Printing Dunning Letters

To print dunning letters, you must first generate the PDF files using the Dunning PDF Printing Queue on the Dunning dashboard. After generating the PDF files, you can go to the File Cabinet to download and print the letters, including the invoices and statements associated with them. The PDF files are also saved on the Communication subtab on the customer record.

When the dunning evaluation runs, dunning letters that are ready for printing are shown in the Dunning PDF Printing Queue if the Allow Letters to be Printed box is checked on the customer or invoice record. And if the Allow Dunning Letters to be Printed box is checked on the invoice group record.

Note:

The individual dunning notifications for grouped invoices are disabled only in accounts that have the Invoice Grouping feature and invoice level dunning enabled.

To print dunning letters:

1. Go to Setup > Dunning > Dunning PDF Printing Queue.

2. On the Dunning PDF Printing Queue page, you can search for the dunning letters you want to print. Use any of the following filters to make the search more specific or to narrow down the results to be displayed.

   Filter	Description
   Customer	Select the customer to whom the dunning letters you want to send are addressed.
   Subsidiary	Select the subsidiary of the customers to whom the letters you want to send are addressed.
   Dunning Procedure	Select the dunning procedure used for the letters you want to send.
   Dunning Level	Select the dunning level used for the letters you want to send.
   Apply To	Select either customer, invoice or invoice group dunning.
   Last Letter Sent Start Date	Enter the date when all letters last sent on that date and later will be displayed.
   Last Letter Sent End Date	Enter the date when all letters last sent on that date and earlier will be displayed.
   Evaluation Start Date	Enter the date when all letters whose dunning evaluation started on that date and later will be displayed.
   Evaluation End Date	Enter the date when all letters whose dunning evaluation started on that date and earlier will be displayed.

   If you do not select any value in the filters, all dunning letters that are ready for printing are displayed in the list.

   Click Search to display the dunning letters that you want to print to PDF.

3. Use the Pagination Options to navigate to the search results page you want to view, or control the number of letters displayed per page.

   Field	Description
   Page No.	Select the page number to display.
   Letters Per Page	Select the number of letters to display per page. The options on this field are dependent on the number of search results.
   Total Pages	Indicates the total number of pages that display the letters.
   Total Letters in Queue	Indicates the total number of letters in queue.

4. Check the boxes of the dunning letters that you want to print to PDF. Click Mark All to select all letters displayed. Click Unmark All to clear all boxes.

5. Click Print to generate the dunning letters in PDF format. Attachments specified in the dunning template are also generated. After generating the PDF, the letter is removed from the queue, and added to the Recently Sent/Printed Dunning Letters portlet on the Dunning dashboard. The system also sends you an email notification with a link to the location of the generated PDF files in the File Cabinet.

6. To print the generated PDF files, go to Documents > Files > File Cabinet, and the click the Dunning Letters PDF Files folder to open it.

   A folder is created for every batch that you print. A folder contains the PDF letters in the batch you generated along with their attachments. If an attachment exceeds the limit of 5MB, the system splits the attachment into separate files.

   The folder name is based on the format Batch#_mmmdd_yyyy. If you print multiple batches in a day, the Batch# is incremented.

   In a folder, click the Download link of a PDF letter to open and print it.

   The file name of a PDF letter is based on the following format:

   ID_type_CustName

   , where:

   • ID is a sequence of numbers identifying a letter.

   • type can have the following values:

     • DL - indicates that the file is a dunning letter,

     • Inv - indicates that the file is an invoice,

     • Sta - indicates that the file is a statement.

   • CustName is the first 8 characters of the customer name.

An email notification is sent to the active administrator, indicating that PDF generation is completed. The email has a link to the folder where the PDF files are stored. If a PDF file exceeds the limit of 5MB, it is split into separate files, which the recipient is informed of in the email.

You can download letters and attachments from the File Cabinet if you want to reprint them. You can also go to the Communication subtab on the customer record to access them.

If you want to remove a letter from the queue without generating the PDF, check its box and click Remove. On the Dunning Evaluation Results page, the status of the letter is set to Removed.

Important:

You will not be able to send or print the dunning letters that you removed. This action cannot be undone.

Related Topics

• Sending and Printing Dunning Letters
• Specifying Dunning Delivery Methods
• Defining Dunning Letter Recipients
• Attaching Statements and Invoices to Dunning Letters
• Recently Sent/Printed Dunning Letters

General Notices