1. CNC Style

2.  We don’t start sending letters to students until we are sure their records are correct.  To get to that stage we:  Use Informer to run a “term matrix” report  Use Informer to run a “student credit” report

3.  Analyze both reports to determine ‘true’ balance owed by student  This usually requires corrections to student accounts and/or manual adjustments to the amount field in OSAR letter

4.  Payments have been allocated to the wrong term or Non-Term AR and must be reallocated as there is really not a past due balance  There are credits on older terms that need to be applied against the outstanding current term balance

5.  There are PERC’s on the account that have not been followed through with and/or end dated  The term “past due” amount and “adjusted balance” amount are different (this is usually the result of invoice adjustments using MCRG)

6.  We look at students who have debit balances, they will have a credit that could possibly be allocated to a past due balance.  Look at the students who have a zero balance – they are usually the ones with a payment applied to the wrong term.  Look at students with more than one term showing on the report.

8.  First of all we make sure that the total all terms equals the balance total – frequently we find payments sitting in non AR or items that have been entered in terms that we know do not have fees outstanding (data keying errors)  Next we determine what terms we are looking at – I don’t want to send letters out for terms that have lots of activity occurring in them

10.  We review all accounts in these terms to see if there are any PERC’s. In many cases we discover that a sponsorship billing has been missed or that an internal department was to have paid the fees.  This requires follow up with the initiator of the PERC to determine if an OSAR letter is required.

12.  After verifying PERC’s, moving credit balances of students on the term matrix we create a saved list to capture the students we wish to send OSAR letters to  Our next issue is that all the balances need to be reviewed before letters can be printed – this is usually because the past due and adjusted balance do not agree.

13.  We usually do this on a spreadsheet so that the letters can be proofed and adjusted if required before we print the letters.

14.  A long process for little return. It is normally the 3 rd letter or when a student is at collection that we have a response.  We need to find a better way!