Sending Overdue Letters to your Receivable Accounts.
Overdue Account Management: Selecting letters to send
Managing Overdue Letters for a Receivable Account
Introduction
To send overdue letters to your Receivable Accounts, you can select different letters to send to different Receivable Accounts depending on how long overdue the balance is.
Letters will be sent to the contact person whose email address is set up in the Receivable Account Entity, or to send an immediate email, you can select the person to send to.
You must select each Receivable Account individually, and specify the particular letter to send and the date you wish to send it.
To see how to set up letters, click Setting up Overdue Letters for Receivable Accounts.
Overdue Account Management: Selecting letters to send
When you want to send out overdue letters, you must select each Receivable account with an overdue balance that you want to contract, determine which letter to send and when to send it.
To select which Receivable Accounts you wish to send an overdue letter to:
- Go to Receivables > Overdue Account Management.
- Select your search criteria and click Search.
This will display your Receivable accounts that have overdue balances. If a Receivable account does not have an overdue balance, they will not appear.
Note: you can also access the Overdue tab for any selected Receivable Account from the Receivables > Receivable Accounts menu.
| Now you must select each Receivable account individually and assign the required letter for each one. This allows you to specifically select the accounts to send a letter to. |
You can send an email right away, or you can create the communication email that will be sent out with an overdue letter attachment, and determine the date for it to be sent. This could be created now or on a future specified date, and will be picked up by the scheduled task End Of Day Email Unsent Communication. Please contact us if you would like to set up a scheduled task.
Managing Overdue Letters for a Receivable Account
- Double click the first Receivable Account then click on the Overdue tab.
On this page you can select a letter and queue it to be sent with the scheduled task to send out communications, or you can send a create a one off email that will be sent right away. If you have the text sending facility, you can send a text. Refer to Setup to send text messages for details about this feature.
1. To create a one off email.
On the left hand side of your screen, click Create one off email. In the New Email window, select who to send the email to, and add your subject and text. You can use the embed fields in the table for setting up overdue letters. When you are ready, click Send. The email will be sent out immediately.
2. Set the next letter.
In the centre section of your screen, you can select the Next Account Overdue Letter to send and the Next overdue letter date. If you leave the date field empty it will default to today's date. You can set up the email subject and text that the letter will be attached to. You can use the embed fields in the table for setting up overdue letters. When you save this page, these email details will be saved for future use.
Click Create letter, communication and send to queue the email and letter attachment to be sent with the scheduled task at the end of the day. Alternatively, you can download the letter as a file by clicking Create letter and download.
3. Upload letter and send.
On the right hand side of this page, you can upload an overdue letter to send to this Receivable account. This will use the email details you set up in the centre section. Click Upload letter, create communication and send. The email with attached letter will be queued to be sent.
Repeat for all Receivable Accounts that you wish to send a letter to.
CRM Communications: View letters to be sent
If you wish to see what letters have been created, or if you would like to send any queued letters out immediately, you can do this here.
- Go to CRM > Communications.
- Select any Search criteria and click Search.
This will display all communications that are waiting to be sent out. They will be sent the next time the scheduled task End Of Day Email Unsent Communication runs.
To send out a letter right away
If you want to send one of these communications now, then from the CRM Communications screen:
- Locate the item you wish to send.
-
On the line for that item, click the Send icon
in the column on the right.
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