RB User Guide > Receivables > Collection Letters

Sending collection letters

After running the Aged A/R report to find clients who owe you the most money for the longest period of time, contact them, including sending collection letters to them with all of the details automatically filled in by RB9. RB9 will also log the collection letters when sent into the Email Log.

1. Receivables > Collection Letters
2. In Collection Letters window’s Search By pane, you must select a firm. Other filters are optional:

• Party Type

  Bill To – Default. Firm that pays invoices.

  Sold To – Firm that schedules jobs and pays invoices unless a separate Bill To firm has been designated.

• *Firm

  Required. To select a firm, see Looking up firms.

• Contact

  Select a single contact from the firm in the drop-down. Default is ALL.

• Invoice Date From/Invoice Date To

  To view invoices posted within a specific date range, enter date(s) in the field(s) or click each field’s  to select date(s) in Date Navigator.

• Case

  Click to find invoices for a single case (see Looking up cases).

• Business Units

  Profit centers or parts of your business you track separately. Default is ALL. Click to restrict search to invoices tied to specific BUs (see Lookup panel). BUs are set in Business Units.

3. Click . RB9 displays all of the invoices that meet the search criteria. Click a hyperlinked invoice number, firm, or contact to view/edit details.
4. In the results pane, check the box(es) of invoice(s) you want included in the collection letter(s).
5. Click Collection Letter >

• One collection letter per invoice

  To send multiple letters to the same client; each letter includes information about a single invoice.

• One collection letter for all selected invoices

  To send one letter to the client that compiles information about all of the selected invoices.

6. In the Select a Letter popup, click the desired letter template in the Form pane. (If template doesn’t appear in the pane, select a different set of forms in Form Group.)
7. In Send Method:

   • Email

     Default method of sending letters.

   • Print

     To send letter via the post or other delivery service.

8. Click Next.
   • If emailing, see Emailing from RB.
   • If printing, see Printing letters.

Reference

• Collections
• Aged A/R
• Email Log
• Sold To vs. Bill To
• Date Navigator
• Lookup panel
• Business Units

Step-by-step instructions

• Finding overdue invoices
• Looking up firms
• Looking up cases
• Emailing from RB
• Printing letters