Creating a Dunning Letter Extract

First, log into the UGA Financial Management System.

On the UGA Financials page, click the Classic Home tile.

To navigate to the Extract Dunning Letter Info page:

Main Menu > Accounts Receivable > Customer Interactions > Dunning Letters > Extract Dunning Letter Info

Click the Extract Dunning Letter Info menu.

The Extract Dunning Letter Info search page is displayed.

Click the Add a New Value tab.

The Extract Dunning Letter Info page is displayed. You will use this page to enter the Run Control ID for creating dunning letters.

A Run Control ID is an identifier that uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.

Note: You can use the same Run Control UD for creating future dunning letter extracts, so you will want to enter an ID that is easily recognizable by you. One good option is to start with the initials of the module you are working in, followed by the name of the process.

Example shown here: "AR_DUNNING_LTR_EXTRACT" into the Run Control ID field.

The Dunning Letters Parameters page is displayed. This page is used to enter the Report Request Parameters. These parameters will be used to define the processing rules and data to be included when the process is run.

Note: The Run Control ID you created is shown at the top of the page.

Enter the appropriate date into the As of Date field.

If you click the Use System Date option, the As of Date will be set to the current system date. Generally, the system date is today’s date.

Example shown here: Use System Date option.

Enter the appropriate information into the SetID field.  

Example shown here: "UGA01".

Enter the appropriate Business Unit into the Unit field.  

Example shown here: "66001".

Enter the appropriate information into the Customer ID field.  

Example shown here: "100242".

Enter the appropriate information into the Correspondence Customer field. Leaving the % sign in this field will save all correspondence customers.  

Example shown here: "%".

The Dunning Group should be All Groups.

You should always select the Use Severest Dunning Letter option.

Click the Save button.

Click the Run button.

The Process Scheduler Request dialog box is displayed. This page is used to enter the process output format. 

The Server Name field will default to the appropriate Server Name. Leave this field as it is.

In the Process List section, click the Select checkbox next to AR Dunning.

Click the OK button.

The Process Instance number is displayed at the top of the page. This number helps you identify the process you have run when you check the run status. 

Click the Process Monitor link.

The Process List page is displayed. This page is used to view the status of the process request. 

The current Run Status of the process is Queued. If the Run Status field displays Success , it means that the process is finished.

Click the Refresh button until the status is updated to Success.

Note: You may have to do this several times until the process has finished updating the transaction.

If the Run Status field displays Success, this confirms the dunning letter extract creation process has successfully completed. 

Click the Details link to view the detailed information about this process.

The Process Detail dialog box is displayed.

You can view the detailed information about the selected process including Process, Run, and Data/Time. You can also update the status of the process and perform additional actions. 

In the Actions section, click the Message Log link.

The Message Log dialog box is displayed.

You can view the detailed information about each log time with the associated message text. The Explain button will provide more detailed information.

The Dunning ID is the assigned dunning letter number. You will need this Dunning ID number for searching and printing the letter.