Collecting Receivables

This chapter provides an overview of receivables collection and discusses how to:

Assign collection items to collectors and worklists.
Work collection items.
Update collection letter information.
Process collection letters.
Add to a collector's queue without using worklists.
View customers and corporations that are in collection.

Understanding Receivables Collection

This section lists prerequisites and common elements, and provides an overview of receivables collection.

Prerequisites

Before you can move items into or out of the collection system, you must run the Credit History process to determine the aging categories in which past due items belong.

Common Element Used in This Chapter

Collection ID

A system-assigned ID for a given collection item.

Receivables Collection

The Collect Receivables feature provides early intervention for past due accounts. The feature interfaces with PeopleSoft Workflow to assign collections items to the worklist of specific users. In addition, the feature interfaces with the 3Cs (communications, comments, and checklists) from Campus Community to generate automated collection (dunning) letters. All the information needed to manage the collections cycle is compiled in one location and can be reviewed and updated by collectors and supervisors.

Assigning Collection Items to Collectors and Worklists

This section discusses how to:

Assign collection items to collectors.
Assign collection items to worklists.

Pages Used to Assign Collection Items to Collectors and Worklists

Page Name	Object Name	Navigation	Usage
Process Collections page	RUNCTL_COLLECT_SF	Student Financials, Collections, Process Collections	Assign collection items to collectors.
Assign Collections Worklist	RUNCTL_COLLECT	Student Financials, Collections, Assign Customers to Worklist Student Financials, Collections, Assign Corporation to Worklist	Run the process that routes each collection item to the worklist of the assigned collector.

Assigning Collection Items to Collectors

Access the Process Collections page.

Option

ID Switch	Select whether you want to assign collection items for students or for organizations. The two valid values for this field are By Emplid and By Org ID.
Report Only	The Assign Collector process normally generates a report of the collection items it assigns to collectors. If you want to generate the report of what assignments the system will make without actually making them, select this check box.

Parameters

Reason In	Select the reason in code that the system attaches to each item that the Assign Collector process moves into the collection system.
Reason Out	Select the reason out code that the system attaches to each item that the Assign Collector process moves out of the collection system.

The Assign Collector (SFCOLLEC) process assigns each receivable that is eligible for collection to a collector based on the collection criteria that you established during your collections setup. It creates new collection records for items moved into collections for the first time. In addition, it updates the collection records for items that have been resolved or modified since the last time the process was run.

See Also

Setting Up Business Units

Assigning Collection Items to Worklists

Access the Assign Collections Worklist page.

The Collections SSF_ASGNWORK (if you assign collection items by user ID) or the Collections Role SSF_ASGNWORK (if you assign collection items by role) processes route collection items to the worklist of the appropriate collector.

Note. If you access this page using the Assign Org Worklist component, you can choose to run the Process Org Collections (if you assign collection items by user ID) or the Process Org Role Collections (if you assign collection items by role) process when you click Run. These processes route organization collection items to worklists rather than student collection items.

Working Collection Items

This section provides an overview of collection items and discusses how to:

View demographic information and collection items.
Select collection letter templates for collection items.
Record collection steps and follow-up actions for collection items.

Understanding Collection Items

After you assign collection items to the appropriate worklists, your collectors can begin working each item.

Working Student Collection Items

Collectors and supervisors use the Demographic Information and Collection Information pages to work student collection items. You can access these two pages using three different components:

Customer Conversations

Collectors normally use the Customer Conversations component to manually create a collection record for a past due item without running the Assign Collector process.
Customer Conversations Wrklst (customer conversations worklist)

This is the most common component that collectors use to work student collection items. It is also the most secure method for working collection items because collectors can access this component only through their personal worklist.
Customer Conversations Update

This component is the least secure of the three. It is intended for users in a supervisory position who check and update the work of the collectors at your institution. Using this component, a supervisor can access any collection item associated with a given business unit.

Working Corporate Collection Items

Collectors and supervisors use the Demographic Information and Cust Conv Coll (customer conversation collection) pages to work corporate collection items. You can access these two pages using three different components:

Org Customer Conversations (organization customer conversations)

Collectors use this component to work corporate collection items in the same way that they use the Customer Conversations component to work student collection items.
Org Customer Convers Wrklst (organization customer conversations worklist)

Collectors use this component to work corporate collection items in the same way that they use the Customer Conversations Wrklst component to work student collection items.
Org Customer Convers Update (organization customer conversations update)

Collectors use this component to work corporate collection items in the same way that they use the Customer Conversations Update component to work student collection items.

Pages Used to Work Collection Items

Page Name	Object Name	Navigation	Usage
Demographic Information	CUST_CONV	Student Financials, Collections, Collection Effort, Begin Customer Collection, Demographic Information	View demographic information and collection items for a student.
Demographic Information	CUST_CONV_ORG	Student Financials, Collections, Collection Effort, Begin Corporate Collection, Demographic Information	View demographic information and collection items for an organization.
Collections Dunning Letter	COLL_DUNN_LTR_SP	Click the Dunning Letter Info (dunning letter information) link on the Demographic Information page.	Select collection letter templates for item types.
Credit History	CRED_HIST_LST_SP	Click the Get Credit History link on the Demographic Information page.	Review the credit history of the student whose collection records you are working.
Credit History	CRED_HIST_LST_SP_O	Click the Get Credit History link on the Org Customer Convers Wrklst - Demographic Information page.	Review the credit history of the organization whose collection records you are working.
Collection Information	CUST_CONV_COLL	Student Financials, Collections, Collection Effort, Begin Customer Collection, Collection Information	Record collection steps and follow-up actions for collection items.
Communication	COMM_SF_SP	Click the Get Communication link on the Collection Information page.	View information about communication records that you created for the collection item.
Checklist	PERS_CHKLST_SF_SP	Click the Get Checklist link on the Collection Information page.	View information about checklist records that you created for the collection item.
Comments	CMNT_SF_SP	Click the Get Comment link on the Collection Information page.	View information about comment records that you created for the collection item.

Viewing Demographic Information and Collection Items

Access the Demographic Information page.

ID

This field displays the unique ID of the student whose collection items that you are working. The name of the student appears to the right of this field.

If you access this page from the Customer Conversations or Customer Conversations Update component, use this field to select the student whose collection items you want to work.

Dunning Letter Info (dunning letter information)

Click this link to access the Collections Dunning Letter secondary page.

Reason In

This field displays the reason in code associated with the collection record.

If you are using this page to manually create a collection record, use this field to select a reason in code for the collection record.

Get Credit History

Click this link to access the Credit History secondary page.

Phone Info

This scroll area displays all of the phone numbers associated with the student. If you select the check box next to one of the phone numbers, the selected phone number appears in the Phone field on the Collection Information page.

Selecting Collection Letter Templates

Access the Collections Dunning Letter page.

Template Code

Select the code of the collection letter template that you want to attach to the collection record.

Template Assign Date

Enter the date that you assigned the template to this collection record.

Template Status

This field displays the status of the collection letter template.

Date Time

This field displays the date and time that the Collections Dunning Letter process creates a communication record for a letter.

Mail Status

This field displays the status of the individual collection letter.

Note. If you attached a collection letter template to the collection criteria of the collector responsible for the collection items, the system enters this information automatically when you run Process Collections.

See Also

Setting Up Collection Letter Templates

Recording Collection Steps and Follow-up Actions for Collection Items

Access the Collection Information page.

Note. The Cust Conv Coll (customer conversation collection) page is identical to this page.

Follow Up Action	Select any follow-up actions required for the collection record.
User ID	Select the user ID of the collector who worked this item.
Next Review Date	Enter the date on which this collection record must be worked again if it hasn’t yet been resolved.
Next Review User ID	Enter the user ID of the collector assigned to review the collection record next.
Action Date/Time	Indicates the date and time that a collector last entered information for this collection record on this page.
Communication Date Time	Indicates the date and time that a collector last modified the information in the Communication group box.
Checklist Date Time	Indicates the date and time a collector last modified the information in the Checklist group box.
Comment Date Time	Indicates the date and time a collector last modified the information in the Comments group box.
Phone	If you select the check box next to one of the phone numbers displayed on the Demographic Information page, that phone number appears here.

Communication

Use this group box to record communication activity that you perform for this collection record that lies outside of the automated letter generation process.

Letter Code	Enter the letter code of the letter that you sent.
Get Communication	Click to access the Communication page where you can view information about any communications that are associated with the collection item you are working.

Checklist

Use this group box to record any checklist activity that you perform for this collection record.

Promise Date	Enter the date by which the student promised to make a payment toward a collection item.
Cash Forecast	Enter the amount of money the student promised to pay.
Get Checklist	Click to access the Checklist page where you can view information about any checklists that are associated with the collection item you are working.

Comments

Use this group box to record any comment activity that you perform for this collection record.

Category	Select a category for the comment.
Comment	Enter a comment.
Get Comment	Click to access the Comments page where you can view information about any comments that are associated with the collection item you are working.

See Also

Managing Communications

Managing Comments

Managing Checklists

Updating Collection Letter Information

At some point during the collection process, you may need to review and update the status of a collection letter template assigned to a student collection record. There are two pages for this purpose, one for student collection letters and one for corporate collection letters. Both pages have identical functionality.

Note. You cannot modify the Template Assign Date or Template Code fields on either of these pages.

See Also

Selecting Collection Letter Templates

Setting Up Collection Letter Templates

Page Used to Update Collection Letter Information

Page Name	Object Name	Navigation	Usage
Collections Dunning Letter	COLL_DUNNING_LTR	Student Financials, Collections, Letter Generation, Dunning Letter Content	Review and update the collection letter information for a given student collection record.
Collections Dunning Letter	COLL_DUNNING_O_LTR	Student Financials, Collections, Letter Generation, Corporate Dunning Letter	Review and update the collection letter information for a given corporate collection record.

Processing Collection Letters

The Collect Receivables feature enables you to generate automated collection letters to send to customers with past due items. Based on the collection letter templates that you assign to your collection records, the Collections Dunning Letter process determines which letters to send and creates a communication record for them in Campus Community. Your Campus Community personnel use these communication records to run a letter generation process to generate the letters. In addition, for every letter requiring generation the process updates its mail status in Student Financials to Sent. The process updates the template status of any affected collection letter template to Complete.

See Also

Managing Communications

Page Used to Process Collection Letters

Page Name	Object Name	Navigation	Usage
Collections Dunning Letter	RUNCTL_SFBU	Student Financials, Collections, Letter Generation, Generate Dunning Letters	Run the process that determines what collection letters need to be generated and sent to customers.

Adding to a Collector's Queue Without Using Worklists

This section discusses how to add customers or corporations to collections without using the workflow process.

Pages Used to Put Customers or Corporations in Collection

Page Name	Object Name	Navigation	Usage
Collection Placement page	SSF_ASGN_COLLECTN	Student Financials, Collections, Put Customers in Collection	Manually add students to collections without using the workflow process. The Collection Input page enables you to assign collectors to students or corporations. However, you must run the Process Credit History first which uses Aging Categories against students or corporations to determine who should be placed in collection.
Collection Placement page	SSF_ASGN_COLL_ORG	Student Financials, Collections, Put Corporations in Collection	Manually add corporations to collections without using the workflow process.

Putting Customers in Collection

Access the Collection Placement page.

ID

Select the student you want to add to collections.

Reason In

Select the reason that the student is in collection.

Collector Assigned

Select the collector.

Putting Corporations in Collection

Access the Collection Placement page. This page is identical to the page for customers.

Viewing Customers or Corporations in Collection

This section discusses how to:

View customers in Collection.
View corporations in Collection.

Pages Used to View Customers or Corporations in Collection

Page Name	Object Name	Navigation	Usage
Collector Queue page	SSF_COLLECTOR_INQ	Student Financials, Collections, Collection Effort, View Customer Collector Queue Student Financials, Collections, Collection Effort, View Corporate Collector Queue	View collection activity for a student or corporation by collector queue, enabling you to view what is currently in a collector's queue.

Viewing Customers in Collection

Access the Collector Queue page.

Collection ID and Status

Click to either link to view the Demographic Information page.

Viewing Corporations in Collection

Access the Collector Queue page. This page is identical to the page for customers.

ID	This field displays the unique ID of the student whose collection items that you are working. The name of the student appears to the right of this field. If you access this page from the Customer Conversations or Customer Conversations Update component, use this field to select the student whose collection items you want to work.
Dunning Letter Info (dunning letter information)	Click this link to access the Collections Dunning Letter secondary page.
Reason In	This field displays the reason in code associated with the collection record. If you are using this page to manually create a collection record, use this field to select a reason in code for the collection record.
Get Credit History	Click this link to access the Credit History secondary page.

Template Code	Select the code of the collection letter template that you want to attach to the collection record.
Template Assign Date	Enter the date that you assigned the template to this collection record.
Template Status	This field displays the status of the collection letter template.
Date Time	This field displays the date and time that the Collections Dunning Letter process creates a communication record for a letter.
Mail Status	This field displays the status of the individual collection letter.

ID	Select the student you want to add to collections.
Reason In	Select the reason that the student is in collection.
Collector Assigned	Select the collector.