Setting Up Correspondence Options

This chapter discusses how to:

• Set up statement processing.

• Set up parallel processing for statements.

• Set up dunning letter processing.

• Set up follow-up letter processing.

• Set up delivery information for correspondence.

Note. This chapter is required. You must complete the tasks discussed in this chapter to implement statement, dunning letter, and follow-up letter processing.

Setting Up Statement Processing

To set up statement processing, use the Statement component (STATEMENT_TABLE).

This section provides an overview of statement IDs and discusses how to:

• Set up statement IDs.

• (Optional) Add fields to customer statements.

Understanding Statement IDs

Statement IDs determine the statement type—open item or balance forward—and conditions under which items are excluded from statements (collection, deduction, and disputed items, credit items, and items that are more then a certain monetary amount). Statement IDs also determine the circumstances under which statements should not be produced (collection, deduction, and disputed items, credit items, and items that are less than a certain monetary amount).

You assign a default statement ID to each business unit and override it, if applicable, for individual correspondence customers. When you run the process that generates statements, the system looks for a statement ID at the customer level and uses the business unit default if the customer does not have one.

Page Used to Set Up Statement IDs

Setting Up Statement IDs

Access the Statement page.

Type	Select the type of statement to be generated. Values are: Open Item: Select for statements that provide detailed information for all open items for the customer. Bal Fwd (balance forward): Select for statements that provide an opening balance, all new activity for the current statement period, including all new items (opened or closed) and payments, and an ending balance.
Exclude Collection Items, Exclude Disputed Items, and Exclude Deduction Items	Select to prevent items from appearing on statements if they are deductions or marked for collection or in dispute on the View/Update Item Details - Detail 1 page.
Exclude Credit Items	Select to prevent any credit items from appearing on statements.
Exclude Items < (exclude items less than)	Select to prevent items under the monetary limit in the Amount field from appearing on statements. The system uses the rate type for the item to convert the amount that you enter to the item currency for comparison.
Cancel Collection Customer and Customer Is In Dispute	Select if no statements are to be generated for customers who are marked for collection or dispute on the Credit Profile page. These options delete individual customers’ items from the statement, although the system might still create a statement if the correspondence group to which they belong has eligible open items for other customers. If the correspondence customer is in collection or dispute, the system does not generate a statement.
Document Has Credit Total	Select to skip statements with a negative total.
Document Total < (document total less than)	Select and enter a monetary limit in the Amount field to prevent the system from generating statements when the total amount of items on the statement is less than the amount that you enter. The system uses the rate type for the correspondence customer to convert amounts for comparison purposes.

The Document Has Credit Total and Document Total < check boxes apply to the balance of the statement, which is always at the correspondence customer level. Therefore, a customer with a small debit balance would be overridden by a customer with a larger credit balance if both balances belonged to the same correspondence customer, and the process would not create the statement.

Note. If the statement type is Bal Fwd, only items that have not appeared on a previous balance forward statement are eligible for exclusion.

Adding Fields to Customer Statements

You rarely need to modify the Statements Application Engine process (AR_STMTS). The Statements process populates a temporary table with dozens of fields that can be added to statements. This table lists fields that exist in the temporary table and are not in the sample statement that PeopleSoft delivers. To include these fields on the statement, modify the Crystal report for statements:

Setting Up Parallel Processing for Statements

This section provides an overview of parallel processing for statements and discusses how to:

• Define the maximum instances in PSAdmin.

• Define the maximum concurrent processes for the server.

• Define the number of parallel processes.

• Add more parallel processes to the Statements - Parallel multiprocess job (AR_STMT).

• Add additional Statements process (AR_STMTS) definitions.

Understanding Parallel Processing for Statements

Receivables enables you to process multiple Statements processes in parallel to achieve higher performance. You initiate the processes using one run control and the process automatically divides the work between the number of partitions that you specify in your setup.

The Statements Preprocessor multiprocess job (ARSTMT) includes:

• The Statemnt Parallel Preprocessor Application Engine process (AR_STMTPP).

• The Statements - Parallel multiprocess job (AR_STMT).

The following diagram illustrates how the process works if you have four partitions:

Statements parallel processes

When you use the Process Monitor to check the status of the process, you view the status of the AR_STMTPP process and each process within the AR_STMT multiprocess job. The system does not indicate that the Statements Preprocessor multiprocess job (ARSTMT) is successful until each parallel process completes. The Job Message Log Summary page summarizes all the individual parallel process message log messages for the entire ARSTMT job.

Note. Receivables also provides the Statements-Parallel/Prnt multiprocess job (STATEMNT), which runs the Statements Preprocessor multiprocess job (ARSTMT) and prints the Open Item Statement and the Balance Forward Statement.

AR_STMTPP Process

The AR_STMTPP process acts as a preprocessor for the Statements process and also:

• Selects setIDs and customers for processing.

• Places the qualified data in temporary tables.

• Partitions the data between the child processes.

• Initiates the AR_STMT multiprocess job that starts child processes in parallel.

The distribution of the data among the child or parallel processes is based on the composition of the data and the number of parallel processes. The process attempts to spread the data volume evenly among the processors. The staging phase takes a little longer, but the overall processing time is faster because multiple children processes run concurrently. You should balance the decision of using parallel processing or single thread processing based on the volume of data and the hardware capacity to get the maximum benefit from this feature.

AR_STMT Multiprocess Job

The AR_STMT multiprocess job contains all of the Application Engine process definitions that you use for parallel processing, such as AR_STMT1. Each process definition calls the AR_STMTS Application Engine process, which actually extracts the data, prepares the statements, and performs table cleanup before the process ends.

Receivables delivers eight process definitions—AR_STMT1 through AR_STMT8. If you want to run more than eight partitions of the Statements process at once, you must define additional process definitions. Use the AR_STMT1 process definition as an example.

The standard setup for the AR_STMT multiprocess job is to run a single threaded process that contains only the AR_STMT1 process definition. If you want to use parallel processing, you must assign additional process definitions to the job definition. You must also specify the number of partitions that your organization will use. You might have to experiment with the number of partitions that works for you. We recommend that you assign just a couple of additional partitions and increase the number, if needed.

You might also have to override the server settings for your organization. By default, you can run up to three instances of a process at one time. If you want to run additional instances, you must change your configuration. If you also use parallel processing for the Payment Predictor (AR_PREDICT), Aging (AR_AGING), and Receivable Update (AR_UPDATE) processes, the maximum instances applies to those processes, as well. For example, if you want to run eight instances for the Receivable Update process and four for the Statements process, you must configure your server for eight instances.

Pages Used to Set Up Parallel Processing for Statements

Defining the Maximum Instances for PSAdmin

Open the PSAdmin tool on your server to change the configuration settings.

To change the maximum instances:

1. Scroll to the section titled Values for config section – PSAESRV.

   The section looks as follows:

   Values for config section - PSAESRV.
   Max Instances = 3.
   Recycle Count=0
   Allowed Consec Service Failures=0.

2. Change the value for Max Instances to the maximum number of parallel processes that you want to run at once.

Defining the Maximum Concurrent Processes for the Server

Access the Server Definition page.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Enterprise Process Scheduler

Defining the Number of Parallel Processes

Access the AR Parallel Processing Options page.

Adding More Parallel Processes to the AR_STMT Multiprocess Job

Access the Job Definition page for the AR_STMT job.

Run Mode	Always select Parallel.
Process Type and Process Name	Enter Application Engine for the type and select from AR_STMT2 to AR_STMT8 for each separate partition or process that you want to run. If you define additional process definitions, select the name of the definitions that you added. Note. You must have the same number of rows in the process list as you enter in the Maximum Partitions field on the AR Parallel Processing Options page.
Run Always On Warning and Run Always On Error	You must select these check boxes.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler

Adding Additional Statements Process Definitions

Access the Process Definition page.

Complete the fields on this page and the other pages in the Process Definition component (PRCSDEFN) to match the AR_STMT1 process definition with two exceptions:

• Use another name.

• Use another description.

Use this format for the name: AR_STMT#, for example AR_STMT9.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler

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:

• Define letter codes and letter content.

• Define dunning IDs.

• Define the dunning levels.

• (Optional) Change dunning letter layouts.

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:

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.

See Also

Understanding the Dunning Letter Process

Pages Used to Set Up Dunning Letter Processing

Defining Letter Codes and Letter Content

Access the Letter Code page.

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 that PeopleSoft provides, then you must change the query that retrieves the data and the Crystal template that formats the letter.

See Also

Changing Dunning Letter Layouts

Defining Dunning IDs

Access the Dunning ID page.

Dunning Method	Select the dunning method. Values are: Dunning by Action List: Based on the rules defined in an action template that the Condition Monitor process uses. If you select this value, the Dunning Level page is not available to define dunning levels. Dunning by Days: Based on a range of the number of days past due, such as 1 to 60 days, 61 to 90 days, and 91 to 9999 days. Dunning by Level: Based on a sequence with a number of days between letters. Note. The Condition Monitor process runs dunning letters when it completes. Always use dunning by action list if you use the Condition Monitor process for collection activities, unless the government requires you to use dunning by level. The Condition Monitor process uses the action templates that you set up to determine the rules for generating the dunning letters instead of the dunning method.
Exclude Collection Items, Exclude Disputed Item, and Exclude Deduction Items	Select to prevent items from appearing on dunning letters if they are deductions or marked for collection or dispute on the View/Update Item Details - Detail 1 page.
Exclude Credit Items	Select to prevent credit memos, on-account payments, and prepayments from appearing in dunning letters.
Exclude Items < (exclude items less than)	Select a monetary limit to prevent items from appearing in dunning letters if the items are under a certain amount. The system uses the rate type for the item to convert the amount that you enter to the item currency for comparison.
Cancel Collection Customer and Customer Is In Dispute	Select to prevent the system from generating dunning letters for customers who are marked for collection or dispute on the Credit Profile page.
Document Has Credit Total	Select to skip dunning letters with a negative total balance amount.
Document Total < (document total less than)	Select and enter a monetary limit to prevent the system from generating dunning letters when the total of items in the letter is less than a specified amount at the correspondence customer level. For example, you might cancel a letter if a customer with a small debit balance belongs to the same correspondence customer as a customer with a larger credit balance. The system uses the rate type for the correspondence customer to convert amounts for comparison purposes.
Include Dunning Letter Charge	Select to apply a fixed charge for each letter generated. The charge can be different for each dunning level.
Include Finance Charge	Select to impose an overdue charge for past due items in the dunning letter.
Dunning Grace Days	Enter the number of extra days to allow for postal service when running the AR Dunning process.

See Also

Setting Up Actions and Action Templates

Defining Dunning Levels

Access the 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 (AR33000 or AR33A00) report template 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 (AR33001 or AR33A01), Level 2 Dunning Letter (AR33002 or AR33A02), and Level 3 Dunning Letter (AR33003 or AR33A03) report templates. 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 template. 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 AR33A00, AR33A01, AR33A02, and AR33A03 report templates 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, we recommend 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. We recommend 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 Reporting Tools, Query, Query Manager.

2. In the Search By field, enter the AR33001 (AR33001- 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 Crystal Reports report layout.

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

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

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 layouts.

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 terminology).

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.

Setting Up Follow-Up Letter Processing

To set up follow-up letters, use the use the Letter Code (LETTER_CD) component.

Receivables ships letter codes for follow-up letters. The system requires that you use the letter code of F for follow-up letters.

PeopleSoft also delivers a sample follow-up letter that you can modify to fit your needs.

This section discusses how to:

• Set up follow-up letter codes.

• Modify the sample follow-up letter.

Page Used to Set Up Follow-Up Letter Codes

Setting Up Follow-Up Letter Codes

Access the Letter Code page.

Modifying the Sample Follow-Up Letter

Receivables delivers a sample follow-up letter created using Crystal Reports that you can modify to create a follow-up letter that is more suitable to your organization’s needs.

If you just want to change the text of the letter, use Crystal Reports to modify the AR33004.rpt file.

If you want to add one or two more database fields to the letter, you must change the PeopleSoft Application Engine extract, the query, and use Crystal Reports to change the report layout as follows:

1. Review the fields on the Customer Conversation Header table (CUST_CONVER_HDR) that store the data.

   If more fields on this table must be used on the follow-up letter, add these fields to one of the conversation pages (Conversations, Reference, or Attachment) to enable users to enter data. If you do not see a field that provides the information that you want to appear on the follow-up letter, you must add that field to the table and to the page.

2. Add the new fields to the Follow Up Letters Extract Application Engine process (AR_FOLLOWUP) and the temporary table AR33004_TMP.

3. Add the new fields to the query.

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

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

Note. If you save the report file with a different name, you must create a process using the Process Definition page in PeopleSoft Enterprise Process Scheduler that follows the model of the existing AR33004 report. You also must create a new process definition that includes the two processes used to generate follow-up letters on the Job Definition page.

See Also

Entering and Reviewing Conversations

Setting Up Delivery Information for Correspondence

To set up delivery information for correspondence, use the Contact Info component (CONTACT_INFO).

This section provides an overview of correspondence delivery setup and discusses how to:

• Specify the preferred delivery method and the email address for a contact.

• Enter fax information.

See Also

Delivery of Correspondence

Understanding Correspondence Delivery Setup

If you use fax or email delivery methods for correspondence, you must set up information for contacts. Dunning letters and statements use the contacts that you specified for the correspondence customer. Follow-up letters use the contacts that you specified for the bill to customer, unless you override the contact on the Letter Delivery page.

Receivables interfaces with Merkur DeliveryWare from the Merkur Group to deliver correspondence by fax or email.

Note. You must purchase and install the Merkur DeliveryWare and Merkur Connector software to fax or email correspondence. You must also ensure that the windows service BEA ProcMGR's log on value is This Account. Then the specified windows user account should have printing permission to the printer where the Crystal reports print. You also must define the appropriate paper size in the Crystal process type definition.

See Enterprise PeopleTools PeopleBook: Crystal Reports for PeopleSoft, “Using Crystal Reports”

Pages Used to Set Up Delivery Information for Correspondence

Specifying the Preferred Delivery Method and the Email Address for a Contact

Access the Contact page.

Entering Fax Information

Access the Contact Phone and Type page.