This program is similar to ARR041 Automatic Overdue Letter Generation with the additional option to send an e-mail. It can generate emails based on control file settings and java server. Templates for the e-mail are defined in CRW200 letter maintenance.
The automatic overdue letter generation process is used to automatically generate debtor letters according to the letter stage recorded against their account. There are three stages for letters. Whether or not letters are generated depends on the account overdue status which takes grace days, payment activity and letter stage into account.
This process determines which customers are applicable for using the selection criteria entered by the user with the following checks:
- Customers are selected by the classification entered and the account balances for these selected customers are checked for overdue values.
- To determine whether an account is overdue or not, the system validates an account against TMSDS/PEND-ODD
- If the accounts have overdue values, the system then checks the customer pending exceptions maintenance file and excludes customers those have been listed as exceptions to overdue balance checking.
- The next check is whether a payment has recently been made on the account. If a payment has been made the letter stage flag will be cleared. By clearing this letter stage flag which means the customer no longer fits the letter stage criteria entered by the user for this run and hence the customer is excluded.
The user enters the letter stage to be checked and indicates the letter format to be generated for that letter stage. This is done each time the batch letter generation process is run. The letter formats uses variables from TMSAR/LTR-VAR.
Generate automatic overdue letters
- In the menu, expand Publishing Modules > Customer Relationship Management > CRM Maintenance > CRM Letters and double-click Auto Overdue CRM Letters. ARR047 CRM Overdue Letter generation panel appears.
| Field | Description |
| Debtor classification | Letters can be generated for customers belonging to one Debtors Classification or for all Debtors Classifications. If all customers are to be selected no matter what their Classification, then leave this blank or prompt and select the required classification from TMSDS/CM-CLS. |
| Template ID | Select a valid template that is setup for CRM Letters via CRW200 Letter Maintenance program. The overdue letter will be generated based on the layout of this template. |
| Letter stage | Letter stages are used to control up to 3 letters depending on the overdue situation and payment activity. The letter stage is stored against the customer record so that the system can check whether a customer is due for a: Gentle Reminder: Stage 1 Firm Reminder: Stage 2 Legal Letter, or Last Reminder: Stage 3. The letter format is selected each time this generate process is run so that the user can match a letter format with a letter stage. |
| Print payment control report? | If set to ‘Y’ then ARR085 Payment Control report is generated. The report lists the customer number and address, outstanding balance, overdue balance and last payment date and amount for each selected debtor class with totals by debtor class. |
| Send email | Y/N to send the generated letter via email. |
- Enter the above information as required and click OK. Report generator XAR905-Auto letter generation appears.
- Click OK. If the Send email is set to ‘Y’ then an email will sent to the customer/contact.
