Setting up Account Overdue Letters

Setup Account overdue letters for your Receivable accounts.

Introduction

Letter Masters: Import Letters

Setup Account Overdue Letters

Email address to send letters

Embedded Fields for letters



Introduction

You can set up and send overdue letters to your Receivable accounts.

You can set up a charge for the letter and the Account transaction Type for the charge.

Where you have more than one Company within your organisation, you can allocate different letters to each Company.

The article covers:

  1. Letter Masters. Setting up the structure and adding the letter documents that you will be sending out. These are usually word documents that are attached as a Master Letter. You are able to embed fields into this document. Refer to the Embedded fields table below for available fields.
  2. Account Overdue Letters. Assigning these letters as the primary or next letter to be sent, and setting up the email that the letter document will be attached to. Your email subject and body can also be set up to contain embedded fields from the Embedded fields table below.

To send out your overdue letters to selected Receivable Accounts, please refer to Sending Overdue Letters.

 

The Letter capability also applies to Finance module Letters. Additional fields that are useful for Finance Letters are listed in the Embedded fields table.

You will need the Security role Finance User to manage this feature.

You will need Security roles Loan Application Maintenance, Loan Application View and Create, Edit and Delete a Letter Master to import new letters.

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Letter Masters: Import Letters

Create your word documents for the various overdue letters that you wish to send out. The word documents can contain embedded fields as per Embedded fields table below. You may want to have separate letters for Overdue 30 days, Overdue 60 days, etc.

To set up Letter Masters and import letters as word documents:

  • Go to Settings > Letter Masters.
  • Click Create New letter master.

 

On the Create New Letter Master screen:

  • Enter the Code for your letter.
  • Enter the Description for your letter.
  • Select the Communication type; we recommend Outbound Communication.
  • Click Confirm.

 

This takes you to the next screen to upload a letter document for that Letter Master. This can be done for each Company within your organisation.

The Code, Description and Communication Type that you entered on the previous screen will be displayed.

In the Upload new letter for Company section:

  • Select the Company from the dropdown list. This is the Company in your organisation that this letter will be used for.

 

  • Select the document to upload, by browsing or dragging it to the box.
  • Click Upload new company document.

 

The document will now appear in the Documents section.

  • Click Save.

Now you can click on the Company name, the text of the letter will be displayed on the right side of the screen.

  • Click Save and Close.

You may upload the same document for several of the Companies in your organisation under one Letter Master.

Set up Various letters

If you want to set up Letter Masters for different letters, e.g. Overdue 30 days, Overdue 60 days, etc, repeat the above process for each different letter.

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Setup Account Overdue Letters

Here you can select which of your Letter Masters to send and also which Next letter to be sent. You also set up the email that is sent out. This email has the letter document attached.

  • Go to Settings > Account Overdue Letters.
  • Click New Overdue letter.
  • Add a Code and Description for this letter.
  • Click Save.

 

This takes you to the Details screen where you can determine which letters to send and the details for your email subject and body text.

  • Primary Letter master: Select the letter to send as the Primary letter master. The email address for this person is set up in the Receivables > Receivable Account > Details > Entities screen.
  • Credit rating (set when letter sent): You can update the Credit rating after the letter has been sent.
  • Next account overdue letter: Select the next letter to be sent.
  • Days before sending (used when setting this as next letter): Enter the number of days before sending the next letter. This will appear in the Overdue Account Managerment screen where you flag each Receivable account to have a letter sent.
  • Communication subject (if emailing letter): Here you can enter the subject for an email header. You can also embed fields to appear here. Refer to the Embedded fields table below for available fields.
  • Communication body (if emailing letter): Here you can enter text for the body of the email to be sent. You can also embed fields to appear here in the email body. Refer to the Embedded fields table below for available fields. The Letter Master document will be attached to the email.

The following fields apply only to the Lentune Finance module and can be left blank for Receivable Account letter setup.

  • Joint letter master:  You can send a different letter to the joint business owner if you wish.  Select the letter to send from the dropdown list. 
  • Send to Joint: Check this field if you wish to send a letter to the joint business owner.
  • Guarantor letter master: You can send a different letter to the guarantor if you wish. Select the letter to send from the dropdown list.
  • Send to Guarantor: Check this field if you wish to send a letter to the business guarantor contact for the business.
  • Account transaction type for charge: Select the Account transaction type. This is usually used by the Lentune Finance module, but can be used for Receivable Account Overdue Letters if required.
  • Amount to charge for letter: Enter the amount to charge for this letter. This is usually used by the Lentune Finance module, but can be used for Receivable Account Overdue Letters if required.

  • Click Save and Close.

 

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Email address to send letters

The email address for the recipient of the letters is set up here:

Primary business owner

This person receives the Primary Letter master. Their email address is set up in Receivables > Receivable Account > Details > Entity details.

To change this email address, click Edit entity at the foot of that section.

Joint business owner and Business guarantor

These people receive the Joint letter master and Guarantor letter master respectively, if selected. However, they apply to the Lentune Finance module and are not set up for Receivable Account overdue letters.

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Embedded Fields for letters and email

The following fields can be embedded into the email subject line and body text of the email you send, and also in the Master Letter that you import.

Field names must be written in square brackets [nnn] in your document.

 

 
Sample Letter - Replacement fields  
Description of field Field Name
Your Company Name  [Company_Name]
Your Company Tax Department No [Company_TaxDepartmentNo]
Your Company Postal Address [Company_PostalAddress]
MainEntity ActualAddress  [MainEntity_ActualAddress]
MainEntity Name  [MainEntity_Name]
MainEntity ActualAddress [MainEntity_ActualAddress]
MainEntity LegalName  [MainEntity_LegalName]
MainEntity PostalAddress  [MainEntity_PostalAddress]
MainEntity ActualAddress [MainEntity_ActualAddress]
MainEntity TaxDepartmentNo [MainEntity_TaxDepartmentNo]
Account Code  [Account_Code]
Account Descripton  [Account_Descripton]
Account Type [Account_Type]
Account Balance  [Account_Balance]
Account Balance Current  [Account_Balance_Current]
Account Balance Future [Account_Balance_Future]
Useful fields for creating overdue letters  
Account DueThisMonth  [Account_DueThisMonth]
Account Overdue1Month  [Account_Overdue1Month]
Account Overdue2Month  [Account_Overdue2Month]
Account Overdue3Month  [Account_Overdue3Month]
Account Overdue3Plus [Account_Overdue3Plus]
Useful fields for Finance Letters  
MaturityDate [MaturityDate]
MaturityInterestToPost [MaturityInterestToPost]
MaturityTaxToPost [MaturityTaxToPost]
MaturityInterestNettToBePaid [MaturityInterestNettToBePaid]
MaturityInstructions [MaturityInstructions]
MaturityAmount [MaturityAmount]
Interest_Date [Interest_Date]
Interest_Date_Plus [Interest_Date_Plus]
Interest_Amount [Interest_Amount]
Nett_Interest_Amount [Nett_Interest_Amount]

 

Download a file with these fields:

If you prefer, you can download the excel or word files containing these fields.

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To send out your overdue letters to selected Receivable Accounts, please refer to Sending Overdue Letters.

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Last updated: 25 January 2023