Option 9Dunning Letters

Use this function to print dunning letters for customers with past due balances. You can specify the date to use for ageing, the author, and the number of days past due that causes a dunning letter to be sent. The following processing steps accomplish this job.

1. Step 1This function allows you to enter the author, date to age from, and number of days an invoice must be past due to cause a dunning letter to be printed.

On the following pages, the screen displayed by this function is shown.

The screen shown below allows you to enter parameters needed to print dunning letters.

Transaction Processing menu

Data items for the preceding screen are described below:

Ageing Date

Date (YMD) Required

You can specify the date from which the transactions to be printed will be aged. By default, the system displays today’s date. You can enter a new date to override the display.

Days Past Due

Positive number, up to 3 digits

Define the number of days an invoice must be past due before a dunning letter is printed.

Author

Alphanumeric, up to 30 characters Required

Provide the name that will appear as the signature on the dunning letter.

Author’s Title

Alphanumeric, up to 30 characters Required

Supply the title of the individual identified in the Author field.

Press ENTER to save the information on this screen.

1. Step 2In preparation for performing a sort/selection process on the Unpaid Invoices information, this step provides you with a default sequencing of data records by Customer Alpha, Customer, and Invoice Due Date, giving additional sort order choice by Division, Area, and Type, with the option to change modifiable parameters at run time. Selection of data records is provided by Division, Type, Area, Customer, and Customer Alpha, with the option to enter user-specified comparisons at run time.
2. Step 3This is the standard disposition used for all reports not printed on special forms.
3. Step 4According to previously specified criteria, this step actually performs the desired selection and/or sorting process.
4. Step 5In order to print Dunning Letters, this step formats the Unpaid Invoices information. The following data items are shown: Apply To, Description, Invoice Date, Invoice Due Date, and Balance Due. One Dunning Letter is printed for each customer that has a balance that is overdue by the appropriate number of days.

A sample output is shown below.

 Expert Distributing, Inc.                                                 11/08/94
 449 Maryland Pkwy.
 Suite 401
 Las Vegas, NV  89109



   00000060  Hale’s Interiors
             945 S. Airport Way

             Seattle,  WA  98109

 Dear  Helen Walls

       The invoices listed above are seriously past due. If payment is not
       received within the next 7 days, this matter will be turned over to a
       collection agency.



 As of 11/08/94 the following invoices are past due.

 Invoice   Description                        Trx Date     Due Date         Balance
 ==================================================================================
 1024      6/28/89 shipment                   06/30/89     07/30/89           42.12
 2003      7/7/89 shipment                    07/10/89     08/09/89         3620.40
 2014      7/17/89 shipment                   07/21/89     08/20/89          896.52
 2023      easel shipment                     07/31/89     08/30/89          900.65
                                                                       ============
                                                                            5459.69

 Sincerely,


 APPX User
 Accounts Receivable Clerk