Debtors Letters
Enables you to print a pre-formatted letter, drawing the Customer details from your database.
There are 3 letter layouts to choose from; you can make enter the message content for each letter type.
Three standard format debtor letters are available.
Contents |
Customise the letter |
Example |
Sequence
The letters are designed to be sent in sequence:
Letter 1 will be your first reminder.
Letter 2 a second reminder.
Letter 3 a further reminder or final notice.
After printing:
After each letter has been sent to a Customer, you will be prompted to mark the letter as having been printed.
If you reply Yes, the transactions that were included on that letter are marked as printed so that they will not be shown on later letters of the same type.
When Letter 1 is marked printed, transactions from that letter will not be included on the next Letter 1 sent to the same Customer.
These transactions will automatically be included in the Letter 2 type reminder until that letter is marked as printed.
The transactions will then appear in Letter 3.
Select the letter
The first step is to select the letter from the button menu, click on the button menu to change the selection.
Naming the letters
You can give each letter an individual and more meaningful name by selecting Change Menu Name from the User Options menu button.
A separate window will open enabling you to enter your own names for each of the letters. Click OK to save the changes.
Customise the letter
Change Layout
The letter you select will take it's content from the data held in your database but there are additional fields available into which you can add fixed text content.
Select Change Layout from the User Options menu button.
A new window will open, see Change Layout for more details.
Print Company Address
The address from your Company Details window can be printed on the letter.
Click on the User Options menu button and click the option to switch it on. You will see that it is ticked (as shown above).
If you are using pre-printed stationery this will not be required and can be switched off.
Click on the User Options menu button and click the option to switch it off (the tick will be removed).
Select the Customer's address
The Customer’s address will be printed on the letter, this can be the:
Main Address, Invoice Address, Statement Address or Default Delivery Address.
The Main Address refers to address 1; the address entered directly on the Customer record window.
Add the Contact Name
Contact Name - tick this option to add the contact name from the address record to the letter. It will be printed above the Customer’s address.
Transactions
Select the transactional information that is to be included.
If you select No Transactions, only the text entered in the additional fields of the layout will be printed.
All Overdue Invoices - only those invoices that are outstanding for payment and overdue, according to the terms provided to the Customer, will be printed.
All Unallocated Invoices - all invoices that are outstanding for payment will be printed.
There are some additional options:
All Unallocated Credits - tick this option to include credits on the account that haven't been matched to an invoice.
Exclude Disputed - if you know an invoice is being disputed, you may not want to include it on a reminder.
Include 2nd Base Values - if appropriate.
Date
Enter the date that you wish to print on the letter. The date will default to your system date.
Example
This window is opened from the Debtors Letters window by clicking on User Options and selecting Change Layout.
This example is Letter 1.
The text in the 'framed' areas should be changed to the text you require to be printed on the letter or cleared.
The 'non-framed' areas indicated where data from your Customer records will be entered.
Enter Signatory - A signatory name can be entered directly into the field or taken from the Customer record. Select Enter Signatory from the button menu to use the name entered in the field. Select User Sort 1, 2 or 3 from the button menu to use the value from the sort key field on the Customer record.
Tools - Page Preview will display an example of the finished letter. Margins will display a configuration window enabling you to set the left, top and bottom margins for the document thus determining the position of the letter on paper.
Save - OK saves the completed letter ready for use.