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Customer Dunning Letter (DUN)

Customer Dunning Letter (DUN)

 

Overview

The Customer Dunning Letter (type DUN) produces letters that can be sent to customers to help the Credit Department in collections. To use this report type, you need to set up Dunning Letter Maintenance.

 

AR Customer Dunning Letter (DUN)

The Report Parameters Maintenance screen above shows the first screen of parameters for the Customer Dunning Letters (DUN).

 

Field Name

Data Entry

Description

01. Company No

Press Enter to accept the default of All companies or enter a company number.

You have the option of printing a report for a single company or all companies.

02 Letter Name Aging Break 1

Enter the name of the dunning letter that is to be used for customers whose accounts have reached the first aging category. You may skip this field by pressing Enter if you will not be sending dunning letters for this aging category.

When the dunning letters are printed, the printing program will look for customers who are set up to receive Dunning Letters for overdue accounts.  Any customer whose account balance has been outstanding for the number of days set up for the first aging break will receive the letter named in this field.  The letter names and their contents are set up in Dunning Letter Maintenance.

03 Letter Name Aging Break 2

Enter the name of the dunning letter that is to be used for customers whose accounts have reached the second aging category. You may skip this field by pressing Enter if you will not be sending dunning letters for this aging category.

When the dunning letters are printed, the printing program will look for customers who are set up to receive Dunning Letters for overdue accounts.  Any customer whose account balance has been outstanding for the number of days set up for the first aging break will receive the letter named in this field.  The letter names and their contents are set up in Dunning Letter Maintenance.

04 Letter Name Aging Break 3

Enter the name of the dunning letter that is to be used for customers whose accounts have reached the third aging category. You may skip this field by pressing Enter if you will not be sending dunning letters for this aging category.

When the dunning letters are printed, the printing program will look for customers who are set up to receive Dunning Letters for overdue accounts.  Any customer whose account balance has been outstanding for the number of days set up for the first aging break will receive the letter named in this field.  The letter names and their contents are set up in Dunning Letter Maintenance.

05 Letter Name Aging Break 4

Enter the name of the dunning letter that is to be used for customers whose accounts have reached the fourth aging category. You may skip this field by pressing Enter if you will not be sending dunning letters for this aging category.

When the dunning letters are printed, the printing program will look for customers who are set up to receive Dunning Letters for overdue accounts.  Any customer whose account balance has been outstanding for the number of days set up for the first aging break will receive the letter named in this field.  The letter names and their contents are set up in Dunning Letter Maintenance.

06 Letter Name Over Age Break 4

Enter the name of the dunning letter that is to be used for customers whose accounts have gone over the fourth aging category. You may skip this field by pressing Enter if you will not be sending dunning letters for this aging category.

When the dunning letters are printed, the printing program will look for customers who are set up to receive Dunning Letters for overdue accounts.  Any customer whose account balance has been outstanding for the number of days set up for the first aging break will receive the letter named in this field.  The letter names and their contents are set up in Dunning Letter Maintenance.

07 (P)rev/ (C)urr/ (T)oday/ (D)ate

Cutoff Date

Enter the code for the cutoff date for accounts that are to receive dunning letters.        

The possible cutoff dates are:                             

P = Previous month (last day of previous month)          

C = Current month (last day of current month)            

 T = Today (the System Date on the day letters are printed)

D - Date Given (you must enter the specific date in the Cutoff Date field). 

If you entered D, the cursor will stop in the Cutoff Date field for you to enter a date.             

This is the date upon which the agings will be based (e.g., if the first aging break is 30 days, and this field is set up for Today's date as the cutoff date, the aging break 1 letter will be sent to accounts 30 days overdue from today's date). 

08 Minimum # Days to get letter

Enter the minimum number of days to be used by the report.                 

Only items that are older than the minimum number of days selected will be included on the report.

09 Aging On Letter

Enter Y if you would like an aging of the customer's account to print on the dunning letter.                  

Enter N if you do not want an aging of the customer's account to print on the dunning letter. 

This field allows you to determine whether an aging of the customer's account will print at the bottom of the dunning letter or not.    

10 Detail On Letter

If you would like to include this detail in the letter, enter Y if you wouldlike to include the specific number of aging days of the customer’s oldest invoice and the customer’s total outstanding dollar amount within the text of the letter. 

If not, enter N or press Enter to accept the default of N.

You may set up dunning letters in Dunning Letter Maintenance to contain the specific number of aging days of the customer's oldest invoice, and the customer's total outstanding dollar amount within the text of the letter.   

 

11 Starting Customer Code

12 Stopping Customer Code

Enter starting and stopping customer codes in the range of customers you would like to include.  Press enter if you would like to begin with the first customer in the file and/or end with the last customer in the file.

The starting and stopping fields allow you to print dunning letters for a single customer, a range of customers, or all customers.

13 Master Accounts Only

Enter Y to include ONLY Master accounts on this report.    

Enter N to include all accounts, regardless of whether they are master accounts or not.         

This feature allows you to get agings for key accounts only.  You must set up the accounts as Master accounts in Customer Maintenance. When you select an aging for Master Accounts Only, the report will be limited to just the reports you have set up as Master accounts.     

14 Consolidate Master

Enter Y to use the Subsidiary account feature and to consolidate the subsidiary accounts into the master account on the report (e.g., no line items for subsidiary accounts will listed separately; they will automatically be included with the master account items).

Enter N (or accept the default) to list subsidiary accounts separately from their master accounts. 

This field gives you the option of consolidating subsidiary accounts into the master account on the report or of listing subsidiary accounts separately from their master accounts.

15 Copies

Enter the number of copies of the report that should print.  Press Enter to accept the default of “1”.

You have the option of setting the report up to print multiple copies each time that it prints.

16 Queue Name

This field is not currently active.

 

17 Log Selection

This field is not currently active.

 

 


Printing the Dunning Letters

To print the Customer Dunning Letters you can enter “REP” in the Action field of the AR Report Parameters Maintenance program once you have selected the report number with the DUN report type.  Or you can go to the Report Stack Selection program and select the report number.

 

 


Sample Customer Dunning Letter (DUN):

 

  

 

 

 

     Nesterdam-Hanover                                    

     14111 Transport Drive

     Building #232

     Hanover, Germany  392393

 

 Attn: Jan Vanderkamft

 

     Dear Customer:

 

     Our records indicate that you owe $2,884.42 on your account with

     us and that invoices are past due by as much as 4177 days.

 

     In the event that payment has already been made, please accept

     our thanks.

 

     We would like to take this opportunity to thank you for your past

     business and we look forward to serving you in the future.

 

                                             Very truly yours,

 

 

 

 

 

 

         

 

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