Collection Letters
Collection Letters generate reminder letters to send to your clients who have an AR balance due. Criteria can be set in Options and Settings to print one of three letters based on unpaid balance and number of days old.
Permissions Required for this Report
In the staff profile, staff must be assigned to a security group that is granted View functional rights for the following:
- Security group profile > Functional rights > Reports > Shared Library > Shared Views
- Security group profile > Functional rights > Reports > Firm Library > Custom
- Security group profile > Functional rights > Reports > Firm Library > Standard > Firm
- Security group profile > Functional rights > Reports > Firm Library > Standard > Practice
- Security group profile > Functional rights > Reports > Firm Library > <report name>
- Security group profile > Functional rights > Administration Manager > Client Manager > Approved Clients
Reports in Foundation that are Comparable
In Practice Management, the comparable report is Dunning Letters. In Practice Advantage, there is no comparable report.
Report Specifications
The following report options and filters are available to determine the report contents.
Options and Settings | ||
---|---|---|
Option | Setting | Description |
Letterhead Information |
List |
Determines the type of firm address to include. The options are the Firm primary address and phone or the Office primary address and phone. |
Include Attention Line |
Yes/No |
Includes or excludes the attention line that is set in each client profile. |
Salutation |
List |
Determines which salutation to use. The options are Client salutation or Dear <client name>. |
Closing Signature |
List |
Determines the signer of the letter. The options are Firm Name or one of the client responsible staff that is created for the firm. These are set up in Client Lists. |
Cutoff Date |
Date |
The last date to include transactions. |
Letter Date |
Date |
The date appearing on the letter. |
Include Aging |
Yes/No |
Includes or excludes the aging section. |
Calculate Aging for Undistributed Payments Using… |
List |
Determines the date used to calculate undistributed payment aging. The options are Undistributed transaction date and Oldest unpaid invoice date. |
Client Address to Use |
List |
Determines the client address to include. The options are Mailing and Primary. |
Set Minimum Unpaid Balance to Qualify for Friendly Letter |
Amount |
Sets the unpaid AR balance required to generate the friendly letter. |
Set Number of Days Old for the Balance to Qualify for Friendly Letter |
Numeric Counter |
Sets the AR balance age required to generate the friendly letter. |
Set Minimum Balance to Qualify for Reminder Letter |
Amount |
Sets the unpaid AR balance required to generate the reminder letter. |
Set Number of Days Old for the Balance to Qualify for Reminder Letter |
Numeric Counter |
Sets the unpaid AR balance age required to generate the reminder letter. |
Set Minimum Balance to Qualify for Serious Letter |
Amount |
Sets the unpaid AR balance required to generate the serious letter. |
Set Number of Days Old for the Balance to Qualify for Serious Letter |
Numeric Counter |
Sets the unpaid AR balance age required to generate the serious letter. |
Client Name |
List |
Determines which client name to include on the letter. The options are Correspondence Name or Sort Name. |
Default Filters | ||
---|---|---|
Field Name | Operator | Value |
Client Office | = | All |
Optional Filters | ||
---|---|---|
Available Fields | ||
Client Billing Group |
Client Office |
Financial Reporting Billing Group |
Client Business Unit |
Client Primary Service Type |
Line of Business |
Client Group |
Client Region |
Manager |
Client ID |
Client Sub ID |
Primary Partner |
Client Name |
Client Type |
|
Grouping | ||
---|---|---|
Available Fields | ||
Client Billing Group | Client ID.Sub ID | Financial Reporting Client Group |
Sorting | ||
---|---|---|
There are no sorting options for this report. |
Report Fields
The following fields are available for this report. The fields that display and the position of fields are based on the report's settings, grouping, sorting, and filters.
Report Fields | |
---|---|
Field | Description |
Firm Name |
The firm name. |
Firm Address |
The firm address. |
Firm City |
The firm city. |
Firm State |
The firm state. |
Firm ZIP |
The firm ZIP. |
Letter Date |
The letter date. |
Client Name |
The client name. |
Client ID |
The client ID. |
Attention |
The attention name. |
Client Address |
The client address. |
Client City |
The client city. |
Client State |
The client state. |
Client ZIP |
The client ZIP. |
Salutation |
The salutation. |
Closing Signature |
The closing signature. |
Current |
The AR balance amount 30 days old or less. |
31 - 60 |
The AR balance amount between 31 and 60 days old. |
61 – 90 |
The AR balance amount between 61 and 90 days old. |
91 – 120 |
The AR balance amount between 91 and 120 days old. |
Over 120 |
The AR balance amount over 120 days old. |
Footer |
The footer set up in Report Options |
Collection Letters Sample Report