To Set Up a Dunning Letter Mailing

You use the default mailing with the DUNNINGLETTER identifier to send dunning letters via email. To configure a mailing for a group of customers, you can create a customer class or use an existing class. In this case, the mailing configuration is copied to each customer account of this customer class.

Before You Proceed

You should set up dunning process on the Accounts Receivable Preferences (AR101000) form. For details, see Dunning Process Setup: Implementation Activity.

Make sure that the text of the email template DunningLetterNotification (used for the DUNNINGLETTER mailing) complies with your corporate policies. To do this, open the template by using the Email Templates (SM204003) form, and edit the template, if required. The look and feel of the attachment is defined with the Dunning Letter (AR661000) report.

To Configure a Dunning Letter Mailing for Customers of an Existing Customer Class

  1. Open the Customer Classes (AR201000) form.
  2. In the Class ID box, select the customer class you want to configure the mailing for.
  3. On the Mailing & Printing tab, in the Mailings table, do the following:
    Note: The table may already have a row for the DUNNINGLETTER mailing with default settings. In this case, check that it is configured as described in the following substeps.
    1. Add a row. In the Mailing ID column of the new row, select the DUNNINGLETTER mailing.
    2. In the Branch column of the row, select the branch on behalf of which the emails for the mailing will be sent. Leave the Branch column blank to use the same mailing settings for all branches.
    3. In the Email Account column, select the email account the mailing is to be sent from.
    4. In the Report column, select the report to be used for generating the dunning letter document, which will be sent as an attachment.
    5. In the Notification Template column, select the DunningLetterNotification notification template, which will be used to compose the body of the email.
    6. In the Format column, select the attachment format. If the format specified in this mailing does not match the format preferences of a contact, the attachment will be sent in the format preferred by the contact.
    7. Select the Active check box for the mailing.
  4. In the Recipients table, add the types of contacts to receive dunning letters.
    Note: The system will automatically load the actual email address that corresponds to the added contact type when a new customer account of this customer class is created. Select the attachment format preferred by the contact. Make sure the contact is active, and specify whether the contact should receive a blind carbon copy of the emails that will be generated for this mailing.
  5. On the form toolbar, click Save.
Note: You can adjust these mailing settings to serve the preferences of a particular customer by using the Mailing & Printing tab of the Customers (AR303000) form.

After you complete these steps, you can prepare dunning letters and email them to inform your customers of invoices that are past due by using the Prepare Dunning Letters and Print/Release Dunning Letters forms.