Generate and Send Reminder Letters for Overdue Payment: i-Account Guide

Generate and Send Reminder Letters for Overdue Payment: i-Account Guide

Introduction
This function can be used to generate and send Reminder Letters to debtors for overdue payments (e.g. prior to the issuance of a Form 11/ Form 20 by JMB/ MC). The letters will display the outstanding account balance and you can choose to download the file or for the system to send to debtors by email. There is also an option to attach a Statement of Account to the email.

There are 4 types of Reminder Letter available:
Reminder Type
Description
General Reminder
Labelled as General Reminder Letter
First Reminder
Labelled as First Reminder Letter
Second Reminder
Labelled as Second Reminder Letter
Third Reminder
Labelled as Third Reminder Letter

How to Issue Reminder Letter
1. Go to the Property Menu > Overdue > Notice of Demand. You will see the Reminder Letter page which displays the Reminder Letter Batch Listing at the top section.

2. Scroll down to the bottom section to add new reminders.
​
3. First, choose the Reminder Type and proceed to configure the rest of the options.
No.
Option
Details
i.
Cutoff Date
Cutoff date for the outstanding invoices. The balance displayed will include invoices that are dated on and before this date. Example, if the cutoff date is 31/12/2020, outstanding invoices with document date on 31/12/2020 and prior to that will be included in the balance.
ii.
Reminder Date
Date stated on the Reminder Letter - May be different from email date if email is sent on a different date.
iii.
Amount more than
The reminder will be generated if the owner's outstanding invoice balance (less any open credit) until cutoff date exceeds the entered amount. All allocated payment (until today, i.e. reminder generation date) will reduce the outstanding invoice balance.
iv.
Letter Reference
●       Each individual letter’s reference number will consist of 2 parts, i.e. “Part 1 + Part 2”.
●       Part 1
- Enter a preferred reference which will be assigned to all letters in the batch.
  e.g.  “JMBXYZ/NotisPeringatanTertunggak1/31/12/2020”
●       Part 2
- System will assign a sequential number to each letter for the second half of the reference, eg. 001, 002
●       Example of the complete letter Reference:
 JMBXYZ/NotisPeringatanTertunggak1/31/12/2020/001
 JMBXYZ/NotisPeringatanTertunggak1/31/12/2020/002
v.
Select Customer By
Select customer by “Customer Group” or “Individual”. Select 1 option only from the menu.
vi.
Attach file
i. Option to attach a Statement of Account (SOA/ SOA for Unit). 3 options in the dropdown:
- None (Default option)
- Statement of Account
- Statement of Account for Unit
ii. If attachment is required, select the required date range for the statement: From and To dates.

4. On the right side panel, there is a text editor for the letter template. The system provides a default letter template that you can choose to edit. Please also note that:
  1. There are certain terms/field names used to define the display of specific information in the letter.
  2. Do not edit the text for these terms if the information needs to be included in the letter.
  3. For instance, [LTR_REFERENCE] is used to define Letter Reference. If you edit any of the characters, the individual reminder letters will not display the sequential  reference numbers accordingly. 


Term/Field name

Description

[JMB_NAME]

Name of the entity or organisation (Entered at General Setup page)

[REG_NUMBER]

Registration No. (Entered at General Setup page)

[JMB_ADDRESS]

Address of the entity or organisation (Entered at General Setup page)

[JMB_EMAIL]

Email Address of the entity or organisation (Entered at General Setup page)

[JMB_PHONE]

Phone No. of the entity or organisation (Entered at General Setup page)

[LTR_REFERENCE]

Letter Reference assigned to each individual letter

[RMD_TYPE]

Name of Reminder Type (in Malay language, e.g. Surat Peringatan Pertama)

[RMD_DATE]

Reminder Date

[CUSTOMER_UNIT]

Unit No. for the respective debtor

[CUT_OF_DATE]

Cutoff date selected for the outstanding balance

[AMOUNT]

Outstanding balance for the respective debtor

[CUSTOMER_NAME]

Name of the respective debtor

[CUSTOMER_ADDRESS]

Address of the respective debtor

[TUNGGAKAN_TYPE]

Name of Reminder Type (in Malay language, e.g. Notis Peringatan Tunggakan Pertama)

5. When you are done, click on the “Add New” button at the bottom of the page to generate the Reminder Letter(s).


6. Once the Reminder Letter(s) are successfully generated, the batch will appear in the batch listing.

7. You can proceed with one of the actions below:

Action Icon

Description

To view or edit the settings of the reminder batch. All settings can be viewed. For Editing:

●       Only allowed for selected fields (e.g. Reminder Date, letter template text).

●       Only if email has not been sent.

Users can click manually to send email for the whole batch. Email can be sent multiple times. Date(s) of email sent is displayed when user hover over the icon, for instance:

01/01/2021

15/01/2021

To view the Reminder Letter in PDF File. 

Delete Batch (Not allowed to delete if already emailed once - Delete icon is hidden).


8. The individual reminder letters can be viewed in a separate listing if you click on the “Batch Details” button at the upper right corner of the page.

You can also “Export” the details for the Reminder Letter by using the Export Function inside Reminder Batch Details page.


Sample Reminder Letter 



Additional Info

  1. The same steps apply for the General Reminder, First Reminder, Second Reminder and Third Reminder.
  2. Admin will receive an email reminder to follow up on the First and Second Reminder after 14 days.
  3. The generation of the letter and debtor balances displayed within are based on calculation and records at the time the batch is added to the system (not latest real time balances). Therefore, if there is a significant lapse in time before the letter and reminder is sent out to debtors (email/post), it is recommended to generate a new reminder batch.

 

Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@timeteccloud.com, we will update it as soon as possible. 

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