This article will guide you how to set up PDF Chase letters and demonstrate how to process them.
System Configuration File
Safe Financials support to make the following changes to the magic ini file. Therefore please contact us and reference the title of this article. They will need to:
Remove: HTMLToPDF and AC3052PDFName
Enter: PDFChaseLetters=50 (Standard Format)
Path Names
For Chase letters to be distributed, the following pathnames need to be defined:
On the Toolbar, click System Admin.
Click Set up, Path Names.
Locate and define the following Paths 21 , 22 , 23 , 24 and 317 (in the top right, hold down the logo).
Note: The logo size should be: 9cm by 1.5cm Ratio= 900:150
Letter Template
To create the chase letter template:
On the Toolbar, click System Admin.
Click Set up, Document Inserts.
On the Details tab, right-click and select Create Record.
In the Code field, type 50. Note: The code must be the number defined in the magic.ini.
In the Description field, type Chase Letters.
Click Apply to save the record.
On the Company tab, right-click and select Create Record.
In the Usage column, type 1.
Click the larger window of the double windows icon.
Enter the required reference and date to appear in the top right of the letter.
Click Apply. This will close the window returning you to the Document Inserts window.
Right-click and select Create Record.
In the Usage column, type 2.
Note: The text supports substitution of the <FIELDS> which need to be defined in capitals delimited by <> characters. The list of available fields is as per the standard documentation for chase letters.Right-click and select Create Record.
In the Usage column, type T. This text will follow the transactions list. It can contain more text and it should end with the "Yours Faithfully" and signature. For example:
Yours faithfully
<SIGNATURE>
Click Apply. The window will close returning you to the Document Inserts window.
Note: For all types of chase letter, the signature image for the controller needs to be set up for this to work. i.e. an image stored in path 8 recorded against the user linked to the credit controller.Right-click and select Create Record.
In the Usage column, type V. This text follows the signature and should include tags for the controllers information. For example:
<CONTROLLER>
Credit Controller
Direct Tel:<TELEPHONE>
Email:<EMAIL>
Click Apply. The window will close returning you to the Document Inserts window.
Right-click and select Create Record.
In the Usage,column, type X. This text is used for the top line of the page footer and is to show the company name. For example:
The Access Group.
Click Apply. The window will close returning you to the Document Inserts window.
Right-click and select Create Record.
In the Usage,column type Y. This text is used for the bottom left of the page footer and is to show the registered company number. For example:
Registered in England, number 1234567
Click Apply. The window will close returning you to the Document Inserts window.
Right-click and select Create Record.
In the Usage column type Z. This text is used for the bottom right of the page footer and is to show the registered company number. For example:
Registered Office:
Click Apply. The window will close returning you to the Document Inserts window.
Company Setup
A letter format must be defined against the customer. To do this:
On the Toolbar, click Sales Ledger.
Click Customers.
Click the Credit Control tab.
On the Letters tab, under the red, Chase letters, click the ellipsis, three dots icon.
Select a letter.
If a letter does not exist, right-click and select Create Record.
Define the fields for the letter intervals as desired.
Click Apply to Save changes and click to select the customer.
To email chase letters.
On the Routing tab, use the Document Applicability drop-down and select Chase Letter.
Enter the email address of the recipient.
Click Apply to Save.
Processing Chase Letters
As per the usual process of letters, the report destination should be Distribution and the printer should be Laser printer. Those accounts with email routing will be sent an email with a PDF attachment, those without will be printed on the printer.
To process chase letters:
On the Toolbar, click Sales Ledger.
Select Reports.
Click Chase Letters. The Chase Letters screen will appear. Choose the following options as required:
Selection: Choose from the drop-down menu.
Pre-List to CSV only: Select Yes or No.
Customer Account From: Select individual account alternatively leave as 'First'.
Customer Account To: Select individual account alternatively leave as 'Last'.
Just Own Accounts: Select either Yes or No.
Escalation Levels: Choose from the drop-down menu.
Update Account: Yes or No.
Group Letters: Choose from the drop-down menu.
Run Date: Used for selecting overdue unpaid transactions if not excluded by Run Date.
Report Destination: Select whether the letters print or are distributed.
Click Apply. The letters will run.