AR Form Letters

Form letters can be generated on the system using data from the AR module and present the data required for collection purposes.  Go to:

• Accounts Receivable (Module 2)
  • ​Mailing/Label Control (Task25)
    • ​Generate Form Letter from Customer Master CUSFMT (Sub-task 5)
      • ​Notice, on the first screen (the one that explains how the program works), at the bottom the system prompts:  Left arrow to end, TAB to see tokens, or ENTER key to continue:
      • Press the TAB key to view the following "TOKENS".
      • <DATE> = Today                                <TAX#> =General use field #3
      • <TIME> =The time at this moment       <CREDIT> = Customer's credit limit
      • <NUM> =Customer's number              <BALANCE> =total owed
      • <NAME> = Customer's name              <AGE'000> =less than 30 days owed
      • <ADD1> = Customer's 1^st addr line     <AGE'030> = +30 days owed
      • <ADD2> = Customer's 2^nd addr line     <AGE'060> =+60 days owed
      • <CITY> = City                                    <AGE'090> = +90 days owed
      • <STATE> = State                                <AGE'120> =+120 days+prior
      • <ZIP> =Zip                                          <AGE'000> =current+30+60+90+prior
      • <COUNTRY> =Country                     <AGE'030=> =+30+60+90+prior
      • <PHONE> =Phone                              <AGE'0060+> =+60+90+prior
      • <FAX> =Fax number                           <AGE'090+> =+90+prior
      • <UPS> =UPS Zone                            
      • <ROUTE> =Route
      • <CONTACT> = Attn: to whom? (general use field #1)
      • <GENERAL> =General use field #2
      • <DETAIL> = Show account detail (list all A/R Open items

The tokens represent the components available for the template/form letter being created.  Simply choose the "tokens" to be used on the letter, then either write them down or 'print' the tokens (i.e. for users of Word: highlight the page, using the COPY feature, then copy & PASTE the TOKENS to a new /blank Word document, then PRINT.  Once the TOKENS are available to use, press the ENTER key to continue.

Selectable ranges are customer types, customer name or #, salesman #, and aging breat points.  You may also choose whether or not to print detail.  E-deliver (email or fax) is also available.  For information on faxing & emailing directly from Profits Plus, contact us.

Note the message related on the first screen:

Warning: Do not use the VUE function on the Report control screen if you plan to print the letters, they will not print correctly.

However, the PRE (preview) function can be used to see exactly how the form letter will look before actually printing.

Define either a new name for the new letter template or recall an existing name if a template already exists.

Enter - form letter name: COLLEC (the name should denote somehow what the function of the template/letter will be, it is best to write this name down so the letter can be accessed later.

Number of copies: 1 (use the number of copies required to print)

Customer types: ALL (or customer type, as applicable)

Next is the screen where the TOKENS, that control the data, need to be entered.  Type the letter that will be sent out to the customers, entering the TOKENS that were selected from the token list, where appropriate.  Ensure that the TOKENS are entered exactly as they are shown on the token list.  Where the tokens are placed determine their placement on the letter when it is printed.  The TOKENS must be in capital letters.

Example:

When the tokens are placed and the comments are entered, press the ESC key and type the letter: f (to save the entries) or close the Wordpad window & save.  

• The next few screens concern the cut-off dates:
  • This date relates to AR Open Items only when the token <DETAIL> is used)
  • Print account detail? (Y/N): Y
  • Please enter document cut-off date:

The system will ask Numeric or Alphabetic order; Starting & ending customer #; Starting & ending salesperson #, and

Aging Period:

• Select 5 to include only account balances through the current dates
• Select 6 through 9 to include past dues. 
  • ​Do you want to include customer with amounts in prior periods (Y/N):
    • ​Say “Y”es to get customers with aged amounts in the selected period OR older, i.e. if you are sending out only one letter based on age.
    • Say “N”o to get customers with aged amounts in the selected period BUT NONE older, i.e. if you are sending out separate letters for each age selection.

​If your system is equipped with the email & fax package you will need to have the EMBDLH printer in the Software Maintenance module, System Printers (Task 22).  You won't see this printer in the printer selection list. It only works in the background.  Contact us to verify this printer is setup.  

If your system is equipped with the email & fax package the NEXT SCREEN is for the E-Delivery options:

• E-Delivery option: Print or Normal
• Send “Normal” (email & fax & print) or “Print-all” (N or P)?
  • N-for Normal electronic & print delivery
  • P-Print all documents

• If N-Normal is selected the NEXT SCREEN:

  • E-Delivery option: EMAIL INFO

  • This text will be used as the EMAIL SUBJECT line:  (At this point type in your email subject line.) example:

    • ​Past Due With MV Software Co.

    • This will be used as the EMAIL FROM address: (Type in your from address): support@mvsalliance.com

    • Any Change?N

• NEXT SCREEN gives you a memo box to type in the email message.  It will ask:

  • Do you wan to edit the email message text? (Y/N): Y   

Example:

• Key Functions:
  • Ctrl-B Insert row]
  • Ctrl-Z Delete row
  • Ctrl-F Insert space       
  • Ctrl-X Delete space       
  • ESC = exit

• NEXT SCREEN:

  • ​E-Delivery option: Email memo prefixes:

    • The following MEMO PREFIXES are available for EMAIL.

      • .EMAIL   .EIVC  .ESTM

    • This list of MEMO PREFIXES will be used in this run.

      • .EMAIL  .EIVC  .ESTM

    • The following MEMO PREFIXES are available for FAX.

      • .FIVC   .FSTM

      • This list of MEMO PREFIXES will be used in this run.

        • .FIVC  .FSTM

  • Any Change? N

• NEXT SCREEN:

  • ​E-DELIVERY OPTION: Dry Run

    • A dry run means the program will do everything normally except it will not actually print, fax or email any documents.

    • After a dry run, you can print a log of what would have printed.

    • Do you want this to be a dry run?

      • Y=documents don’t print, N=documents print.

• The printer screen comes up next.  This will be the printer used for letters that are NOT e-delivered in the background. It could be a paper printer or an email printer.  Select the correct printer in field 1.

  • NOTE: Do not use the VUE function on the PRINTER screen if you plan to print the letters, they will not print correctly.  However, the PRE (preview) function can be used to see exactly how the form letter will look before actually printing.

  • If Y to dry run was selected, none of the documents will be printed, emailed or faxed.

  • If N to dry run was selected this is your NEXT SCREEN:

• Last chance to cancel. 

• Press ENTER to generate documents, or LEFT ARROW to exit:

• The next screen tells you the # of printed documents and the # of E-Delivered (emailed or faxed) documents.

  • Printed 1 document

  • E-delivered 10 documents

  • A log has been created showing how each document was distributed

  • Do you want to print the log? Y

    • If you select Yes to print the dry run log, you will get a printer screen to print the dry run log.  The dry run log will list all of the customer #’s and customer names with their email addresses or fax #’s.

Parameters needed for form letters can be located:

• Accounts Receivable (Module 2)
  • System management functions (Task 32)
    • Modify parameter files (Sub-task 22)
      • Form letter e-delivery options (5)

GO ONTO THE NEXT PAGE TO SEE AN EXAMPLE OF THE FORM LETTER IN THIS DOCUMENT:

Example: