---
title: "Debtor's Collection Letter Maintenance"
canonical: "https://kb.myframeworks.com.au/space/FRAM/28380412/Debtor's%20Collection%20Letter%20Maintenance"
format: markdown
---
# Overview

The **Debtor’s Collection Letter Maintenance** allows you create and manage collection letters. You can customise the text and layout, as well as set conditions to choose specific recipients. 

Collection Letters are sent to customers who meet the selection criteria specified and have debtor transactions that meet the criteria for the selected letter.

# Accessing Debtor's Collection Letter Maintenance

The are a number of ways for you to access the **Debtor’s Collection Letter Maintenance** screen. 

1. Click the **Frameworks Menu** and enter **Debtor’s Collection Letter Maintenance** into the **Search Box**
2. Click the **Frameworks Menu **and navigate to **System Administration > Receivables > Debtor’s Collection Letter Maintenance** from the navigation tree.

# Navigating Debtor's Collection Letter Maintenance

The **Debtor’s Collection Letter Maintenance** screen is made up of three main sections allowing you to create and maintain letter templates.

1. The** Search Options and Results**
2. The **Letter Details**
3. The **Command Buttons**

![image-20241022-054157.png](media://dd0e0a0e-dbe1-480e-a6fc-52d661d8bc04)

## 1. Search Options and Results

In the **Name **field, enter the name of the letter template or part of it, then click **Find** to view the template you wish to use. 

> ✅ **Tip:** Leave the** Name** field blank, then click **Find** to load the list of all existing letter templates.

The **Results Grid **displays the available letter templates. Click the **Name **hyperlink to view the template in the **Letter Details **section.

## 2. Letter Details

The **Letter Details** allows you to create, edit, add, and maintain the information of a letter template and define conditions to select a specific range of letter recipients.

To create a new letter template, you have to provide the following details: 

- **Name: **Enter a name for the letter.
- **Description: **Short description of what the letter is all about.
- **Minimum Overdue: **The minimum amount an account needs to be overdue before a letter is sent.
- **Days Overdue: **Number of days that a customer's account balance is overdue, relative to the due date on the invoice.
- **Set Credit Status: **Allows you to select the status of the customer's account after a letter is sent. The available statuses are:
  - **NO-CHANGE: **The current credit status remains unchanged.
  - **Active: **The account** **is permitted to trade within the agreed limits.
  - **Hold: **The account is placed on hold, preventing further transactions.
  - **Suspend: **The account is temporarily inactive, often due to issues.
- **Set** **Debtor Profile: **Allows you to select the **Debtor Profile** assigned to the customer after a letter is sent. These options are defined in the **Miscellaneous Table Maintenance** and once set displayed in **Customer Maintenance** in the **Credit Data** tab.
  - **NO-CHANGE: **The current customer debtor profile remains unchanged.
- **Variables: **Placeholders for specific information, such as customer name, account number, and credit limit.
- **Text: **Contains the layout and content of the letter.

> ℹ️ **Note: **You can personalise the letter template to match your company's branding by adding your logo and any relevant company or branch details. If you would like assistance with customisation, please log a support request with [Sterland Support](https://kb.myframeworks.com.au/page/support).

### Variables

When you create a letter, you may use variables to replace specific information such as account number, phone number, credit limit and other customer details. The **Debtor’s Collection Letter Maintenance** contains a list of all the possible variables that can be included in the body of the collection letter.

> ⚠️ **Important: **Variables must be manually entered in the letter and should be enclosed in curly brackets, for example, **{phone_mobile}**.

<details>
<summary>For more information about the list of variables available, click here. </summary>

> Macro (include)
</details>

## 3. The Command Buttons

The command buttons allow you to create** New**, **Edit,** and **Delete** letter template; **Save** and **Cancel **any changes made to the templates.

# Additional Information

> ✅ Refer to [About Debtor Letters](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28399660) and the [Debtor’s Collection Letter - Setup and Configuration](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28380688) for more information.