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 Receivables@jhu.edu and we will get back to you within 48 hours.
Follow-Up for ALL will be 10 days EXCEPT W00 which will be 2 days
*Escalation will be after 3 attempts with no reply
Invoice Text Table (S.A.P.)
|A00||Customer has promised to pay|
|B00||Billings late, resend/revise invoice or invoice not in SAP or Oculus|
|C00||Customer researching payment, reviewing docs, disputing docs, waiting funds from external source, working with PI/Dept., not responding, invoice requested where none required in NGA, elevated to customer’s upper mgmt.|
|D00||Department is handling|
|D01||Department is researching, working with customer, not responding, received check|
|L00||Referred to legal|
|Lou||Write-off - Lou handling|
|SP0||Sponsored Projects providing detailed information, working with Dept., incorrect bill plan, financial reports|
|R00||Sponsor waiting reports from JHU PI (financial report, manuscript, program report, Scientific, Technical, etc.)|
|R01||Waiting for signed documents, Research Admin (ORA) working with sponsor|
|W00||Customer contacted for the first time awaiting response|
*Escalation- after 3rd attempt with no reply contact the Dept. Administrator. If no results after 3rd escalation to Dept. Administrator notify Lou & Debbie.