The Accounts Receivable Department in the Controller’s Office provides the status of collections activity using the codes listed in the table below. These codes are the first three characters seen in the TEXT field in SAP. Additional notes can be viewed in long text. For questions on any invoices please send an email to the departmental email address [email protected] and we will get back to you within 48 hours.
Full Separator
Invoice Text Table (S.A.P.)
| Code | Description |
|---|---|
| A00 | Customer has promised to pay – A00 4/1/23 (30 |
| A01 | Customer is researching payment or reviewing docs (10) |
| A02 | Customer is waiting funds from external source. – send to Manager and SPSS – relinquish ownership |
| A03 | Customer is disputing, working with SPSS, Dept or Billings (7) – any disputes CC Manager |
| B00 | Billings is researching invoice – (7) |
| CA1 | Cash accounting is researching payment/refund issue – (7) |
| CA2 | Funds have been received but not posted yet (Format as PD 3/23/23 WIRE/ACH/LBX) |
| D00 | Department asked AR not to contact the customer, this is at a customer level not invoice level. Leave as is |
| D01 | Department is researching, working with customer, collecting contact/generic email address (7) |
| GFT | Invoice for Gift/Pledges – NOT AR Collections. Leave as is |
| MNG | Escalated to Manager. Write-off, Legal issues, Disputes, etc. |
| PD | Paid |
| SP0 | Sponsored Projects is researching, working with Dept./ PI (7) |
| SP1 | Grant closed, waiting final report (case by case basis depending on the invoice amount – approval needed) |
| XCT | Department Clinical Trial – (Only follow-up w/ dept. every 30 days) |
| W01 | Customer contacted for the first time awaiting response (7) For Supervisor format as “W01 – SUP” |
| W02 | Customer contacted for the second time awaiting response (7) – if no response after W02 reach out to internal Dept. for new/updated contact information – For Supervisor format as “W02 – SUP” |
| W03 | Customer contacted for the third time awaiting response – Forward and escalate to Supervisor. (7) For Supervisor format as “W03 – SUP” |
| PRE | Pre-award |
Partial Pays are handled with the above codes but the invoice# to the partial payment should be noted in short text.
*Escalation- after 3rd attempt with no reply send to Supervisor, if continued with no response then Supervisor sends to Manager