Accounting > Delinquency > Manage Friendly Reminders


Learn how to Process and Create Friendly Reminder Notifications for Delinquent Accounts


How to Generate and Mail out Friendly Reminders


Generating and mailing Friendly Reminders is a multi-step process that requires some set up before you can begin. 


Custom Letter Template- A Friendly Reminder letter template must be set up detailing the information to be sent by mail or email to the Owner. CLICK HERE for more information.


Delinquency Action Types- Action Types are set up to automatically generate letters (and other activities) when an Owner Account is put into that status. CLICK HERE for more information.


Delinquency Workflow- A Workflow guides the delinquency process from one step to the next. CLICK HERE for more information.


PART 1 Generate Reminders


Step 1.  Navigate to Accounting > Delinquency > Manage Friendly Reminders.


Step 2.  Use the Search filters to locate the Accounts that need Reminder notices. 


Step 3.  Review the accounts returned in your search and, if needed, update the delinquency status (A/R Type). These changes can be made in one of two ways. 


  • Make changes one at a time


Step 1.  Click the Change hyperlink corresponding to the entry you need to edit.



Step 2. Complete the fields in the Save Next Action window. 


  • Proposed Next Action- Choose the correct new Action from the drop down menu. In this case you should choose “Friendly Reminder” or equivalent if you use different terminology for this step. 


  • Proposed Date- Enter the date for the new Action.


  • Reason- Enter a reason for the change, if necessary. 



Step 3. Click the Save and Process button to finalize the change to the new status. 


  • Change multiple items at once


Step 1.  Check the boxes corresponding to the Accounts you need to change, or check the top box to select all. 



Step 2. Select Mass Change from the Page Actions drop down menu. 



    Step 3. Click A/R Type tab in the Association View Mass Change window. 


    

Step 4. Choose the correct new Action from the drop down menu. In this case you should choose “Friendly Reminder” or equivalent if you use different terminology for this step. 



Step 5.  Click the Save button to finalize the change to the new status.


Step 4.  Check the boxes for all accounts that need to receive Friendly Reminders or to select ALL, check the box at the top. 



Step 5. Select Process Action from the Page Actions drop down menu. 




PART 2 Manage Generated Reminders


Step 1.  Navigate to Process > Manage Generated.


Step 2.  Use the Search filters to locate the Accounts that need Reminder notices. Select Custom Letter from the Activity Type. 



Step 3. Check the boxes for the accounts to receive Reminders, or click the top box to select all. 

Step 4. Select Print from the Page Actions drop down menu.



PART 3 Manage Printed Reminders


Step 1.  Navigate to Process > Manage Printed.


Step 2.  Use the Search filters to locate the Accounts that need Reminder notices. 


Step 3. Check the boxes for the accounts to receive Reminders, or click the top box to select all. 


Step 4. Select Finalize from the Page Actions drop down menu. 


PART 4 Combine Reminders


This step combines all Reminders into a single PDF document that can be printed and mailed in house, or uploaded to a mailing service. 


Step 1.  Navigate to Process > Manage Finalized.


Step 2.  Use the Search filters to locate the Accounts that need Reminder notices. 


Step 3. Check the boxes for the accounts to receive Reminders, or click the top box to select all. 



Step 4. Select Combine from the Page Actions drop down menu.