Difference between revisions of "How do I Send Debt Chasing Letters?"

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{{Review}}
 
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== Summary ==
 
== Summary ==
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The following article talks you through how Platinum can print debt letters of the relevant severity to help you chase outstanding debts.
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The following article explains how Platinum can print debt letters of the relevant severity to help you chase outstanding debts.
  
 
== Sending Debt Letters Automatically ==
 
== Sending Debt Letters Automatically ==
 
Go to {{Menu|{{SL}}|Aged Debt Chasing}}.
 
Go to {{Menu|{{SL}}|Aged Debt Chasing}}.
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*{{DataPrompt|Document Type}} - Click this drop down box and select {{DataValue|Warning Letter}}.
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*{{DataPrompt|Document Type}} - Click the drop down box and select {{DataValue|Warning Letter}}.
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*{{DataPrompt|Stationary}} - Click on drop down select {{DataValue|Continuous}}.
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*{{DataPrompt|Stationery}} - Click the drop down box and select {{DataValue|Continuous}}.
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*{{DataPrompt|From}} and {{DataPrompt|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.
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*{{DataPrompt|From}} and {{DataPrompt|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.
 
*{{DataPrompt|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.
 
*{{DataPrompt|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.
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*{{DataPrompt|Minimum Debt}} -By using this field you can set the system to only send letters over a certain amount.
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*{{DataPrompt|Minimum Debt}} - Using this field you can send letters only to customers owing over a certain amount.
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*{{DataPrompt|In Credit}} - It is important to set the this field to {{DataValue|No}}. This will mean only accounts owe you money (debts) get letters rather than any you owe money to (Accounts in Credit).
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*{{DataPrompt|In Credit}} - It is important to set this field to {{DataValue|No}}. This will mean only accounts that owe you money (debts) get letters rather than any you owe money to (Accounts in Credit).
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*{{DataPrompt|Site}} - This field allows you to only send letters to customers with debts with you from one particular site.
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*{{DataPrompt|Site}} - This field allows you to send letters only to customers with debts from one particular site.
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*{{DataPrompt|Debt Period}} - Finally this field allows you to set which debt period you wish to send letters for the debt periods are as follows:
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*{{DataPrompt|Debt Period}} - This field allows you to set the debt period for which you wish to send letters. The debt periods are as follows:
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**{{DataValue|Current}} = Debts in the current Financial Period.
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**{{DataValue|Current}} = Debts in the current month.
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**{{DataValue|1st Period}} = Debts upto one month old.
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**{{DataValue|1st Period}} = Debts for last month old.
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**{{DataValue|2nd Period}} = Debts upto two months old.
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**{{DataValue|2nd Period}} = Debts for the month prior to last month.
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**{{DataValue|3rd Period}} = Debts 3 months old Plus.         
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**{{DataValue|3rd Period}} = Debts older than the previous period.         
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*Once all these fields are set to your requirements click the {{Button|Print}} Button or press {{KeyPress|F2}} to print and the required letters will print off.
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*Once all these fields are set to your requirements click the {{Button|Print}} button or press {{KeyPress|F2}} to print and the required letters will be printed.
  
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== Selecting which letters to send Manually ==
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== Selecting which letters to send manually ==
 
Go to {{Menu|{{SL}}|Aged Debt Chasing}}.
 
Go to {{Menu|{{SL}}|Aged Debt Chasing}}.
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*Setup the range screen exactly the same as above. Once done, at the point where you would normally press {{KeyPress|F2}} to print press {{KeyPress|S-F2}} .
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*Set the range screen as above.  
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* Instead of pressing {{KeyPress|F2}} to print, press {{KeyPress|S-F2}}.
 
*This will show you a list of customers that fall into your range and allows you to press the {{Button|1,2,3,4}} buttons at the top of the page against the accounts you require that particular letter for:
 
*This will show you a list of customers that fall into your range and allows you to press the {{Button|1,2,3,4}} buttons at the top of the page against the accounts you require that particular letter for:
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**'''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.
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**'''1''' = A letter for Debts in the current month - This is a relatively gentle reminder letter prompting the customer to pay in the first instance.
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**'''2''' = A letter for Debts up to one month old - A slightly Stronger reminder letter prompting the customer to pay.
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**'''2''' = A letter for Debts up to one month old - A slightly stronger reminder letter prompting the customer to pay.
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**'''3''' = A letter for Debts up to two months old - A Fairly stiff reminder letter prompting the customer to as soon as possible.
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**'''3''' = A letter for Debts up to two months old - A fairly stiff reminder letter prompting the customer to pay as soon as possible.
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**'''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.
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**'''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.
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*Once all required accounts are tagged press the {{Button|Print}} button or press {{KeyPress|F2}}.
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*Once all required accounts are tagged, press the {{Button|Print}} button or press {{KeyPress|F2}}. The system will then print the letter that you selected, rather than the one that it thinks you should send! For example, you might have a good customer who is just a bit slow paying this month, and you then send them the gentle reminder letter rather than the stiffer letter.
  
 
=== Other Useful Key presses from this screen ===
 
=== Other Useful Key presses from this screen ===
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*Press {{KeyPress|F5}} - Tag and account.  
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*Press {{KeyPress|F5}} - Tag an account.  
 
*Press {{KeyPress|S+F5}} - Tag all accounts.
 
*Press {{KeyPress|S+F5}} - Tag all accounts.
 
*Press {{KeyPress|C+F5}} - Un-Tag all accounts.
 
*Press {{KeyPress|C+F5}} - Un-Tag all accounts.

Revision as of 16:44, 27 October 2011

Summary

The following article explains 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 the drop down box and select 'Warning Letter'.
  • "Stationery" - Click the drop down box and 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" - Using this field you can send letters only to customers owing over a certain amount.
  • "In Credit" - It is important to set this field to 'No'. This will mean only accounts that owe you money (debts) get letters rather than any you owe money to (Accounts in Credit).
  • "Site" - This field allows you to send letters only to customers with debts from one particular site.
  • "Debt Period" - This field allows you to set the debt period for which you wish to send letters. The debt periods are as follows:
    • 'Current' = Debts in the current month.
    • '1st Period' = Debts for last month old.
    • '2nd Period' = Debts for the month prior to last month.
    • '3rd Period' = Debts older than the previous period.
  • Once all these fields are set to your requirements click the [Print] button or press <F2> to print and the required letters will be printed.

Selecting which letters to send manually

Go to " Sales Ledger Aged Debt Chasing".

  • Set the range screen as above.
  • Instead of pressing <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 month - 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 pay 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>. The system will then print the letter that you selected, rather than the one that it thinks you should send! For example, you might have a good customer who is just a bit slow paying this month, and you then send them the gentle reminder letter rather than the stiffer letter.

Other Useful Key presses from this screen

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

See also


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Keywords AND Misspellings
Debt Chasing, Debt, Debt Chase, Chase, chasing, review, contacts, Contact, letters, court letter, court, letter
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