Revised:  10/07/2024

Placing Items in Collection

ReferencesReferences

Overview

This process is used to send AR items into collections for state agencies overdue by 30 days (OBM) or third-party customers overdue by 45 days (AGO).

Steps

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Accounts Receivable > Customer Accounts > Customer Information > Account Overview

1. Click the Profile tab.
   

2. Verify that OAKS FIN has correctly auto populated the agency BU code into both the SetID and Unit fields.
3. Enter the Customer ID in the Customer ID field.
4. Enter or select the Level of the customer relationship from the Level dropdown. The choices are:
   • C – Corporate Customer
   • N – No Customer Relationships
   • P – Correspondence Customer
   • R – Remit From Customer

Click Search.

• The customer information displays on the Profile tab.

5. Click the Item List link.

• The Customer Item Inquiry pop-up window displays.

6. Review the Due and Days Late columns to see when the bill was due.
7. Click an Item link to view the details for that item.

• The Detail 1 tab information displays, including balance, discount, payment and maintenance information for the item.

8. Select the Collection check box.
9. Enter a Collection Code in the Code field. Enter one of the following:
   • AGO – The Attorney General’s Office handles collections for 3rd party customers.
   • OBM – The Office of Budget and Management handles collections for internal customers.

10. Click Apply .

• The current date is automatically populated in the Date field to the right of the Collection check box and Code field.

11. Override the collection Date if necessary. 
    • For example, if the item is placed in collection the day after the item was certified by the AGO's office or OBM.
12. If necessary, make a record of the conversation with the customer.
    1. Click the Add A Conversation link.
    • The Conversations tab displays.

12. 2. Enter the topic of the conversation in the Description field.
    3. Check what the allowable values are for the agency specified unit, and enter data in the Subject field.
       2. The Look Up Subject icon is disabled for this field.
    4. Check what the agency specified allowable values are, and enter a Sub-Topic to further define the topic of conversation. If the agency does not use this field, leave it blank.
    5. Confirm the amount under dispute in the Amount field.
       2. By default, the outstanding item balance displays.
    6. Enter or select the OAKS FIN Contact ID.
    7. Enter notes on what was said in the conversation in the Comments field.
    8. • Example: “Informed Paula Smith that item is being sent to Collections today.”
    9. Click Apply .
    10. Click OK .   
    • The conversation is saved.

13. Click OK to save and close the item detail. Click Cancel to close the detail page without saving changes.