Collection letter/email to send to customers with past due balances
Jump to a specific section by clicking a link
This is a collection letter/email to send to customers with past due balances. The alert will first select customers that have an AR Contact record associated with the account and that contact preferred method is email and will send the statement in the body of the email without any attachment. Then for all other past due accounts (no AR contact or AR Contact preferred contact method is not email) the alert will then forward a pdf file to be printed and mailed to customer. You should indicate in the default message block below the verbiage you would like us to include in the email. Also this alert is set to run on the 1st and the 16th of each month but it will only send one ministatement per emailed customer per cycle. So if a customer is past due on the 1st and again on the 16th, they will only receive the alert on the 1st. If they are still past due on the NEXT 1st of the month they will get a new email. Add alert ID387 to catch missing AR contact. (See additional 5 cloned outputs ID224,226,229,236,238 to use for different branches, so each branch can have their own settings, verbiage, contact details).
If you create a generic 'employee' record for each branch(s) AR dept (for example...MainBranchAR as employee name, the branches collection phone/ext, and email@example.com as the email address) , then the letter will use that 'contact' as the phone# and email address in the body of the letter as 'please contact us ' section . This way the letter will be dynamic based upon how you have your branches setup. The letter uses the 'ARBranch' assigned to the branch as the Remittance information and ardept contact (the employee record you create and assign to the ARBranch as the AR Agent).
Run Schedule: 1st and 16th each month
Type of Output: Email
* * *
Basic Default Language for both levels for both, unless changed:
Our records show that you have a past due balance, as below. Please confirm this and remit accordingly. If you have any questions please contact me at (123) 456-7890 or firstname.lastname@example.org. We will be happy to provide any information or assistance you require. Thank you in advance if payment has already been sent, in which case please disregard this reminder.
1st email subject line = Please find attached your past due statement
2nd Email subject line = Please review your statement and remit payment
Letters in pdf format subject line = Past Due Letters to review and mail to customers
Shows email of AR Contact if emailed or shows Letter if PDF letter sent for you to mail:
* * *
Variable W: Min Balance Pastdue > $00.00 (please include decimals). Set to 1.00 if you want all customers with balance due over $1.00.
Variable X: 1st Notice - Enter Qty of Days Past Due BUCKET for balance due (must be 30, 60 or 90)
Variable Y: 2nd Notice - Enter Qty of Days Past Due BUCKET balance older than (must be 60, 90, 120)
The X & Y variables are to set a range so there can be a different alert to escalate (in other words if customer has a balance in the 31-60 days aging bucket and nothing over 60 days we send the first level notice/letter. But if there is a balance over 60 then this sends a different notice/letter with stronger verbiage if you so choose. If you only want to have one version of the email/letter sent, then set VariableY to 99999 and the second alert will not go out to any customers.
**Please note, we are using Past Due Bucket per eAuto (not Past Due Days):
On the alert email, this translates to:
If Variable days bucket = 30, then corresponds to 31-60 Past Due
If Variable days bucket = 90, then corresponds to 90+ Past Due
Variable Z: Custom Property used to "Disable" customer for this alert process. We will create this for you in eAuto,
Variable 1: Customer Type(s) on Bill To to trigger on (separate by comma or blank for ALL)
* * *
-This alert uses the Accounts Receivable Contact (not an AP Contact Record). We have had issues with eAuto users misunderstanding what the terms AR and AP in eAuto mean and use them in reverse. For instance, my AR contact at customer XYZ has a job title of 'Accounts Payable for XYZ Co.
Use alert ID387 to catch missing AR contact.
-This alert is set to run on the 1st and the 16th of each month (at 6PM), but it will only send one ministatement per emailed customer per cycle. If a customer is past due on the 1st and again on the 16th they will only receive the alert on the 1st. If they are still past due on the NEXT 1st of the month they will get a new email.
-If no email address listed on AR Contact Record, alert will email those listed in cc: of alert subscription, a PDF letter to mail manually. *Please note, if you only receive a BLANK PDF, then that indicates there are no letters to be manually mailed.
-The X & Y variables are to set a range so there can be a different alert to escalate (in other words if customer has a balance in the 31-60 days aging bucket and nothing over 60 days we send the first level notice/letter. But if there is a balance over 60 then this sends a different notice/letter with stronger verbiage if you so choose. If you only want to have one version of the email/letter set VariableY to 99999 and the second alert will not go out.
Disabling Alert for Customers
Set Custom Property ZCJDisable213MiniStmnt to Disable on Bill To:
If the customer has nothing then the alert assumes it's enabled, so you only have to update this field for the exception customers you want this alert to ignore:
Disabled = mini statement from ID213 will NOT be sent
Enabled or blank = mini statement from ID213 will be sent
If you uncheck 'Send Customer Statements' in the Customer Record you will prevent this alert from creating an email or letter to that Customer, but doing so will also stop eAutomate from generating Customer Statements from within the Reports Console.
* * *
Best Practices & Tips
Best Practices & Tips
-We will set this alert up in test mode first as it is a customer facing alert for you. While in test mode, alert will only send to any email(s) listed on the to/cc/bcc of your alert subscription. Once you've reviewed sample emails and feel comfortable with the alert's functionality, then let us know at email@example.com you're ready to go live.
-You may also customize your first and second email/letter to verbiage of your choice, and add logo and signatures if desired. Please forward example of email/letter while in test mode to firstname.lastname@example.org indicating exact verbiage, logo, signature, etc. needed. Logos in .jpg or .png format please. More on logos, font, color customizations HERE.
-Consider the FROM email on your alert subscription since this will be sending to your Customers. We suggest using an email like accountsreceivable@, so that should your customer reply to the email, your staff will receive. You can change on subscription, BUT FIRST check with your IT Department to ensure ceojuice user has permissions to "send as" (not on behalf of) the email address listed here on your subscription (otherwise emails won't actually get to your customers and we have no way of knowing that is happening). Then let us know so we can test to make sure.
CLICK HERE for instructions on needed permissions for ceojuice user to send as.
-If needed, we can set the alert to send from email address associated with the AR Rep you have listed on Customer Record. Request via email to email@example.com. This does require AR Rep exists on ALL Customer Records.
-The alert also generates an overview of the emails and letters that were generated. This also gives your collections person a great call list of past due customers. They just got an email, and now you can follow up with a phone call.
Custom Property Set Up
Create new Attribute named ZCJDisable213MiniStmnt via Tools / Lists & Codes / Attributes:
Attribute Name: ZCJDisable213MiniStmnt
Description: Disable ID213 Past Due Mini statements for customer
Data type: User-Defined Look Up
Add attributed to Customer Configuration via Tools / Lists & Codes / Configurations (custom properties):
Use quick add feature and do not set a default value
* * *
ID138 - AR Reset Customer OnHoldFlag using Customer Custom Property
ID224,226,229,236,238 - clones of ID213 to use for different branches, so each branch can have their own settings, verbiage, contact details
ID387 - No AR Contact with email
ID800 - Email Past Due Invoices