Collection Letter Group Maintenance

Menu Path: Credit and Collections $Images\bluerarw.gif$ Module Setup $Images\bluerarw.gif$ Collection $Images\bluerarw.gif$ Collection Letter Group Maintenance

Purpose

Add, update, or delete collection letter groups.

Overview

Use Collection Letter Group Maintenance to create new collection letter groups. The format and content of a collection letter for a customer are determined by the collection letter group.

Note If a collection letter is printed for a customer without an assigned collection letter group (for example, directly from Customer Open Accounts Receivable Management), the Default collection letter group rules are used.

For database information for this window, see Collection Letter Group Maintenance Database Information.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Collection Letter Group Maintenance window.
New	Click this button to create a new collection letter group.
Update	Click this button to update the selected collection letter group.
Delete	Click this button to delete the selected collection letter group.
OK	Click this button to accept an action. This button is only available after you click the New, Update, or Delete button in the ribbon.
Cancel	Click this button to cancel an action. This button is only available after you click the New, Update, or Delete button in the ribbon.
First	Click this button to display the first collection letter group.
Prev	Click this button to display the previous collection letter group.
Next	Click this button to display the next collection letter group.
Last	Click this button to display the last collection letter group.

Fields and Buttons

Field or Button	Description
Collection Letter Group Code	Enter a collection letter group code, or click the Lookup button to select a collection letter group code.
Group Name	Enter the name of the collection letter group.

Main Tab Fields and Buttons

Field or Button	Description
Display Currency	Click the Lookup button to select the currency for displayed amounts in this window. This defaults to the default general ledger currency. You cannot change the display currency if you are creating, updating, or deleting a collection letter group.
Sort Sequence	Enter a number to indicate the sequence in which the collection letter group appears in Lookup windows.
Eligible to Get a Collection Letter	Select this check box if customers in the collection letter group can get a collection letter.
Past Due Balance Minimum Amount	Enter the minimum total open amount of past due receivables that will trigger a collection letter for the collection letter group. The open amount may include unapplied payments, credit memos, on-accounts, chargebacks, disputed invoices, and/or C.O.D. invoices based on the collection letter group settings.
Collection Letter Report	Click the Lookup button to navigate to and select a text file to use as the body of the collection letter for the collection letter group. Note If a file or image upload directory is set up for the system ID, the file is copied to the Others folder in the file or image upload directory when you select the file. If no file or image upload directory is set up, the file remains in the original location.
View	Click this button to view the file entered in the Collection Letter Report field.
Delete	Click this button to delete the file entered in the Collection Letter Report field.
Past Due Grace Days	Enter the number of days to add to the due date before considering it past due for collection letter printing purposes for the collection letter group. Example The due date for an invoice is 6/30/2020 and the grace days is 7. This invoice is not considered past due for purposes of creating a collection letter until 7/8/2020.
Display Options	Click the Lookup button and select whether only past due (including grace days) invoices or all invoices are included on collection letters for the collection letter group.
Aging Thresholds	Enter aging thresholds for the collection letter group. A collection letter is only printed if at least one invoice is past due more than the number of days in the first threshold. The second and third thresholds are used to determine how old the oldest past due invoice is and may be used in the header of the collection letter. The severity of the collection letter may be changed based on the threshold for a customer's oldest invoice.
Offset Unapplied Payments	Select this check box to offset unapplied payments against the oldest past due invoices to determine whether there is a past due balance. Example There are two past due invoices totaling $2,000. There are three unapplied payments totaling $1,800. If this check box is selected, then the past due balance is considered to be $200, otherwise it is $2,000.
Offset Credit Memos	Select this check box to offset credit memos against the oldest past due invoices to determine whether there is a past due balance. EXAMPLE There are two past due invoices totaling $2,000. There are three credit memos totaling $1,800. If this check box is selected, then the past due balance is considered to be $200, otherwise it is $2,000.
Offset On-Accounts	Select this check box to offset on-account amounts against the oldest past due invoices to determine whether there is a past due balance. EXAMPLE There are two past due invoices totaling $2,000. There are three on-account transactions totaling $1,800. If this check box is selected, then the past due balance is considered to be $200, otherwise it is $2,000.
Include Chargebacks	Select this check box to include chargebacks for collection letter printing and past due determination.
Include Disputed Invoices	Select this check box to include disputed Invoices for collection letter printing and past due determination.
Include C.O.D. Invoices	Select this check box to include C.O.D. invoices for collection letter printing and past due determination.