In this scenario, you will learn how to mail out a collection letter for overdue accounts. First you create the collection letter, and then you can send it.
- Go to Accounting>Accounts Receivable>A/R Collection Letters.
- Click Manage LettersTemplate letters allow a message body to be included as part of the letter that is sent to the customer. This letter prints the customized message, along with a list of selected invoices. Typically multiple template letters are created, such as a letter for 30 Days Overdue, 60 Days Overdue, Account Suspension, etc. .
- To choose an existing form letter, select it from the Search list. To create a new letter, click New, and then type a unique ID into the Search box, and then press the Tab key.
- The edit box below becomes enabled. Type your letter.
- Proofread, and then click Check Spelling.
- Click Save.
You can now send the letter.
- Go to the A/R Collection Letters page as described above.
- In the Exclude Credits Exceeding Days OldYou can hide credit invoices from selection if they are older than the specified number of days. This allows the letter to focus on what is overdue and prevents sending a collection letter for a credit. To include credit invoices in the selection, leave this option blank., type the number of days over which you want to exclude accounts receivable. The default is 365 days.
- To retrieve invoices within that time frame specified, click Search.
- To see all Customers with invoices in the categories 1-30, 31-60 past due, etc, click the + sign to expand that category.
- Select the customers or individual invoices for which you want to send an A/R Letter.
- Click Print.
- On the Enter A/R Aging Letter pop-up that appears, choose the letter that you want to send, and then click OK.
- On the Print Document pop-up, choose whether to Print, View, or Send (email or fax) the letter.
Note: Fax or email should only be used on a per customer basis, as all selected letters are delivered to the same contact.