Dunning Letters

Dunning letters are used to handle delinquent accounts. They can be generated automatically during Close-Day for customers with past due balances. Click the following links to jump to that topic.

Types of Dunning Letters

There are two types of dunning letters: Close-Day dunning letters and miscellaneous dunning letters.

Close-Day Dunning Letters

The Close-Day dunning letter option is used to create three standard dunning, or collection, letters on the system that can be sent to customers with past due accounts. You may assign each letter to a different age category. For example:

You may also define the amount that these customers must be past due to receive a letter. These options are defined in Close-Day Dunning Letter Setup. After you install these letters, you can generate them automatically for customers during Close-Day. Close-Day processes all customers who have invoice balances over a certain age and amount and prints the appropriate letters for those clients, depending on the age category of their balances.

Miscellaneous Dunning Letters

Miscellaneous dunning letters are letters not assigned to any age category or balance amount. Print miscellaneous dunning letters for selected clients through TAM Reports.

  1. On Home Base, click Reports.
  2. On the Report Selection tab, select the Report Type of Reports-Accounting.
  3. Select the Report Choice of Aged Receivables.
  4. Select the Output Destination of Word Mailmerge.
  5. On the Criteria tab, modify the criteria selected so the report only finds those customers to which you wish to send a miscellaneous dunning letter.
  6. Click Run.
  7. A prompt to create a new letter appears. Enter a filename and click OK.
  8. The blank letter displays. Begin typing the miscellaneous dunning letter and insert the merge fields as desired to pull in the overdue balance amount and more.
  9. When the document is complete, select Mailmerge from the Tools menu.
  10. Click Merge and Merge again. The merged letters display and can be printed.