Aging Codes
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. Invoice Text Table (S.A.P.) Code - Description Follow-Up for ALL will be 10 days EXCEPT W00 which will be 2 days *Escalation will be after 3 attempts with no reply | Code | Description |
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| A00 | Customer has promised to pay | | B00 | Billings invoiced late, resend/revise invoice or invoice not in SAP or Oculus | | CA0 | Cash Accounting misposting | | CL | Closed | | C00 | Customer is researching payment, reviewing docs, disputing docs | | C01 | Customer is waiting funds from external source, working with PI/Dept. | | C02 | Customer is not responding, invoice requested where none required in NGA | | C19 | Customer is not paying due to COVID-19 | | D00 | Department has notified AR not to contact the customer, this is at a customer level not invoice level | | D01 | Department is researching, working with customer, not responding, or received funds in Standard Charter Bank | | GFT | Invoice for Gift/Pledges – NOT AR Collections | | KEL | Kelly Lyons Accounts Receivable Shared Services Manager handling | | L00 | Referred to legal | | L01 | LOC grant - funds not available yet | | L02 | LOC grant closed in government system | | PD | PD - Paid – funds have been received but not posted yet | | PPD | Partial Payment | | PRE | Pre-award | | R00 | Sponsor waiting for reports from JHU PI (patent, manuscript, program, scientific or technical) | | R01 | Waiting for signed documents, Research Admin (ORA) working with sponsor | | R19 | Department unable to provide deliverables due to Covid-19 | | R02 | Refund being processed | | SP0 | Sponsored Projects providing detailed information, working with Dept., incorrect bill plan, financial report or close out docs | | SP1 | Grant closed, waiting final report (case by case basis depending on the invoice amount – approval needed) | | W00 | Customer contacted for the first time awaiting response | | XCT | Clinical Trial |
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