When a new customer starts a business relationship with your
firm, an optional Welcome Letter can be issued to the customer.
This utility to trigger the Welcome Letter can be accessed from the
Collections sub-menu on the Accounts Receivable menu.
It is restricted to use by one operator at a time.
This feature is only available to firms that use the forms control processing as setup in Customer Forms. The standard form that is associated with the Welcome Letter is TX_ARCF71.RPT.
There are two approaches for setting up the letter contents:
One advantage of this approach is that the letter contents can be easily changed to issue a different message.
An alternative to the standard option, is to design a custom
Crystal or Jasper Forms document containing the letter
contents.
Contact Texada Support Staff for information if your firm elects to
use this custom option.
This program respects division restrictions as defined for the
operator by Access Values in the Divisional Restricted Views.
It only applies to customers flagged as On Account.
The date that the letter is sent, is posted to the Credit Information window in Customer Information.
The prompts to generate the customer welcome letters are:
If a customer range is selected this date defaults to the current month start, and if a single customer has been selected this date defaults to the selected customer's Date Account Opened.
Accept the default starting date or over-type it with a preferred starting date.
Accept the default ending date or over-type it with a preferred ending date.
Select Printed to print letters for customers in the
customer selection range with Account Opened dates in the selected
date range, that already have a date in the Date Welcome
Sent field in the Credit
Information.
Note: Existing Date Welcome Sent dates are not replaced or
updated.
Select Both to print letters for all customers in the customer selection range with Account Opened dates in the selected date range, regardless of whether they have received a letter before.
Uncheck this box to print the Welcome Letter Jasper documents and mail them to the customers.
Check this box to email the Welcome Letter Jasper documents to customers who have contacts setup with an email address and are flagged to receive a "Welcome Letter" in Contacts.
A Document Log is generated after the print run indicating which customers were sent emails and which documents printed.
Click the ACCEPT button to begin printing the letters, or CANCEL
to abort.
Today's date is posted as the Date Welcome Sent in the
Credit Information, window for these
customers in Customer Information.
If a record locking situation on a customer record occurs, the letter is printed but an information report is generated warning that the Date Welcome Sent has not been updated for that customer.
Start-Up Suggestion:
Because letters will be printed for customers with no Date
Account Opened assigned, before the first real letter print run
is initiated it is recommended to generate a "bogus" letter run for
an earlier date range (e.g. the end of the previous year) to
capture all the customers with no account opened date, and to flag
them as having already received a Welcome Letter by setting the
Date Welcome Sent.
The letters themselves can be discarded as they are not
appropriate.
This will prevent letters from being generated for these old
customers when letters are being printed for new customers using
the Letters To Print - Unprinted option.
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