Printing Letters

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You can print letters to the customers and national accounts in your Accounts Receivable system. For example, you might want to send letters to your customers for advertising or collection purposes. More...

Note: Letters are printed for a customer or national account only if the Print Statements option is selected for that customer or national account.

To print letters:

Open Accounts Receivable > A/R Customer Reports > Statements/Letters/Labels.
On the A/R Statements/Letters/Labels screen, select Letter as the type of form to print.
Select the report design to use for the letters.
Select the delivery method for the letters. More...
1. For Delivery Method, select either:
2. If you selected Customer for Delivery Method, specify the code for the message you want to accompany emailed letters in the Email Message ID field.
Specify the run date for the letters. More...
- Run Date. This date will appear on the letters. Initially, this is the current date.
  The program uses this date to assign transactions or balances to aging periods. For example, if you choose to age documents by their due dates, the program assigns each transaction to an aging period by calculating the number of days between its due date and the run date.
If you want to send letters only to customers that have an aged balance, make additional selections. More...
1. Select the Use Aging option. (If you do not select this option, letters are printed for all customers that have current balances as well as aged balances.)
2. For Cutoff Date, specify a cutoff date. Initially, this is the current date. Letters are only printed for customers whose balances are overdue on the cutoff date by the number of days specified on the Criteria tab
3. For Age By, specify whether to age transactions by due date or document date.
4. If you need to change the aging periods for this report, click the Criteria tab and make changes in the To Aging Period (Days) column of the aging table. Initially, this table shows the aging periods set up on the Statement tab of the A/R Options screen.
5. If you want to specify the minimum number of days that the customer balance must be outstanding to print a letter for the customer, click the Criteria tab, select the Select Customers with Balances option, and type the number of days. (You can only select this option if you have also selected the Use Aging option.)
  Note: If you specify less than 90 days, letters will only be sent to customers who have balances outstanding more than 90 days.
Select the customers to include. More...
1. On the Select tab for Account Type, choose whether you want to include all types of customers, only Open Item customers, or only Balance Forward customers.
2. In the Select Customers By table, you can choose one to four selection criteria to limit the customers included in the print run.
  For the first selection, choose from Customer Number, National Account, Customer Group, Billing Cycle, and Short Name. For the remaining three selection criteria, you can also choose additional fields to limit the customers.
  You can then specify the range for each of the selection criteria that you choose.
  If you do not choose any selection criteria, the print run includes all customers with the account type you select.
3. To include or exclude customers based on their balance type, click the Criteria tab, select the Select Customers Based on Balance Type option, and select debit balances, credit balances, or zero balances.
Letters are usually printed in order by customer number, then by document number and document date, but you can change the sort order. More...
1. Click the Select tab.
2. For Sort By and Then By, you can choose one to four sort orders.
Click Print.
The letters appear in a new Sage 300 window. You can print them or export them to a file.