Letters

A powerful template-based tool that assist with quickly generating letters for customers.

Letters are especially helpful for creating welcome packets with pertinent information for new customers or generating past due notices to accompany delinquency reports.

Letters are highly customizable and can be configured to include dynamic customer data that change values to reflect accurate reporting of each unique customer account.
Letter Templates are stored and retrieved by Accu-Trax in the ATO dedicated network drive (usually the N: drive) under a folder titled "LETTERS".
Access Letter Templates by following: Customer Tools > Letters

Create New Letter Templates

To create a new Letter Template, open 'Letters' and select 'Create Template'.

Existing Templates can also be edited to correct, add, or retract information using the 'Edit' option highlighted above.

The 'Generate' option will create a Letter from the selected Template with dynamic customer data populated for the currently opened account. This is useful for quickly sending a Letter to hand-selected accounts that may require conditional care. Quick edits can be made to existing Templates in this window when the Template should be edited only for this one account at this one instance.

See Mail Merge for more information regarding the

process of sending a generated letter.

'New Letter Template' will allow a new Template to use the same formatting as a previous Template or choose a blank Template to start fresh.

This can be helpful if Delinquent Letters should differ in verbiage for residential versus commercial accounts, but should have the same Merge Field data. Or, to save time by copying logo and image formatting from another Template but changing the text and data.

Merge Fields

Merge Fields are used to insert dynamic customer data into Letter Templates.

Dynamic customer data is shown in the format of <> where the information inside the brackets is populated based on the account in which the letter is generated for.

ie: <> will insert the unique account number for each customer account that is receiving this letter.

Merge fields can be inserted by following: 'Mail Merge' > 'Insert Merge Field'
Using 'Next Record' and 'Previous Record' will cycle through different customer accounts and display their unique information in the same template.

This is helpful to see how the dynamic customer data changes from each account.

Note: Most values are self explanatory, however Bill Bucket1-4(Value,ValuePlus) may be confusing. Bill Buckets refer to the aging buckets of account balances.

In respect to the aging buckets, Bill Bucket 1 = 30-60 days, Bill Bucket 2 = 60-90 days, Bill Bucket 3 = 90-120 days, Bill Bucket 4 = 120+ days.
Bill Bucket Name corresponds to the text '30-60 Balance'
Bill Bucket Value corresponds to the amount owed in that bucket
Bill Bucket Plus corresponds to the amount in the selected bucket plus all amounts afterwards.
I.e., BillBucket2Value Plus = 60-90 day balance plus 90 day balance plus 120+ day balance (also stated as 60-90+ day balances).
See Aging Buckets & Upcoming Charges for more information

Deleting & Archiving Letter Templates

Accu-Trax Office looks for Letter Templates in the network drive that is reserved for use by ATO. It is usually the N: drive.

In this mapped drive, there is a folder named "LETTERS" where all Letter Templates can be found. Any Template deleted from this folder will no longer be shown in ATO.
To keep some templates but also remove them from ATO, make another folder in the N: drive called “LETTERS ARCHIVED” to save Templates that may be needed again.

To revert any "Archived" letters, simply move that template back into the "Letters" folder and it will appear in ATO again.