Letter format maintenance (ARE010)

The Letter format maintenance program allows you to create formats for all kinds of letters. These formats or templates make generating letters more convenient as it bypasses having to manually enter text, each time a letter is printed.  This is done through the use of variables. A variable holds the data that is inserted into your letter in code form.  When your letter generates, the system draws the relevant information into this field.  For example, variable “BNO” = Billing Number, the system would draw the Customer’s Billing Number into that field when the letter is generated.  Each letter is given a unique user defined code, in order to identify the type of standard letter that is to be sent to the debtor.  These letters can be generated manually, in batch or automatically.

A standard letter may consist of text and instructions to retrieve and display various details in the body of the letter. Variable codes are used to instruct the system to retrieve information like customer name and address, dates, claim details and balance details.  These variables are replaced with actual information, from the Customer masterfile, when the letter is generated.

Note that the variables used by the automatic letters are found in TMSAR/ LTR-VARO and therefore if the same format is required for manually generated and automatically generated letters, two formats will need to be established.  The variables used in manually generated Letters are found in TMSAR/LTR-VAR.

When you want to generate a letter, select the customer the letter is for and the type of letter required.  The system then automatically allocates the letter to that customer with all the necessary information included.

Access to the maintenance program is gained by selecting the letter code, which identifies the type of letter to be sent.  Using the search function key, users are able to search letters stored in the system.  A new letter can be added by selecting a letter code and using the Add function.

When this Letter format maintenance option is selected, the user can alter any existing information or, if in Add mode, create and add a new letter.

The letter’s description is entered on the first line, for example “Reminder Letter”.  This description displays on inquiries and therefore the more meaningful it is the easier it is to interpret the inquiries.  The Customer History Inquiry has a facility to read the text of letters sent.

Add a new letter format

1. In the menu, expand Base Modules > Distribution > Debtors & Claims > Accounts Receivable > AR Reports > Manual Letter  and then double-click Debtor Letter Format Maintenance. ARE010 Letter Format Maintenance selection panel appears.
2. Enter a code for the letter, this Letter code identifies the type of standard letter.  Various types of letters can be defined, each type identified by its own, unique, two character alphanumeric code.
3. Click Add. ARE010 Letter Format Maintenance panel appears in Add mode.

4. Enter the letter description on first line.
5. Prompt to display a list of variables to choose from.

6. Select required variables. The variable is entered into the letter at the spot that the cursor was on when prompt was selected.
7. Enter letter text as required.

8. Click OK to save the new letter format.

Letter generation (ARE015)

This program enables the user to generate a standard letter for a selected customer by entering the customer number and the letter code. By using the Search function, users are able to search customers and letters stored in the system.  The letter can be sent via email if required. On selection, the letter generation screen displays the standard letter with the appropriate variables automatically replaced by the customer number and the relevant information, retrieved from the Customer masterfile. The cursor highlights those variables still needing replacement information. These variables can be replaced simply by entering the appropriate values.

This program can also be called by Pending Review program (DSE025) if it’s specified in pending control file TMSDS/PEND-LTR.

A letter can be restarted, cancelling all manual replacements, by using the appropriate function.

1. In the menu, expand Base Modules > Distribution > Debtors & Claims > Accounts Receivable > AR Reports > Manual Letter  and then double-click Manual Letter Generation. ARE015 Letter Generation selection panel appears.

2. Enter the above information, as necessary.
3. Click OK. ARE015 Letter Generation main panel appears.
4. Enter or maintain the letter text as required.
5. Click Page down for additional text if required.
6. Click OK to generate the letter. On successful generation of the letter you will see the system message ‘Letter has been successfully generated‘.

Note: If you have selected to send via email, system will write the letter to file XAEM* and will email the letter  when the Submit E-mail sender (XAO410A) program is run via the menu option Cross Application > Data Queue > Submit E-mail sender.

Miscellaneous letter generation (ARR043)

This program provides the facility to generate miscellaneous letters in a batch print. Entry is required of the letter code and optional criteria include the debtor class, company, branch, region, customer, customer classification and type code. The account balance for aged month can also be specified.

1. In the menu, expand Base Modules > Distribution > Debtors & Claims > Accounts Receivable > AR Reports > Manual Letter  and then double-click Debtor Misc Letter Generation . ARR043 Miscellaneous Letter Generation for A/R panel appears.

2. Enter the above information, as required.
3. Enter the selection fields and click OK.

Statement letter (ARR030)

This program will generate a statement letter based on user defined selection criteria.

1. In the menu, expand Base Modules > Distribution > Debtors & Claims > Accounts Receivable > AR Reports > Manual Letter  and then double-click Debtor Statement Letter. ARR030 A/R Statement Letter selection panel appears.

2. Enter the above selection criteria, as required.
3. Click OK.