Creating Customer Follow-Up Letter

• ReferencesReferences

  ORC Section 126: OFFICE OF BUDGET AND MANAGEMENT

   

Agencies use Customer Follow-Up Letters to restate and document conversations that took place between the agency representative and the customer. They are used to clarify commitments and decisions.

Steps

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Accounts Receivable > Customer Interactions > Customer Follow-Up Letter

1. Click the Find an Existing Value tab to search for and select an existing Run Control ID.

• Reuse a Run Control ID if previously created to lighten the load on the server and make OAKS FIN run more quickly.

Or, click the Add New Value tab to create a new Run Control ID.

1. 1. Enter a descriptive name consisting of up to 30 alphanumeric characters, with no spaces, in the Run Control ID field.

   2. Click Add.

2. Verify the SetID.

3. Use the Look up Customer ID tool to find and enter the Customer ID in the Customer ID field.

4. Enter the Business Unit

5. Click Run.

• The Process Scheduler Request page displays.

6. Select the checkbox at the left of the row in which the Process Name is FOLLOWUP.

7. Click OK.

• OAKS FIN assigns a Process Instance number when a process is run. Use this to track the status of the run.

8. Click the Process Monitor link to review the status of the run request.

• The Process List page displays.

9. Click Refresh periodically, until Run Status displays Success, and Distribution Status displays Posted.

• “Success” means that OAKS FIN has finished processing and the job ran successfully. “Posted” means OAKS FIN has successfully created the statement.

10. Click the FOLLOWUP link in the Process Name column.

• The Process Detail page displays.

11. Click the subprocess whose name is AR, followed by a 5-digit number.

12. Click View Log/Trace.

13. Click the pdf file name to display the letter.

• The dunning letter itemizes all overdue items.

• A separate window opens to display the pdf file.

14. Click File, then select Save As, Print, or Send > Page by E-mail.

15. Send to customer by preferred method.