How do I Send Debt Chasing Letters?

Summary

The following article talks you through how Platinum can print debt letters of the relevant severity to help you chase outstanding debts.

Sending Debt Letters Automatically

Go to " Sales Ledger Aged Debt Chasing".

• "Document Type" - Click this drop down box and select 'Warning Letter'.
• "Stationary" - Click on drop down select 'Continuous'.
• "From" and "To"If you wish to send a letter to one account you can specify in these fields or leave them blank for all accounts with a debt.
• "Group" - Should you wish to send letters to customers in one particular account group you can enter this in this field or leave this blank for all customers with a debt.
• "Minimum Debt" -By using this field you can set the system to only send letters over a certain amount.
• "In Credit" - It is important to set the this field to 'No'. This will mean only accounts owe you money (debts) get letters rather than any you owe money to (Accounts in Credit).
• "Site" - This field allows you to only send letters to customers with debts with you from one particular site.
• "Debt Period" - Finally this field allows you to set which debt period you wish to send letters for the debt periods are as follows:
  • 'Current' = Debts in the current Financial Period.
  • '1st Period' = Debts upto one month old.
  • '2nd Period' = Debts upto two months old.
  • '3rd Period' = Debts 3 months old Plus.
• Once all these fields are set to your requirements click the [Print] Button or press {KeyPress|F2}} to print and the required letters will print off.

Selecting which letters to send Manually

Go to " Sales Ledger Aged Debt Chasing".

• Setup the range screen exactly the same as above. Once done, at the point where you would normally press <F2> to print press <Shift+F2> .
• This will show you a list of customers that fall into your range and allows you to press the [1,2,3,4] buttons at the top of the page against the accounts you require that particular letter for:
  • 1 = A letter for Debts in the current Financial Period - This is a relatively gentle reminder letter prompting the customer to pay in the first instance.
  • 2 = A letter for Debts up to one month old - A slightly Stronger reminder letter prompting the customer to pay.
  • 3 = A letter for Debts up to two months old - A Fairly stiff reminder letter prompting the customer to as soon as possible.
  • 4 = A letter for Debts up to Three months old - A Final reminder letter prompting the customer that threatens court action if not dealt with within 7 days.
• Once all required accounts are tagged press the [Print] button or press <F2>.

Other Useful Key presses from this screen

• Press <F5> - Tag and account.
• Press <S+F5> - Tag all accounts.
• Press <C+F5> - Un-Tag all accounts.

See also

• How do I Write Off Bad Debts?
• How do I print an Aged Debtor or Creditor List?

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Keywords AND Misspellings

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