailing key contains the postal code.

Letter Information

The following shows the letter information for the collection letter record types together with their associated record type, sort and mailing key.

Overdue Process Record

This record contains information about the overdue process and event that triggered the letter.

Field Name

Format

Source / Value / Description

Record Type A4 "1600"
Sort Key A26  
Mailing Key A15  
OD_​PROC_​ID A12 CI_​OD_​PROC_​LOG / Overdue process that triggered the letter.
OD_​EVT_​SEQ N3 CI_​OD_​PROC_​LOG / Overdue event that triggered the letter.
ACCT_​ID A10 CI_​OD_​PROC / Account being collected on.
OD_​PROC_​TEMPL_​CD A12 CI_​OD_​PROC / Overdue process template.
DESCR A60 CI_​OD_​PROC_​TMP / Description of the overdue process template (using the language of the customer contact's Person).
CRE_​DTTM DT25 CI_​OD_​PROC / Date/time that the overdue process was created.
CURRENCY_​CD C3 CI_​OD_​PROC / Currency for the amount.
CHAR_​TYPE_​CD C8 CI_​OD_​PROC_​TMP/Char Type of Objects Collecting On

Overdue Process Obligation Record

If the Overdue Process is 'Collecting On' Obligations, this record contains the obligation details. There will be 1 record for each obligation in the collection.

Field Name

Format

Source / Value / Description

Record Type A4 "1620"
Sort Key A26  
Mailing Key A15  
SA_​ID A10 CI_​SA / Id of the Obligation
START_​DT N10 CI_​SA / Start Date of the Obligation
END_​DT N10 CI_​SA / End Date of the Obligation
DESCR A60 CI_​SA_​TYPE_​L / Description of the Obligation Type (using the language of the customer contact's Person)

Overdue Process Obligation Debt Category Record

If the Overdue Process is 'Collecting On' Obligations, this record contains the breakdown of the credit allocation by debt category for the given obligation. This is done by calling the "determine balance details" business service (BS). A record exists for every debt category for the obligation's FTs that have outstanding debt.

Note: Please note that extract produces a row for each unique debt category that has a balance for each obligation. Your implementation may define granular debt categories, if desired. Please work closely with the letter template designers for your letters to ensure that the display of the debt details allows for the number of possible debt categories for your obligations.

Field Name

Format

Source / Value / Description

Record Type A4 "1622"
Sort Key A26  
Mailing Key A15  
SA_​ID A10 CI_​SA / Id of the Obligation
DEBT_​CAT_​CD A8 From Determine Balance Details BS / Debt category
DESCR A60 From Determine Balance Details BS / Description of Debt Category. (using the language of the Customer Contact's Person)
C1_​DEBIT_​AMT N13.2 From Determine Balance Details BS / Assessed Amount
C1-PAY_​AMT N13.2 From Determine Balance Details BS / Payment Amount
C1_​WV_​AMT N13.2 From Determine Balance Details BS / Waive Amount
C1_​WO_​AMT N13.2 From Determine Balance Details BS / Write Off Amount
C1_​OC_​AMT N13.2 From Determine Balance Details BS / Other Credit Amount
C1_​BAL_​AMT N13.2 From Determine Balance Details BS / Balance Amount
DEBT_​TYPE_​FLG A4 From Determine Balance Details BS / Debt Type

Overdue Process Assessment Record

If the Overdue Process is 'Collecting On' Assessments, this record contains the assessment details. There will be 1 record for each assessment in the collection.

Field Name

Format

Source / Value / Description

Record Type A4 "1650"
Sort Key A26  
Mailing Key A15  
FT_​ID A12 CI_​FT / FT Id of the Assessment
FREEZE_​DTTM N26 CI_​FT / Freeze Date Time of Assessment
SA_​ID A10 CI_​SA / Id of the Assessment’s obligation
START_​DT N10 CI_​SA / Start Date of the Assessment’s obligation
END_​DT N10 CI_​SA / End Date of the Assessment’s obligation
DESCR A60 CI_​SA_​TYPE_​L / Description of the Assessment’s Obligation Type (using the language of the customer contact's Person)

Overdue Process Obligation Debt Category Record

If the Overdue Process is 'Collecting On' Assessments, this record contains the breakdown of the credit allocation by debt category for the given assessment. This is done by calling the "determine balance details" business service (BS) for the assessment's obligation and then retrieving the detail specific for this assessment. A record exists for every debt category for the assessment's related FTs that have outstanding debt.

Note: Please note that extract produces a row for each unique debt category that has a balance for each assessment. Your implementation may define granular debt categories, if desired. Please work closely with the letter template designers for your letters to ensure that the display of the debt details allows for the number of possible debt categories for your assessments.

Field Name

Format

Source / Value / Description

Record Type A4 "1652"
Sort Key A26  
Mailing Key A15  
FT_​ID A12 CI_​FT / Id of the Assessment
DEBT_​CAT_​CD A8 From Determine Balance Details BS / Debt category
DESCR A60 From Determine Balance Details BS / Description of Debt Category. (using the language of the Customer Contact's Person)
C1_​DEBIT_​AMT N13.2 From Determine Balance Details BS / Assessed Amount
C1-PAY_​AMT N13.2 From Determine Balance Details BS / Payment Amount
C1_​WV_​AMT N13.2 From Determine Balance Details BS / Waive Amount
C1_​WO_​AMT N13.2 From Determine Balance Details BS / Write Off Amount
C1_​OC_​AMT N13.2 From Determine Balance Details BS / Other Credit Amount
C1_​BAL_​AMT N13.2 From Determine Balance Details BS / Balance Amount
DEBT_​TYPE_​FLG A4 From Determine Balance Details BS / Debt Type

How the Address is Determined

The address is retrieved as described in Determining Address.

Note: If an address is not found, the letter is not produced and a warning is issued by the background process responsible for creating the letter extract file.