Create Debtor/Customer Master and Debt/Invoice Debt MGMT Debt MGMT Debt MGMT Manual entitlement & revenue s Does Customer Exist? te Customer Number Is Obligation Required? Create (Invoice) Did originate in? ADS Collection DCAS Inbound Automatic entitlement & revenue s Debt MGMT Request Customer to be created Customer Master Data Controller Does Obligation Exist? Request Obligation to be created te Obligation Number Create Correspondence Request Send Invoice to DLA Printing Office / Customer Master Data Controller Responsible for the core management processes in. Activities and processes include; 1) Front-end activities (manual & automated interfaces) with entitlement and revenue systems, 2) Back-end process with US referrals, 3) Core processes of recording /invoices, coordinating customer/or master data, aware of collections/dcas processing, running interest program, running dunning process, creating installment plans and maintaining /or statuses. Responsible for creating and maintaining 1) Reimbursable customer master records, 2) Debtor customer master records in. Responsible for front-end and back-end interfaces monitoring. Responsible for running related reports., and the Debt Write off needs to have the to Responsible for creating purchase orders/funds commitments document directly into as required. Entitlement system s (over, duplicate & erroneous payments) requires the or be linked to the obligation. If the obligation doesn't exist, then the Purchase Order will need to create an obligation record. Revenue system s don't require an obligation link. Page 1
Interest, Fees & Penalties and Dunning Process Eligible Debts (e.g. Day 31, Day 61) generate Demand Letters & Billing tices Send to DLA printing office DLA printing office Demand Letters & billing notices / Performs Interest Process for delinquent s Performs Dunning Process for eligible s Is Debt eligible for referral? transfer Debt Management Debt MGMT Debt MGMT Debt remains in Responsible for the core management processes in. Activities and processes include; 1) Front-end activities (manual & automated interfaces) with entitlement and revenue systems, 2) Back-end process with US referrals, 3) Core processes of recording /invoices, coordinating customer/or master data, aware of collections/dcas processing, running interest program, running dunning process, creating installment plans and maintaining /or statuses. Responsible for running related reports., and the Debt Write off needs to have the to Page 2
Debt Referrals to U.S. Debt MGMT Forward to Department s s at (Fed Debt) s s in add role / process eligible refferals to update Status Code to PC accepts or rejects s referrals Responsible for the core management processes in. Activities and processes include; 1) Front-end activities (manual & automated interfaces) with entitlement and revenue systems, 2) Back-end process with US referrals, 3) Core processes of recording /invoices, coordinating customer/or master data, aware of collections/dcas processing, running interest program, running dunning process, creating installment plans and maintaining /or statuses. Responsible for running related reports., and the Debt Write off needs to have the to Responsible for front-end and back-end interfaces monitoring. Page 3
Allowance for / tification to estimate / record bad expense Execute Transfer Posting for s F103 Process Batch Input Session of s SM35 Verify has been transferred with Special G/L Indicator L FBL5N Provision for s F104 tify Debt Management F103 and F104 executed G/L 1319 for abnormal balance Responsible for maintaining the general ledger accounts; Allowance for and Bad Debt Expenses. Separate bad business rules exist for Entitlement Debts versus Revenue Debts. Estimates based on either time (e.g. 180 days/50%) or individual s status. Responsible for running related reports., and the Debt Write off needs to have the to Page 4
Write-off Process -Manual Recommend for Write Process Debt MGMT tify Allowance of (s) Performs provisioning ( at 100% ) Debt MGMT Update Reason Code on to EW Debt MGMT Run FBL5N for list of with Reason Code EW for Write-Off Write off Debt w/ Write-Off Reason Code / Update provisioning ( at 100% ) tify Purchase Order to adjust obligation Reverse Fees & Penalties (if necessary) Reverse Interest (if necessary) Debt MGMT s (currently not Collectable status) Debt MGMT Debt Reversal Debt MGMT Responsible for the core management processes in. Activities and processes include; 1) Front-end activities (manual & automated interfaces) with entitlement and revenue systems, 2) Back-end process with US referrals, 3) Core processes of recording /invoices, coordinating customer/or master data, aware of collections/dcas processing, running interest program, running dunning process, creating installment plans and maintaining /or statuses. Responsible for querying all s eligible for write-off, validates that all write-off requirements are met, and performs the necessary transactions to complete the write-off in. Debt Reversal Responsible for reversing the balance of Fees and Penalties receivables. Changing the status to "CNC" and/or clear principal ( and Allowance for ) Responsible for running related reports., and the Debt Write off needs to have the to Responsible for creating purchase orders/funds commitments document directly into as required. Entitlement system s (over, duplicate & erroneous payments) requires the or be linked to the obligation. If the obligation doesn't exist, then the Purchase Order will need to create an obligation record. Revenue system s don't require an obligation link. Page 5
Write-off Process -Workflow Debt MGMT Selects eligible s based on time (e.g. 2 yrs) and/or status Workflow Started Write Off Confirms s for Write Off Provision Debts 100% to Allowance for Change Reason Code to Currently t Collectible Close Out End / Close Out Debt Write Off Confirms s for Close Out Reverse Interest, Fees & Penalties (if necessary) Clear principal balance ( and Allowance for ) Change Reason Code to Closed Out End End Responsible for the core management processes in. Activities and processes include; 1) Front-end activities (manual & automated interfaces) with entitlement and revenue systems, 2) Back-end process with US referrals, 3) Core processes of recording /invoices, coordinating customer/or master data, aware of collections/dcas processing, running interest program, running dunning process, creating installment plans and maintaining /or statuses. Responsible for querying all s eligible for write-off, validates that all write-off requirements are met, and performs the necessary transactions to complete the write-off in. Responsible for maintaining the general ledger accounts; Allowance for and Bad Debt Expenses. Separate bad business rules exist for Entitlement Debts versus Revenue Debts. Estimates based on either time (e.g. 180 days/50%) or individual s status. Page 6
Debt Case Management Activities / Manage Deferrals and Installment Plans (e.g. waivers, remissions) Adjustment s (e.g. reclassified, waiver adjusted amount, Currently not Collectable reinstated) Debt MGMT Debt MGMT Responsible for the core management processes in. Activities and processes include; 1) Front-end activities (manual & automated interfaces) with entitlement and revenue systems, 2) Back-end process with US referrals, 3) Core processes of recording /invoices, coordinating customer/or master data, aware of collections/dcas processing, running interest program, running dunning process, creating installment plans and maintaining /or statuses. Page 7