---
title: "Debtor's Account Letter - Setup and Configuration"
canonical: "https://kb.myframeworks.com.au/space/FRAM/28380682/Debtor's%20Account%20Letter%20-%20Setup%20and%20Configuration"
format: markdown
---
# Overview

Account letters are sent to specific customers as needed to provide important updates, such as credit limit increases or new account creations. 

The **Debtor’s Account Letter Maintenance** enables you to create and manage these letters, allowing customisation of text and layout as well as the ability to save and store them for future reference.

# Feature Code

The **Debtor's Account Letter **function is NOT feature code-driven.

# System Setup and Flags

## Miscellaneous Tables

The following table can configured via the **Miscellaneous Table Maintenance** screen.

### Debtor Letter Variable

This table allows you to enable and disable which variables will be available in the **Variables** drop-down menu.

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## System Settings - Flags

Depending on your business needs, the following system flags should be considered. From the Frameworks menu navigate to **System Administration > System setup > Configurations **> **System Settings - Flags**. 

### FWGetDebtorLetterText

> Macro (include)

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# Creating an Account Letter Template

To create a new letter template, perform these steps:  

1. Click the **Frameworks Menu **and navigate to **System Administration > System Setup > Receivables > Debtor’s Account Letter Maintenance** from the navigation tree.
2. Click **New** to create a letter template.
3. Provide a **Name** and short **Description** for your letter.
4. In the **Text** field, enter the content of the letter.
5. In the **Variables **drop-down, browse the variables you want to use, then manually enter it within the letter.

> ℹ️ Variables MUST be enclosed in curly brackets, e.g., {phone_mobile}.

6. Click **Save** to save your changes. The newly added letter template will be automatically displayed in the **Results Grid**.

![image-20241014-014134.png](media://977c2e1d-3f3e-4d8f-9d39-2e886c47661a)

# Sending Account Letters

When you update a customer account or create a new one, you have the option to send a letter to inform or notify the customer. This can be done directly through the **Customer Dashboard** or **Customer Maintenance **screen.

To send account letters, perform these steps.

1. Go to **Customer Dashboard** or **Customer Maintenance**.
2. Search a customer using the available search fields to narrow down your search, then click **Find**.

> 📝 To add a new customer, click **New**.

3. Click the **Number** link of your desired account to view its information.
4. Update the information that you want to change.
5. Click **Send Letter** to open the **Send Account Letter** window.
6. Enter the necessary details in the **Send Account Letter** window.
  

<details>
<summary>For more information about Send Account Letter window, click here. </summary>

**Letter**

Select the letter template you want to use. Use the **search **icon to open the **Debtor Letter Finder.**

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**Letter Date**

Set the date when you want the letter to be sent. 

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**From Email Address**

Set by default and displays the system's “send from” email address.

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**Reply to Email Address**

Enter the email address you want any email replies to be sent. This will typically be the user who is sending the email.

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**To, CC **and** BCC**

These are the email addresses you want to send the letter to.

> ❌ **Note: **Currently the **To** email address is set to default to the customer’s main email address, defined in **Customer Maintenance** on the **General **tab.

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**Email Subject**

Enter a short description of what the letter is all about.

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**Email Message**

The body of the email.

> ℹ️ To display the body of your letter by default, ensure that the **FWGetdebtorLetterText** flag is enabled in the **System Settings - Flags**.

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</details>

7. Once sent, the letter is delivered to the customer via email as a PDF attachment.

> ℹ️ **Note: **For reference, a diary note is added to the customer’s account to indicate that a letter was sent. The sent letter will also be included as an attachment to the account.

# Additional Information

> ✅ Refer to [About Debtor Letters](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28399660) and [Debtor's Account Letter Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28399692) for more information.