Printing and Emailing a Dunning Letter

Summary

In this article, you will learn the steps to generate a dunning letter and a dunning control report for review and printing, as well as to email a dunning letter to a customer.

Body

   Overview   

Dunning letters are generated and sent to customers as reminders to pay invoices they have received. The letters include information on current balances which includes unpaid charges, the age of those items,  and the remaining balance shown.

This article contains information on how to print or email a dunning letter.  

In this article, you will learn the steps to generate a dunning letter and a dunning control report for review and printing, as well as to email a dunning letter to a customer.

Prior to this process, please view the tutorial Creating a Dunning Letter Extract.

Note: This article was created using sample values. Actual values may differ in the production version of the UGA Financial Management System.

1. Step 1

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First log onto https://financials.onesource.uga.edu/

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

2. Step 2

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To navigate to the Print Letter page, select:

Main Menu > Accounts Receivable > Customer Interactions  >  Dunning Letters > Print Letter

Click the Print Letter link.

3. Step 3

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The Print Letter page is displayed.

4. Step 4

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On this page, you will enter the Run Control ID for printing a Dunning letter.

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 when a process runs in the background, the system does not prompt you for additional values.

Note: You will use the same Run Control ID for creating future dunning letters.

Enter the appropriate information into the Run Control ID field.  

Example shown here: enter "AR_DUNNING_LTR_PRINT".

5. Step 5

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Click the Add button.

6. Step 6

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Enter the appropriate Dunning Number into the field. 

To locate the Dunning Number of the letter you wish to print, click the lookup magnifying glass next to the Dunning Number field.

7. Step 7

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The Look Up Dunning Number dialog box is displayed.

Click the appropriate Dunning Number link.  

Example shown here: click "4" .

8. Step 8

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Click the Run button.

9. Step 9

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The Process Scheduler Request dialog box is displayed. You can select the parameters to use to schedule the report request and process the output format.

10. Step 10

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

11. Step 11

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In the Process List section, click the checkbox next to the Dunning Letters - All Levels item.

12. Step 12

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Click the checkbox next to the Dunning Control Report item.

13. Step 13

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Click the OK button.

14. Step 14

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Click the Process Monitor link.

15. Step 15

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The Process List page is displayed. You can view the status of submitted process requests.  

16. Step 16

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

17. Step 17

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Click the Refresh button until the Run Status displays Success.

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

18. Step 18

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The Run Status field displays Success. This confirms the dunning letter print process has completed successfully.

19. Step 19

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Click the Go back to Print Letter link.

20. Step 20

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Click the Report Manager link.

21. Step 21

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The List page is displayed. You can select reports you wish to print.

To update the page with the reports that you just processed, click the Refresh button.

22. Step 22

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The Reports section is updated with the reports you processed in the previous steps.

23. Step 23

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Click the Main Menu link.

24. Step 24

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Navigate to the Collections Workbench:

Main Menu > Accounts Receivable > Collections Workbench

Click the Collections Workbench link.

25. Step 25

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The Collections Workbench page is displayed.

Note: The SetID and the Unit fields are pre-populated with the parameters you set in the previous steps.

26. Step 26

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Enter the appropriate information into the Customer field.  

Example shown here: enter "100242".

27. Step 27

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Click the Search button.

28. Step 28

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The search result is displayed in the Customer Details section.

You can view the detailed information about the selected customer.

29. Step 29

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Click the Correspondence tab to view the dunning letter for review and printing.

30. Step 30

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In the Statement History section, you can search for a statement using its Statement Number and/or Statement Date. You can also view the Statements associated with the selected customer.

31. Step 31

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In the Dunning Letters section, you can search the Dunning History by entering the Dunning Number and/or Dunning Date. You can also view the dunning letters associated with the selected customer in this section.

32. Step 32

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To open a PDF file for the selected dunning letter, click the associated Dunning Image icon.

33. Step 33

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The PDF file for the selected dunning letter is displayed. You can review, save, and print the dunning letter using the Adobe program.

After you review the letter, you can close your browser to return to the Collections Workbench page.

34. Step 34

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Back in the Collections Bench, you can also email the dunning letter to others.

Click the Email icon.

35. Step 35

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The Send Dunning Letter dialog page is displayed.

36. Step 36

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Enter the recipient email addresses into the To field.

Example shown here: enter "12345@biz.com".

37. Step 37

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If needed, enter additional recipient email addresses into the CC field.

38. Step 38

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By default, your email address is displayed in the BCC field. You can add additional email addresses in the BCC field.  

39. Step 39

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The Subject and Message fields are pre-populated. You can modify these fields if you wish.

40. Step 40

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By default, the selected dunning letter is already attached to this email. You can check if the attached letter is correct before you send an email.

41. Step 41

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After you have populated all the necessary fields, click the Send Email button.

Details

Details

Article ID: 149294
Created
Sat 9/24/22 11:10 PM
Modified
Sun 1/28/24 5:40 PM