Creating Outstanding Check Letters from the RF Outstanding Check Register

Effective Date:

May 9, 2017

Function:

Accounts Payable

Contact:

Megan Moran

Step

Action

1

Run the concurrent process for RF Outstanding Check Register (XML) with completion options to export into Excel

2

Create Word file and merge Excel data.

3

Preview and print letters.

Parameter

Description
(click in the field to see the List of Values)

Required Parameters

Type

The default is the Location. Campus users should use the default value. Central office staff uses other values, e.g., All and State, when reporting abandoned property to individual states.

Date Range From

The beginning date of the checks to be reviewed. The earliest date you can enter is 01-JAN-01, the "go live" date for the Research Foundation's Oracle applications. Legacy system check information is not in Oracle.

Date Range To

The ending date of the checks to be reviewed. The earliest date you can enter is 01-JAN-01, the "go live" date for the Research Foundation's Oracle applications. Legacy system check information is not in Oracle.

Optional Parameters

State

The state name on the address of the check. Central office uses this for reporting abandoned property to individual states.

Location

The operating location. Campus users are only allowed to enter their own location in this field. Central office uses this to retrieve lists of checks made out of the General Ledger accounts.

Step

Action

1

Select AP Inquiry in Responsibility screen. Select Other, Requests, Run.

2

Select Single Request.

3

Click OK to go to the Submit Request form.

4

Complete the following field: Name (name of the report to be run) Select from the List of Values.

5

The Parameters form will be displayed if you select a request that requires parameter values. As required, enter the parameters.

6

Click OK to return to the Submit Request form.

7

Click Completion Options to return the Upon Completion Options form. Change the Format to Excel (Select from the List of Values).

8

Click OK to go to the Submit Request form.

9

You have successfully exported the data into Excel.
You can now adjust and manipulate the data. Some column widths may need to be increased for the data to be fully displayed.
Select File > Save As to name the file and save it with the spreadsheet extension.

10

Click Submit to go to the Requests form. Submitted requests are queued and run in the order in which they are received. Your current request may appear in a list of all of your requests in the Requests form.

11

Click Refresh Data until the Phase field displays completed.

12

Click View Output. You will then be prompted to either save or open the report in excel.

Step

Action

1

Save the file in excel with a meaningful name such as, "Outstanding Checks Quarter 1 2008."

2

Go the bottom right most cell that contains data in the spreadsheet. Begin at this cell and drag your mouse to the top most left cell in the spreadsheet so that every data cell is highlighted. With the data highlighted go to Insert =>Name=>Define. You will now name the table of data. This table will be used to insert data in the mail merge process.

Step

Action

1

Open the Word document created for the outstanding check review. Go to Tools => Letters and Mailings => Mail Merge Wizard.

Note: Campuses can use the form letter "Outstanding Check Letter" (includes a Replacement Check Request form) created by RF central office or create their own Word document. The Outstanding Check Letter.

2

First select the document type. Select Letter, then use your mouse to click the link to proceed to the next step. Select "Use the current document" and click the link to proceed to the next step.

3

This is step 3 of 6. Select the recipients for the letters you are sending out. To use the table from the Excel spreadsheet, select "Use an Existing List"

4

Select "Browse" Most likely, the window where you saved the Excel file will appear, but if not, use the window that does appear to navigate to the Excel file, then open the file. Select the table created from the Excel file. Make sure there is a check in the box indicating that the first row of the data contains the column headers. Select OK.

5

This step will prompt you to sort the recipients list. Click on one of the column headings that contains data for each row of information. When a menu appears, select "non-blanks." This will eliminate all rows which contain unnecessary data.

6

Scroll through the list making sure all the rows contain data. Uncheck the box next to each of the rows that you do not need. Then select OK and then Next to proceed.

7

Now insert the data from the Excel table. Place the cursor of the mouse where you would like to insert the data from column A into the document. The mail merge wizard on the right side of your screen will list choices to insert into the letter. Click on the link titled "More items" This will display a menu of the labels you gave to each column. Choose column A’s label.

8

Repeat step 3 for all of the information you need in the letter.
Note: You can use a column as many times as you need.

9

When finished, click on the "Next: Preview your letters."

Step

Action

1

Using the printed copy of the "RF Outstanding Check Register," the first supplier on the printout should be the letter displayed. If it is not, use the arrows around "Recipient #" in the Wizard to find that recipient. Compare the printout to the recipient information and adjust the letter if necessary.
Note: Some numbers may have been rounded or some of the address may have been truncated during the merge process.

2

When the letter is correct, print the letter and click the arrows next to "Recipient #" to move to the next record.

3

Repeat steps 1 and 3 until you have printed all letters.

Date

Summary of Change

May 9, 2017

Removed "Bank Name" from the list of "required Parameters" under "Setting Report Parameters" and updated Step 1 of "Setting Report Completion Options to Export Output into Excel"

December 28, 2016

Format updated

February 15, 2008

Updated instructions used to include new report format.

August 24, 2004

Updated Inserted hyperlink to Outstanding Check Letter form, and changed RFCUST: to RF in report name.

October 9, 2003

New document.