7.4.3 Step 2 – Create Credit Control Reminder Letter 2
The screen lists all of the units for either ‘All Blocks’ or the particular Block selected where second reminder letters could be raised against them.
The column headings are:
On the far left is a Checklist box which you select for all Units shown on the screen or you can scroll down and select relevant Units.
Ref – this is the Block Reference.
Block – this is the Block Name.
Unit – this is the Unit Number/Name.
MT – if the Unit Owner is a member of the Management Team for the Block then MT will be displayed against their name.
Owner – the Unit Owner’s name.
Overdue – this shows the amount that is passed the overdue date(s).
Outstanding – this shows the total amount owing including any amounts that are not yet overdue.
Last Three Receipts - these columns show the amounts and dates of the last three receipts recorded on the system.
There is also a ‘Login’ button which if clicked will open login to the relevant Block for that Unit.
The list can be resorted by column by click on the relevant column heading PLUS there are buttons enabling you to download an ‘Excel’ and/or ‘PDF’ version of the list.
Once you have selected the Units you wish to create second reminder letters against then click on the ‘Produce Letter(s)’ button and the following pop-up screen will be displayed to ask you to confirm you wish to go ahead:When you click on ‘OK’ then the system will show case(s) being generated and when they have been generated a further pop-up screen will appear and you will have the option to go to the Distribution Manager to then send out (print the PDF’s, Email or use Desktop Mailing (if activated for your account)) the letters as shown below:
By default the 'Next Action date' is automatically set to 7 days after the day of creation i.e. the system will give the leaseholder 7 days to make payment before taking any further action. The Case will automatically be updated to the Next Action date and a copy of the reminder letter is stored with the Case.
On some occasions a leaseholder may have made
a partial payment towards an outstanding demand. Regardless of this, if the
case has a status of ‘Unresolved’ then a second reminder will be generated
See 7.4.4 How to Stop the Automatic Generation of the Second Reminder Letter to learn how to stop the automatic generation of second reminder letters.
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