AR> Past Dues

Process Past Dues

 

Summary

 

Once invoices and/or payments have been processed, late fees can be assessed against accounts that are not paid on time. The first step in generating delinquency letters is creating a past dues batch and generating past dues.

 

Related Links

 

Click here for information on the New Batch window.

 

Step by Step

 

1     Open or create a Past Due batch. 

 

  • Open the Past Due Batches window (AP> Past Due). The Batches window will display all the open Past Due batches.
  • Click here for information on Batch Processing.
  • Select a batch and click DETAILS to open the selected batch.
  • Select a batch and click the Delete button to delete the selected batch. All uncommitted past dues in the batch will be deleted.
  • Click the Create New Batch button to create a new batch. This will open the Create Batch window.
    • If there are open batches in the Past Due process, you can create a new batch without affecting the open batches.
  • The Batch Month and Batch Year fields default to the current date and are used for reference only and do not affect the transaction or journal entry date of the transactions in the batch. The fiscal period the transactions are posted to is determined by the journal entry date entered when creating the GL Distribution report.
  • Click CREATE to create the new Past Due batch.

 

2     Open the Batch Overview page. 

 

  • The Batch Overview page provides a general overview of the selected batch.

  • The left navigation menu displays all the steps in the Past Due process.

  • In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.

    • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.

    • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.

      • While some batch steps are optional, any batch step that includes the Required tag must be completed before the batch is allowed to proceed through to the Commit step.

  • The Batch Outputs section on the right will display any reports or exports that have already been generated in the Past Due process.

 

3     Generate a Past Dues batch. 

 

  • Open the Generate Past Dues window (AR> Past Dues> Generate).
  • Select the Billing Cycles that contain the customers you want to generate past dues for.
  • Select aging options for the batch.
    • The Aging Date tells the system to ignore all transactions after the date entered in this box.
    • The Transaction Date is the transaction date that will be associated with the new penalty charge being generated.
    • The Due Date is the date that the new penalty charge being generated is due.
      • The Transaction and Due dates can also be used for calculating penalties in future Past Due batches. If an account included in the current Past Due batch remains unpaid, the transaction or due date specified here can be used in a future Past Due batch to calculate a new past due penalty that includes the past due penalty generated from the current batch. This will require that the Include Previous Penalties in Past Due Amount toggle is checked and the past due penalty fee code applied in the current batch includes an attached late fee (AR> Maintenance> Fee> Late Fee field).
    • The Minimum Age will cause the process to ignore all transactions with an age less than the minimum age. Enter the minimum age in days.
    • The Maximum Age will cause the process to ignore all transactions with an age greater than the maximum age. Enter the maximum age in days. If you want to include all transactions enter 999 in the Maximum Age field.
    • Click the Age From drop-down menu to specify Due Date, Post Date, or Transaction Date as the age from date.
      • This field will determine which date the system will use when filtering accounts by the minimum and maximum ages specified above.
  • There are three rounding choices in the Round drop-down menu.
    • Round Up will round all amounts up to the next increment you have specified in the Round to the nearest field. If you round to the nearest dollar and a penalty is calculated at $1.01, Round Up will make that a $2.00 penalty. A penalty calculated at $1.99 will also round to $2.00.
    • Round Down will round all amounts down to the previous increment you have specified in the Round to the nearest field. With this choice, if you have specified $1.00 in the Round to the nearest field, and the penalty is calculated at $1.99, it will round down to $1.00. Also, a penalty calculated at $1.01 will round to $1.00.
    • Select Off to round consumption up if the consumption decimal amount is 0.5 or greater and down if the decimal amount is less than 0.5.
  • If your penalties use percentages to calculate you can control how the system rounds the penalty amounts. The Round To field allows you to determine if you want the system to round to the nearest penny, five cents and so on. If you round penalties to the nearest dollar, put 1.00 in the Round to the nearest field.
  • Check the Accumulate Rate Amounts toggle to accumulate rate amounts that fall across individual rate tiers.
    • For example, you might set up a late payment penalty fee tier system that looks like this:
      • 0 - 15 days late = $1 per day
      • 16 - 30 days late = $2 per day
      • 31 - 45 days late = $3 per day

    • If the Accumulate Rate Amounts toggle is not checked, a penalty fee for a bill that is 40 days overdue would be $120 as it falls into the 31 - 45 days late tier (40 days x $3 per day).

    • If the Accumulate Rate Amounts toggle is checked, a penalty fee for a bill that is 40 days overdue would be $75 as it is spread over all three tiers (15 days x $1 per day + 15 days x $2 per day + 10 days x $3 per day).

  • Check the Include Previous Penalties in Past Due Amount toggle and the past due amounts on which the penalties are calculated will include any previous penalties that are past due.
    • This toggle will only affect the new past due penalty calculations if the original penalty fee code applied to the account includes an attached late fee (AR> Maintenance> Fee> Late Fee field).
  • Check the Include Uncommitted Payments toggle to include payments that have not yet been committed in the Past Dues batch.
  • Check the Force Penalty Amounts to Zero toggle if you would like to generate the past dues batch for informational and notification purposes only.
    • When this toggle is checked, the Past Dues process will use the settings specified above to calculate past due amounts and generate notifications, but NO PENALTIES WILL BE GENERATED.
  • When finished, click the Submit button .

 

4     Edit the past dues. 

 

  • Open the Edit Past Dues window (AR> Past Dues> Edit).
  • The Edit Past Dues window displays all of the currently generated past dues. You may edit these charges by selecting an account in the upper data grid and then modifying the amounts listed in the Penalty Amount column of the Past Due Details data grid below.
  • The select and deselect ALL PAST DUE RECORDS drop-down menus allow you to select or deselect all records, all new penalties, or all non-penalized records.
  • When finished, click the Save button to save your changes.

 

5     Print an Aging Report. 

 

  • Open the Print Aging Report window (AR> Past Dues> Aging).
  • Select the billing cycles you would like to include in the report in the Billing Cycle section.
    • You must select at least one cycle or your report will be blank.
  • The Report Type drop-down field is used to determine the amount of detail included in the report.
    • The Summary report will display the customer number, customer last name, account number, balance forward, invoices filtered by age, and report totals of all number columns. The report will also include a note in the header about whether or not the Include uncommitted payments toggle was checked.
    • The Detail report will display everything included in the Summary report as well as the invoice number, post date, initial balance, and invoice description for each line item in the report.
  • The Aging Date and Age From fields will default to the aging date options previously selected in the Generate Past Dues window.
  • Select which transactions you would like to include in the report in the Minimum Age and Maximum Age fields.
    • This will filter the report to only include the age of transactions selected. The age of the transaction is determined by the date entered in the Aging Date field and the Age From date type selected.
    • If you filter the report by transaction age, the Balance Forward column in the report will only include the transactions of the age specified.
  • Select the order you would like the report to print in the Sort By drop-down menu.
  • Enter a value in the Minimum Balance field if you want to filter the report by a minimum amount. The report will only include customers with a balance forward greater or equal to the amount entered in this field.
  • Check the Include Zero Balance Accounts toggle to display accounts that have a true zero balance.
  • Check the Include Negative Balance Accounts toggle to display accounts that have a negative balance.
  • The Include Previous Penalties in Past Due Amount and Include Uncommitted Payments toggles are disabled as these options must be set in the Generate step above.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select PDF to print the report in the default Springbrook format.
    • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.

 

6     Print a Proof List. 

 

  • Open the Print Proof List window (AR> Past Dues> Proof List).
  • The Report Type drop-down menu is used to specify the amount of detail to include in the report.
    • The Summary report displays the Transaction Date, Customer Name, Account Number, Description, Amount, and Report Total.
    • The Detailed report displays the information from the Summary report and also includes the Fee Code, Debit Account, Credit Account, and Fee Amount.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select PDF to print the report in the default Springbrook format.
    • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.

 

7     Print a GL Distribution Report. 

 

  • Open the Print Past Dues GL Distribution window (AR> Past Dues> GL Distribution).
  • Select a Journal Entry date that the journal entries will be posted to.
  • The Fiscal Period and Fiscal Year fields will populate based on the selected Journal Entry date.
  • The Report Type drop-down menu is used to specify the amount of detail included in the report.
    • The Summary report displays the Batch Number, Fund, Account Number, Description, Debit Amount, and Credit Amount. By default the report will subtotal by Fund and give you a grand total of debits and credits.
    • The Detail report displays everything in the Summary report as well as line item details.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select PDF to print the report in the default Springbrook format.
    • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.

 

8     Print Past Due Statements. 

 

  • Open the Past Due Statements window (AR> Past Dues> Past Due Statements).
  • Select the Report Type from the drop-down menu.
    • The Summary statement displays the original fee code description of the line item on the invoice that is past due, the invoice number, invoice date, due date, invoice amount, balance due on that invoice, penalty charged and the total due.
    • The Detailed statement adds the original description, balance due and penalty charged for the invoice line item to the information on the Summary statement.
    • The Reminder statement will display the past due amounts by line item but does not display any past due charges.
  • Use the Printer Adjustment field to adjust where the first line of the statement will print. If you adjust the alignment you may want to print a test statement before printing a large batch.
    • Zero is the system default. Adjusting the value up will move the first line of the statement up on the printed page and adjusting the value down will move the first line down.
  • Select how you want the logo to display in the Logo Options field.
    • Select All Pages to display the logo on all pages of the statements.
    • Select First Page Only if you would like to display the logo on the first page of the statement only. If the statement is more than one page, the logo will not display on the second page and the space where the logo normally prints will be blank, shifting all fields on the second page up.
    • Select Don’t Print and Leave Room if you would like to leave the space that the logo normally prints in on the top of every page, but leave the logo off the statements. If the statement is more than one page, the spacing on the second page will be the same as the first. Choose this option if you are using pre-printed statement stock with a logo at the top of every page.
    • Select Don't Print and Don't Leave Room if you would like to print the statements without logos or blank spaces.
  • If more than one statement is being printed, select how the statements are sorted in the Sort By field. The statements can be sorted by invoice number, account number or customer number.
  • In the Message box, type a global message you want to print on all of the past due statements. This message will appear at the top of the statement.
  • Check the Print Perforation Line toggle to include a perforation line at the top of the returnable section of the invoice.
  • Use the Remit Address section to enter remit address details.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select PDF to print the report in the default Springbrook format.
    • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.

 

9     Commit the Past Dues. 

 

  • Open the Commit Past Dues window (AR> Past Dues> Commit).
  • The Journal Entry Date field determines which fiscal period the journal entries will be posted to. This field will populate with the journal entry date entered when creating the GL Distribution report. If you want to change this date, you will have to return to that step and change the JE date.
  • Click the Commit button to commit the Past Due batch.