Defining and Issuing Reminder Letters

This section provides institutions who use global invoicing an example of how to define and issue invoice Reminder Letters.

Reminder Letters can be generated for open invoices after the due date has passed.

Reminder Letters can include fields such as: original invoice amount, any payments, remaining unpaid balance and the number of days passed due. Institutions define a minimum balance as selection criteria when sending reminder letters. A minimum balance can be utilized at the invoice. Like the invoice, the reminder letter can include a payment voucher.

Reminders are tracked at the student level for each invoice through Campus Community Communications.

Student Financials uses Campus Community Communications Engine to generate reminder letters. The Communications Engine process supports Population Selection and uses Queries and Equations to determine who receives a Reminder Letter and what data is available to the template.

Note:

The information below pertains to the Global Invoicing .

For more information about the setup and generation design of communications, see Campus Community Fundamentals.

Pages Used to Define and Issue Reminder Letters

Page Name	Definition Name	Navigation	Usage
Communication Data Source	SCC_CG_DTASRC	Campus Community, and then Communications, and then Set up Communications, and then Communication Data Source	Define communication data source.
Report Definition	PSXPRPTDEFN	Reporting Tools, and then XML Publisher, and then Setup, and then Report Definition	Define invoice Reminder Letter properties.
Report Definition — Template	PSXPRPTTMPL	Reporting Tools, and then XML Publisher, and then Setup, and then Report Definition, and then Template	Define template properties.
Report Definition — Output	PSXPRPTOUT	Reporting Tools, and then XML Publisher, and then Setup, and then Report Definition, and then Output	Define output properties.
Report Definition — Bursting	PSXPRPTBURST	Reporting Tools, and then XML Publisher, and then Setup, and then Report Definition, and then Bursting	Define bursting properties.
Standard Letters	SCC_STN_LTR_TBL	Campus Community, and then Communications, and then Set up Communications, and then Standard Letter Table CS	Set up standard letter.
Communication Speed Keys	COMM_SPDKEY_TABLE	Set Up SACR, Common Definitions, Communications, Communication Speed Key Table	Define communication key.
Event 3C Groups	EVNT_GRP_3C_TABLE	Campus Community, 3C Engine, Set Up 3C Engine, Event 3C Group	Define 3C Event Group.
Event Definition	EVNT_3CS_SETUP	Campus Community, 3C Engine, Set Up 3C Engine, Event Definition	Set up event definition.
3C Engine Parameters	RUN_CNTL_3CENGINE	Campus Community, 3C Engine, Run 3C Engine	Define 3C Engine parameters.
Manage Duplicate Assignment	MANAGE_DUP_ASSIGN	Campus Community, 3C Engine, Run 3C Engine, Manage Duplicate Assignment	Define Manage Duplicate Assignment.
Person Communication	COMM_MGMT1	Campus Community, Communications, Person Communications, Communication Management	Review generated communication.
Selection Parameters	SCC_CG_RUNCTL1	Campus Community, Communications, Communication Generation	Running Communication Generation process.
Process Parameters	SCC_CG_RUNCTL2	Campus Community, Communications, Communication Generation, Process Parameters	Set up process parameters.
View Communication	SCC_CG_ATTREL	Campus Community, Communications, Communication Generation, Process Parameters, View Communication	View Reminder Letter.

Defining Communication Data Source

Access the Communication Data Source page (Campus Community, and then Communications, and then Set up Communications, and then Communication Data Source).

This example illustrates the fields and controls on the Communication Data Source page (1 of 2). You can find definitions for the fields and controls later on this page.

This example illustrates the fields and controls on the Communication Data Source page (2 of 2). You can find definitions for the fields and controls later on this page.

Click Register Data Source if this is a new Data Source or if the Communications Data Source definition has been modified.

Defining Invoice Reminder Letter Properties

Access the Report Definition page (Reporting Tools, and then XML Publisher, and then Setup, and then Report Definition).

Select the QA_CS_SF_RMD report (Invoice Reminder Letters).

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

Defining Template Properties

Access the Report Definition — Template page (Reporting Tools, and then XML Publisher, and then Setup, and then Report Definition, and then Template).

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

Defining Output Properties

Access the Report Definition — Output page (Reporting Tools, and then XML Publisher, and then Setup, and then Report Definition, and then Output).

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

For Format Type, select Enabled and Default for PDF.

Defining Bursting Properties

Access the Report Definition — Bursting page (Reporting Tools, and then XML Publisher, and then Setup, and then Report Definition, and then Bursting).

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

For Burst by, select fld_CG_SORT_ORDER so the reminder letter is used by the Comm Gen process.

Setting Up Standard Letter

Access the Standard Letters page (Campus Community, and then Communications, and then Set up Communications, and then Standard Letter Table CS).

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

Select the appropriate RM1 Letter Code and the Define Com Gen Parameters check box.

Template Selection

Select the QA_CS_SF_RMD report name (Invoice Reminder Letters).

Defining Comm Key

Access the Communication Speed Keys page (Set Up SACR, and then Common Definitions, and then Communications, and then Communication Speed Key Table).

This example illustrates the fields and controls on the Communication Speed Keys page. You can find definitions for the fields and controls later on this page.

Select the appropriate RM1 Comm Key.

Field or Control	Description
Comm Key:	Enter the name of the communication speed key to represent this set of communication elements
Category	Enter the communication category to associate with this communication speed key
Context	Enter the communication context to associate with this communication speed key.

Field or Control	Description
Duration	Enter Document as method of the communication that you are associating with this communication speed key.
Direction	Enter Outgoing as the direction of the communication you are associating with this communication speed key.
Letter Code	Enter RM1 as the code you are associating with this communication speed key

Defining Event 3C Groups

Access the Event 3C Groups page (Campus Community, and then 3C Engine, and then Set Up 3C Engine, and then Event 3C Group).

This example illustrates the fields and controls on the Event 3C Groups page. You can find definitions for the fields and controls later on this page.

Event 3C (Communications, Comments, and Checklists) Groups page

Defining Event Definition

Access the Event Definition page (Campus Community, and then 3C Engine, and then Set Up 3C Engine, and then Event Definition).

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

Select the appropriate SF RM1 Event ID.

Defining 3C Engine Parameters

Access the 3C Engine Parameters page (Campus Community, and then 3C Engine, and then Run 3C Engine).

This example illustrates the fields and controls on the 3C Engine Parameters page. You can find definitions for the fields and controls later on this page.

3C (Communications, Comments, and Checklists) Engine Parameters page

Select the SSF_POP_3CENGINE_SFBI query

In the Population Selection group box, select Edit Prompts to access the Query Prompts page.

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

Defining Manage Duplicate Assignment

Access the Manage Duplicate Assignment page (Campus Community, and then 3C Engine, and then Run 3C Engine, and then Manage Duplicate Assignment).

This example illustrates the fields and controls on the Manage Duplicate Assignment page. You can find definitions for the fields and controls later on this page.

Check Duplicate Communication

Select the Check Duplicate Communication check box.

In the Variable Data field within the Additional Conditions to Prevent Duplicate Communication group box, select Match.

Click Run to run the process.

Reviewing the Generated Communication

Access the Person Communication page (Campus Community, and then Communications, and then Person Communications, and then Communication Management).

Note the Communication Completed check box is not selected.

Setting Up Process Parameters

Access the Process Parameters page (Campus Community, and then Communications, and then Communication Generation, and then Process Parameters).

Output Settings

In the Missing Critical Data group box, select the Produce Communication check box and the Complete Communication check box.

Reviewing Communication

Access the Person Communication page (Campus Community, and then Communications, and then Person Communications, and then Communication Management).

Note the Communication Completed check box is selected.

Click View Generated Communication to view the reminder letter.

Access the Reminder Letter for Global Invoicing.

This example illustrates the fields and controls on the Reminder Letter for Global Invoicing. You can find definitions for the fields and controls later on this page.