Generate reports

RUN REPORTS

Process billing statements

Account billing statements will be printed monthly automatically based upon the line item invoices entered into SAP. The billing statements are generated in batches by dunning area (which equates to department; note that this is not a batch process but actually a sort by dunning area).

Statements will be generated for all client departments except CAES, which develops and mails its own billings. No account statements are generated for outstanding balances less than $5.00.

The information provided on the statements includes:

statement date
remit to address
billing department name and telephone number
bill to address
date of service
description
amount
aging information (current, 30/60/90 days)
amount due

Subsequent to printing of billing statements, A/R personnel will sort statements into four batches, described below.

Batch description what to do

Benefits Accounting statements Statements forwarded to Benefits Accounting for their review and mailing

Alumni Association statements Statements forwarded to Alumni Association for their review and mailing

Other statements with internal MIT mail addresses All other billing statements for which the customer has specified delivery by MIT internal mail will be bundled and forwarded to the MIT mail service for delivery.

Other statements with external mail addresses All other billing statements for which the customer has specified delivery to their home will be bundled and forwarded to the MIT mail service for delivery.

Note: To run replacement billing statements, see ZAR1 - Print replacement billing statements.

Process aging reports

To aid in A/R collection efforts, an aging report will be run periodically by AR personnel (see ZAR2 - Run aging reports by dunning area).

In order that the report may be run by Division, the department initiating the invoice or credit memo is entered into the Dunning Area field during data entry, on the receivables line item of the invoice. (This is done automatically by use of a substitution rule on dunning area.)

Aging reports are used by central A/R for collections functions. Aging reports are also generated and distributed to the following departments for use in collections: CAES, Benefits Accounting, Alumni Association, Library, Medical, Document Services, CMSE, and Housing & Dining.

Process dunning letters

Customers with delinquent balances will be subject to dunning (see F150 - Print dunning letters). Only one schedule of dunning has been established within SAP (60-90-120 days). Customized dunning letters have been developed for each dunning area.

Dunning can be blocked for a customer/dunning area or line item (see subtasks FD02 - Block/unblock dunning of customers by dunning area and ZFBL5N - Block/unblock dunning of line items).

No Dunning letters will be generated for outstanding balances less than $5.00.

Subsequent to printing of dunning letters, A/R personnel will sort letters into five batches, as described below.

Batch description what to do

Benefits Accounting Office letters Letters forwarded to Benefits Accounting for their review and mailing

Alumni Association letters Letters forwarded to Alumni Association for their review and mailing

CAES letters Letters forwarded to CAES for their review and mailing

Other letters with internal MIT mail addresses All other dunning letters for which the customer has specified delivery by MIT internal mail will be bundled and forwarded to the MIT mail service for delivery

Other letters with external mail addresses All other dunning letters for which the customer has specified delivery to his/her home will be bundled and forwarded to the MIT mail service for delivery

Analyze customer activity report

Every two years A/R personnel will generate a report (see SART - Run customer activity report which will identify customers who have had no activity in the past 2 years. These customers will be marked for deletion (see FD06 - Mark customer master records for deletion) and notice sent to all client departments that they will be purged from the system unless an exception is requested.

Analyze credit balance report

Monthly, A/R personnel will run, review, and analyze a report (see XXXX - Run credit balance report) of all customers with credit balances. Each report will be reconciled with the report generated the previous month. Should any customer account carry a credit balance for two consecutive months, a refund check will be issued by A/R.