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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

 

CodeDescription
A00Customer has promised to pay
B00Billings invoiced late, resend/revise invoice or invoice not in SAP or Oculus
CA0Cash Accounting misposting
C00Customer is researching payment, reviewing docs, disputing docs
C01Customer is waiting funds from external source, working with PI/Dept.
C02Customer is not responding, invoice requested where none required in NGA
C19Customer is not paying due to COVID-19
D00Department has notified AR not to contact the customer, this is at a customer level not invoice level
D01Department is researching, working with customer, not responding, or received funds in Standard Charter Bank
GFTInvoice for Gift/Pledges – NOT AR Collections
L00Referred to legal
L01LOC grant - funds not available yet
L02LOC grant closed in government system
SP0Sponsored Projects providing detailed information, working with Dept., incorrect bill plan, financial report or close out docs
SP1Grant closed, waiting final report (case by case basis depending on the invoice amount – approval needed)
R00Sponsor waiting for reports from JHU PI (patent, manuscript, program, scientific or technical)
R01Waiting for signed documents, Research Admin (ORA) working with sponsor
R02Refund being processed
R19Department unable to provide deliverables due to Covid-19
W00Customer contacted for the first time awaiting response
PDPD - Paid – funds have been received but not posted yet
PPDPartial Payment
PREPre-award
CLClosed

*Escalation- after 3rd attempt with no reply contact the Dept. Administrator. If no results after 3rd escalation to Dept. Administrator notify Lou & Debbie.

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