Daybook - Chase Money - Automatically produce credit control letters - need much help our struggle make sure clients pay time Daybook Payments Chasing function Modulus Enterprise make real difference cash flow quite simple upThe system escalate invoices according how old invoice send targeted reminders accountonhold letters final warnings instructions solicitors onYou access feature Word Processing module Unlike Mail Statements function send letter outstanding Invoice though Labels andor Envelopes make use Companies check box letters Invoice fields included them Daybook variables listed below The selection Invoices letters them Credit Stages Accounts menu Data Manager - please refer System Admin chapter Data Manager details Briefly Credit Stages one might example days associate letter stage sequence stagesYou first asked use autoselection methodIf click Required Daybook goes Credit Stage checking Invoices due number Stage due next chasing letter letter printed using Document Code Credit Stage recording Diary system updates relevant Invoice current Stage Stages Next Stage Sequence example invoice currently Credit Stage moved next stage days Obviously Next Stage blank ends SequenceIf use autoselection method click Other Sales Invoices Choices dialogue box appear make selectionAs Mailing functions once made selection need complete Print Requirements dialogue box before printing letters Especially clicked Required button above recommended leave Letter Code field dialogue box default setting AUTO means letters credit stages used Altering AUTO letter code ensure letter code takes priorityA further dialogue box offers choice printing multiple invoices per page ie listing invoices total traditional statement format single invoice per page which effectively reprints invoices printed Payments Chasing utilise Daybook variables listed Mail Companies section additions printing multiple invoices per page variable vOurRef made Company Code addressee company Document Code separated dash addition following variables Total Invoiced Total Payments made Invoices Total Due Due Amount oldest debt period Normally greater depend Ageing Periods Sales section Due Amount second oldest debt period ie debts between Due Amount second youngest debt period ie debts between Due Amount youngest debt period ie debts invoice line line contains Invoice Number Invoice Date Total Due separated Tabs Write commas not Tab characters used aid formatting WriteIf Write ensure financial references vDue appear correct format with two decimal places expression Having inserted expression Insert Expression function Word Processors Database menu highlight expression use Format function again Word Processors Database menu


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	Chase the Money! Automatically produce your credit control letters We all need as much help as we can get in our struggle to make sure that clients pay us on time. Using the Daybook Payments Chasing function, within Modulus and Enterprise can make a real difference to your cash flow and it is quite simple to set up. The system lets you escalate invoices according to how old each invoice is and send targeted reminders, account-on-hold letters, final warnings, instructions to solicitors, and so on. You access this feature within the Word Processing module. Unlike Mail Statements this function will send one letter for each outstanding Invoice (though the Labels and/or Envelopes can make use of the Companies Only check box). The letters can have Invoice fields etc included within them and the Daybook variables listed below. The selection of Invoices and the letters that go with them is decided by the Credit Stages. These are set up on the Accounts menu in the Data Manager - please refer to the System Admin chapter on the Data Manager for more details. Briefly, you can set up Credit Stages (one might, for example, be 31-60 days), associate a letter with each stage and set up a sequence of stages. You are first asked if you want to use the auto-selection method: If you do, click [Required] and Daybook goes through each Credit Stage checking if there are any Invoices due within the number of days set up for each Stage and now due for the next chasing letter. When each letter is printed (using the Document Code set up for the Credit Stage), as well as recording it in the Diary, the system updates the relevant Invoice from its current Stage to that Stages Next Stage in the Sequence. For example, an invoice currently in the Credit Stage 31-60 days will be moved to the next stage of 61-90 days. Obviously if the Next Stage is blank, then this ends the Sequence. If you do not want to use the auto-selection method, click [Other] and the Sales Invoices More Choices dialogue box will appear, enabling you to make your own selection. As with all Mailing functions, once you have made your selection, you will need to complete the Print Requirements dialogue box before printing the letters. Especially if you have clicked the [Required] button above, it is recommended that you leave the Letter Code field on this dialogue box at its default setting of "AUTO" as this means that the letters set up for the credit stages will be used. Altering "AUTO" to a letter code will ensure that the letter code takes priority. A further dialogue box offers you the choice of printing multiple invoices per page (ie listing the invoices with a total in the traditional statement format) or single invoice per page (which effectively reprints the invoices themselves). Documents printed using Payments Chasing can utilise the Daybook variables listed in the Mail Companies section with some additions and only if you are printing multiple invoices per page. The variable �vOurRef� will be made up of the Company Code of the addressee company and the Document Code, separated by a dash. In addition, the following variables can be used- vInvoiced Contains the Total Invoiced as on the Statement. vPaid Contains the Total Payments made on the Invoices listed. vDue Contains the Total Due amount. v91 Contains the Due Amount of the oldest debt period. Normally, this will be greater than 90 days, but will depend on the Ageing Periods set in the Sales section of Preferences. v61 Contains the Due Amount of the second oldest debt period (ie debts between 60 and 90 days old). v31 Contains the Due Amount of the second youngest debt period (ie debts between 30 and 60 days old). v0 Contains the Due Amount of the youngest debt period (ie debts up to 30 days old). vInvoices Contains each invoice on its own line. Each line contains the Invoice Number, Invoice Date and Total Due, separated by Tabs if you are using 4D Write or commas if not. The Tab characters can be used to aid formatting in 4D Write. If you have 4D Write, you can ensure that financial references such as vDue appear in the correct format (with a � and two decimal places) by using the expression vDue;\|Accounts. Having inserted the expression using the Insert 4D Expression function on the Word Processors Database menu, highlight the expression and use the Format function, again on the Word Processors Database menu. Back to main newsletter »


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