Personalized customer letter layouts can be designed and setup
in this utility, that can later be regularly printed for a filtered
customer selection in the standard and alternate languages from the
Print Statement Letters utility.
Accounts Receivable "Standard" letters, as well as "Gentle" and
"Firm" Dunning Letters can also be designed for collection notice
purposes.
The layout of the A/R collection and dunning letters can be
configured to include the customer account balance, and any overdue
invoices as of a specified aging date, embedding the account
information in the letter as explained below in the Letter
Details.
An operator must be assigned a Security Role that allows permission to the Customer Management - Statement Letters in order to access this table.
The letters are personalized automatically by printing the Name, Address and Postal/ZIP Code from the Customer Information and the Salutation prints with the Contact Name from the Customer Information.
The Statement and Dunning letters can be generated manually through Print Statement Letters and can also be generated automatically for the appropriate over-due customers through the Automatic Reporting tasks using the function ARLT02 which automatically emails them to the customer Contacts flagged for receipt.
If your firm utilizes the alternate language feature for
customers, parallel letter codes should be setup, one letter with
text in the standard language and a second letter in the alternate
language. When the letters are generated in Print Statement Letters two letter codes can be
entered for the appropriate standard language and alternate
language letters.
The alternate language processing can be activated from the
Company Miscellaneous Parameters and
customers can be flagged in the "Additional Information" of
Customer Information. The alternate
language fields for standard documents and Crystal Forms are setup
in Document Field Labels that are used in
the A/R aging that can be included in the letter.
For Jasper documents refer to Jasper Appearance and
Formatting window of Customer Forms
for the language and label controls.
The Statement and Dunning letters can also be generated automatically for the appropriate over-due customers through the Automatic Reporting tasks using the function ARLT02, and automatically emailing them to the Contacts flagged for receipt of Dunning Letters.
Letters that are generated can be tracked by date sent and reported using Statement Letter Report.
Note: Because customers can be eligible and receive both a Gentle and a Firm Dunning Letter if there are overdue invoices in both periods, any invoices that are in the "Gentle" period and are included on the Gentle Dunning Letter, are NOT also included on the Firm Dunning Letter, and vice versa.
The selection prompts to build the letters are:
The Salutation prints followed by the Contact Name from the
Customer Information and a colon (:)
i.e. Attention Jack Crosby:
Note: If there is no Contact Name the Salutation and colon are
still printed. i.e. Attention:
For A/R collection letters and dunning letters, special insert
values can be included in the letter to print the customer's
account, balances and unpaid documents as part of the letter
layout.
Either the << >> or the [[ ]] symbols can be used to
bracket the insert identifiers, as some Web browsers do not always
display the brackets properly.
The insert options include:
i.e. "Account <<ACCT>> is overdue for payment."
<<BALANCE>> or [[BALANCE]]
If <<BALANCE>> or [[BALANCE]] is included on a line in
the body of the letter, then the customer's full unpaid account
balance as of the aging date, prints at that point in the
letter.
i.e. In the letter setup in Statement Letters the text
could be:
"Your current account balance is <<BALANCE>>. Please
remit payment."
The software would substitute the correct balance and this would
print in Print Statement Letters as:
"Your current account balance is $2603.74. Please remit
payment."
<<OVERDUE>> or [[OVERDUE]]
This insert option acts similar to <<BALANCE>> except
that only selected invoices are reflected in the total that
prints.
If <<OVERDUE>> or [[OVERDUE]] is included on a line in
the body of the letter, then the sum of the unpaid invoices as of
the aging date is printed at that point in the letter, basing the
included invoice selection on whether the letter is a Standard,
Gentle or Firm Dunning letter, as it only displays the sum of
overdue invoices that fall into the dunning period dictated by the
customer's Terms Codes.
For information on how invoices are determined as overdue for
Gentle versus Firm Dunning Letters, refer to the explanation in the
Terms Codes.
<<AR>> or [[AR]]
If <<AR>> or [[AR]] is entered on a line of its own in
the body of the letter, then the unpaid invoices as of the aging
date are listed, with Invoice #, Date, Due Date, Invoice Amount,
and outstanding Invoice Balance.
Note: If <<AR>> is used in the body of a letter that
is selected in Print Statement Letters to
print a Gentle or Firm Dunning Letter, only the
invoices applicable to the Firm or Gentle period are listed.
The total of these invoices then matches the
<<OVERDUE>> balance calculated and printed in the same
dunning letter.
Note: A window is provided on any blank detail line of the letter to outline the use of these insertion identifiers.
Use Print Statement Letters to create the list of customers to receive the letters) and to print the confirmed letters.
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