Collection Letters

Collection Letters generate reminder letters to send to your clients who have an AR balance due. Criteria can be set in Options and Settings to print one of three letters based on unpaid balance and number of days old.

Permissions Required for this Report

In the staff profile, staff must be assigned to a security group that is granted View functional rights for the following:

• Security group profile > Functional rights > Reports > Shared Library > Shared Views
• Security group profile > Functional rights > Reports > Firm Library > Custom
• Security group profile > Functional rights > Reports > Firm Library > Standard > Firm
• Security group profile > Functional rights > Reports > Firm Library > Standard > Practice
• Security group profile > Functional rights > Reports > Firm Library > <report name>
• Security group profile > Functional rights > Administration Manager > Client Manager > Approved Clients

Reports in Foundation that are Comparable

In Practice Management, the comparable report is Dunning Letters. In Practice Advantage, there is no comparable report.

Report Specifications

The following report options and filters are available to determine the report contents.

Options and Settings
Option	Setting	Description
Letterhead Information	List	Determines the type of firm address to include. The options are the Firm primary address and phone or the Office primary address and phone.
Include Attention Line	Yes/No	Includes or excludes the attention line that is set in each client profile.
Salutation	List	Determines which salutation to use. The options are Client salutation or Dear <client name>.
Closing Signature	List	Determines the signer of the letter. The options are Firm Name or one of the client responsible staff that is created for the firm. These are set up in Client Lists.
Cutoff Date	Date	The last date to include transactions.
Letter Date	Date	The date appearing on the letter.
Include Aging	Yes/No	Includes or excludes the aging section.
Calculate Aging for Undistributed Payments Using…	List	Determines the date used to calculate undistributed payment aging. The options are Undistributed transaction date and Oldest unpaid invoice date.
Client Address to Use	List	Determines the client address to include. The options are Mailing and Primary.
Set Minimum Unpaid Balance to Qualify for Friendly Letter	Amount	Sets the unpaid AR balance required to generate the friendly letter.
Set Number of Days Old for the Balance to Qualify for Friendly Letter	Numeric Counter	Sets the AR balance age required to generate the friendly letter.
Set Minimum Balance to Qualify for Reminder Letter	Amount	Sets the unpaid AR balance required to generate the reminder letter.
Set Number of Days Old for the Balance to Qualify for Reminder Letter	Numeric Counter	Sets the unpaid AR balance age required to generate the reminder letter.
Set Minimum Balance to Qualify for Serious Letter	Amount	Sets the unpaid AR balance required to generate the serious letter.
Set Number of Days Old for the Balance to Qualify for Serious Letter	Numeric Counter	Sets the unpaid AR balance age required to generate the serious letter.
Client Name	List	Determines which client name to include on the letter. The options are Correspondence Name or Sort Name.

Default Filters
Field Name	Operator	Value
Client Office	=	All

Optional Filters
Available Fields
Client Billing Group	Client Office	Financial Reporting Billing Group
Client Business Unit	Client Primary Service Type	Line of Business
Client Group	Client Region	Manager
Client ID	Client Sub ID	Primary Partner
Client Name	Client Type

Note: The Manager and Primary Partner field names are the default values defined for client responsible staff. The first ten client responsible staff List values that are defined by your firm are available field options.

Grouping
Available Fields
Client Billing Group	Client ID.Sub ID	Financial Reporting Client Group

Note: Collection Letters grouping is limited to one field.

Sorting
There are no sorting options for this report.

Report Fields

The following fields are available for this report. The fields that display and the position of fields are based on the report's settings, grouping, sorting, and filters.

Report Fields
Field	Description
Firm Name	The firm name.
Firm Address	The firm address.
Firm City	The firm city.
Firm State	The firm state.
Firm ZIP	The firm ZIP.
Letter Date	The letter date.
Client Name	The client name.
Client ID	The client ID.
Attention	The attention name.
Client Address	The client address.
Client City	The client city.
Client State	The client state.
Client ZIP	The client ZIP.
Salutation	The salutation.
Closing Signature	The closing signature.
Current	The AR balance amount 30 days old or less.
31 - 60	The AR balance amount between 31 and 60 days old.
61 – 90	The AR balance amount between 61 and 90 days old.
91 – 120	The AR balance amount between 91 and 120 days old.
Over 120	The AR balance amount over 120 days old.
Footer	The footer set up in Report Options

Collection Letters Sample Report