Debt Letter

This report is unavailable if you use debt management in Credit Management Centre.

You can create up to three levels of debtor letter to be produced using the Print Debtor Letters command on the Reports menu. You use the 1st Debt Letter, 2nd Debt Letter and 3rd Debt Letter commands to create the three levels of letters, each one of increasing severity, depending on the age of the debt. When the letters are printed, you select the level of letter to be used. For all three commands, a form is provided in which you can type the content of the letter. Within the body of the text, you can include 'variables' based on the data stored in the sales ledger. These variables are presented in a list box to the right of the text editing box. To include a variable at the current cursor position within the edit box, double-click the variable name in the list. The following variables are available:

• Account Number

• Customer Name

• Address Line 1

• Address Line 2

• Address Line 3

• Address Line 4

• Post Code

• Contact Name 1

• Contact Name 2

• Today’s Date

• Current Balance (the current balance of a customer account)

• 1st Period Age (the number of days for the first period)

• 2nd Period Age (the number of days for the second period)

• 3rd Period Age (the number of days for the third period)

• Total Period 1 (the total amount outstanding in the first period)

• Total Period 2 (the total amount outstanding in the second period)

• Total Period 3 (the total amount outstanding in the third period)

• Period 1 & Over (the total of all outstanding balances in the first period and older)

• Period 2 & Over (the total all outstanding balances in the second period and older)

A reference to represent the variable appears in the editing box when you select it, and automatically provides sufficient space within the text for the actual data associated with the variable to be printed in full, when the letter is produced.