Create Dunning Letters

Review Invoices & Print Letters

Purpose: The review process will calculate the date ranges for each Dunning Letter and assign a letter to each customer with a past due invoice in one of the ranges maintained in the Dunning Letter Parameters.

The system will select each customer letter based upon the OLDEST invoice. Therefore, each customer will only receive one letter based on the age of that invoice.

From the menu select Accounts Receivable, Dunning Letters, Review Invoices & Print Letters.

• Effective Date - Enter the Effective Date to be used as a selection criterion. The system will use this date in conjunction with the starting and ending age fields of the Dunning Letter Parameters to determine which Dunning letters will be printed for which customers.

• Click Select to run the program and assign letters to each late customer.

• Click Print/View Documents to open Microsoft Word and display each Word document or to send the print job to a printer.

Dunning Letters Process

Printing a Dunning Letter

Step 1 – Set up Your Dunning Letter Parameters

To print your Dunning Letters, you will need to set up the Dunning Letter Parameters first.

• From the menu select System Administration, Configuration, Accounts Receivable. Select the Dunning Letter Parameters tab to set the age range and letter name for the Dunning Print process. You can create your Dunning (delinquent) letters in Microsoft WORD and print the letters using the Review Invoices & Print Letters program in A/R. Note: The Dunning Letter process uses the standard Mail Merge functionality in Microsoft Word.

• Starting and Ending Age - Enter the Starting and Ending Age range for each Dunning letter. During the printing process the age of a customer’s OLDEST invoice will determine which letter is printed.

• Notice Name - Click in the Notice Name column to specify a Word Document for the Age Range entered. Click the down arrow to view the Open File window will display to allow you to select the WORD document you want to print (see below). Use this window to select the path and document name for the desired letter.

• Notice Description - Enter a Notice Description for the letter selected.

Step 2 – Create the Dunning Letter in Microsoft Word

Merged fields are added between carets - ^merge^.  These are a few of the most-used attributes for Dunning Letters.

 

SALUTE  - Customer’s salutation

FIRST.NAME  - Customer’s first name

LAST.NAME  - Customer’s last name

ADD   - Customer’s first address line

ADD2   - Customer’s second address line

CITY   - Customer’s city

STATE   - Customer’s state

ZIP   - Customer’s Postal Code

CBAL   - Customer’s current balance 

LAST.PMT.DT  - Customer’s last payment date

LAST.PMT.AMT - Customer’s last payment amount

LAST.INV.DT  - Customer’s last invoice date

LAST.INV.AMT - Customer’s last invoice amount

LAST.INV  - Customer’s last invoice number

OVERDUE.INVOICES  - Customer’s overdue invoices

Step 3 – Review Invoices & Print Letters

To select the proper letters to print for each customer, you must first run the Review Invoices & Print Letters program to allow the system to calculate the date ranges for each Dunning Letter and assign a letter to each customer with a past due invoice in one of the ranges maintained in the Dunning Letter Parameters.

The system will select each customer letter based upon the OLDEST invoice. Therefore, each customer will only receive one letter based on the age of that invoice.

From the menu select, Accounts Receivable, Dunning Letters, Review Invoices & Print Letters.

• Effective Date of Notices - Enter the Effective Date to use for the notice selection. The system will use this date in conjunction with the starting and ending age fields of the Dunning Letter Parameters to determine which Dunning letter will be printed for each customer.

• The system will display a list of customers and the letter selected in the Customers and Letters Selected grid.

• Click Print/View Documents to open Microsoft Word and display each Word document or to send the print job to a printer.

**If at any point you run into any issues, feel free to email [email protected] for assistance.**