Reminder Letter Print

Menu Path: Credit and Collections $Images\bluerarw.gif$ Collection Processing $Images\bluerarw.gif$ Reminder Letter Print

Purpose

Print reminder letters for invoices and debit memos that are soon due.

Overview

Use Reminder Letter Print to generate reminder letters for selected customers.

Some customers need friendly reminders of invoices and debit memos that are close to the due date. Otherwise, the payment may not occur on a timely basis. Receiving a reminder letter sometimes works as a catalyst to get chronically tardy customers to pay on time (the theory is that they get tired of getting these reminder letters).

Based on all or a selected range of due dates, the program will search for open invoices and debit memos (if paid, it will skip the invoices and debit memos) where the Reminder field in the database is Yes and the Reminder Date field is blank. When the reminder letter is printed, the Reminder Date field is populated with today’s date and the Reminder User field is populated with the word letter.

Reminder Letter Print works in conjunction with the reminder fields in Group Collection Rule Maintenance or Customer Collection Rule Maintenance. If reminders are turned on for a group or customer, then the Reminder field is set to Yes for an invoice or debit memo when is it within the lead days of the due date in Collection Task Refresh.

Example If the lead days is 3, and the invoice due date is 12/30/20, then the reminder field is set to Yes on 12/27/20.

Note In Customer Open Accounts Receivable Management, if the check box in the Reminder Done column is selected for a transaction, the Reminder Date and Reminder User columns are also populated. So, if a collection person is talking with a customer and discusses the invoices to be reminded and selects the Reminder Done check box, the customer will not get a printed reminder of those invoices. Conversely, as soon as the reminder letters are printed, the Reminder Date and Reminder User columns are automatically populated.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Reminder Letter Print window.
Print	Click this button to display, output, email, or print reminder letters.

Select Tab Fields and Buttons

Field or Button	Description
All Due Dates	Select this check box to output reminder letters for all due dates. This check box is cleared by default.
From	Enter the first due date in a range of due dates for which to output reminder letters, or click the drop-down arrow to select a due date. This field is only enabled if you clear the All Due Dates check box.
To	Enter the last due date in a range of due dates for which to output reminder letters, or click the drop-down arrow to select a due date. This field is only enabled if you clear the All Due Dates check box.
Reprint	Select this check box to reprint reminder letters that were printed on a specific date. This check box is cleared by default. Note Use this option if the paper jammed in the printer, and you need to reprint.
Reminder Date	Enter a date to reprint reminder letters printed on that date, or click the drop-down arrow to select a date. This field is only enabled if you select the Reprint check box.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the reminder letter. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the reminder letters attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output reminder letters. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output reminder letters, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output reminder letters, or click the Lookup button to navigate to and select a location and file name. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the reminder letters email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the reminder letters title.
Report File Prefix	Enter a prefix for the reminder letters file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed reminder letters. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the reminder letters on all pages of the reminder letters. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the reminder letters title, page number, and printed date/time on all pages of the reminder letters. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the reminder letters to make it easier to read the data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the reminder letters (if you are printing multiple copies of reminder letters). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the reminder letters. This Lookup button is only enabled if you select the Horizontal Shading radio button.
Number of Copies	Enter the number of copies of the reminder letters to print. This field is only enabled if you select the Printer radio button.
Process	Select whether the task is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs, and optionally set up an alert to be created when the task completes. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the reminder letters, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.