How to use the Letter Maintenance window in Collections Management in Microsoft Dynamics GP to create a new collection letter in Word

Applies to: Dynamics GP 2010

INTRODUCTION

The Letter Maintenance window is in Collections Management in Microsoft Dynamics GP. This article describes how to use the Letter Maintenance window to create a new collection letter in Microsoft Office Word. Additionally, you can modify an existing collection letter that was created in Word.

MORE INFORMATION

To use the Letter Maintenance window to create a new collection letter or to modify an existing collection letter, follow these steps:
1. On the Cards menu, point to Sales , and then click Collection Letters .
2. In the Letter ID field, type a letter ID to create a new collection letter. Or, select the letter ID of the existing collection letter that you want to modify.
3. In the Default Action ID list, click an action ID if it is necessary.
4. Click to select the Microsoft Word Document check box.
5. Click the folder icon, and then click the folder where you want to save the collection letter.
6. In the File Name field, type a file name for the collection letter, and then click Open .
7. Click the blue right-arrow button to start Word.

Note The blank Word document may open in the background.
8. In the blank Word document, click the Add-Ins menu.
9.

In the Custom Toolbars area, click any of the following headers to view a list of the available fields that you can use in the customized letter:

Invoice
Aging Periods
Customer Info
Collector Info
Reminder Letters
Reminder Levels



     
10. Click the fields that you want to add to the collection letter.
11. Click Save , and then exit Word.
12. In the Letter Maintenance window, click Save to save the collection letter.

Notes

• If you use Microsoft Office Word 2007, you must save your document in the following format:

Word 97 - 2003 document


• The Collection category in the Letter Writing Assistant is not available if Microsoft Dynamics GP is registered for Collections Management. This behavior also occurs for the Prepare a Collection Letter option when you click Write Letters in the Customer Maintenance window.


     
To verify that you are registered for Collections Management, click the Help menu, click About Microsoft Dynamics GP , and then click Options . Collection Letters in Collections Management have more functionality than the Letter Writing Assistant.

To access Collection Letters, follow these steps:
1. Click Cards , click Sales , and then click Collection Letters .
2. Additionally, you can choose a default Collection Letter in the Query Letters window. To open the Query Letters window, click Transactions , click Sales , and then click Query Letters .
3. In the Collection Letters window, create a letter from scratch in Microsoft Dynamics GP, or click to select the Microsoft Word check box to create a letter in Word. You can write the letter in Word, and then you can use the Collection Letters window to browse to the file.
4. Click the blue expansion arrow with the file selected in this window to open Word and to edit the letter. Depending on your version of Word, the placement of the Microsoft Dynamics GP toolbar varies. However, you can use the buttons on the toolbar to add Collections functionality to your letter. For example, you can insert the overdue invoices function into the letter, and the letter will print a list of the customer's overdue invoices. You can also insert the functions without using Word to create the letter by using the Collections Management Letter Maintenance window.

 

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