---
title: "Debtor's Collection Letter - Setup and Configuration"
canonical: "https://kb.myframeworks.com.au/space/FRAM/28380688/Debtor's%20Collection%20Letter%20-%20Setup%20and%20Configuration"
format: markdown
---
# Overview

Collection Letters are generated and sent in batches to notify multiple customers, typically for routine notifications such as upcoming due dates for bills. 

The **Debtor’s Collection Letter Maintenance** allows you create and manage these letters. You can customize the text and layout and set rules to choose specific recipients. Letters are sent to customers who meet the criteria and have the relevant transactions.

# Feature Code

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

# System Setup and Flags

## 1. System Setup Tables

The following **System Setup **tables are located in the **Frameworks Menu **under **System Administration > System Setup** and the required module.

### Receivables > Debtor Profile (Required)

In this table you need to define the **Debtor Profile **that will be displayed as options in the **Set Debtor Profile **drop-down menu on the **Debtor’s Collection Letter Maintenance **screen and applied to you customer’s when particular emails are sent.

![image-20241030-024910.png](media://744990a3-0489-4055-b3ba-83ae36651667)

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## 2. Miscellaneous Tables

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

### Debtor Letter Variable (Optional)

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

![image-20241030-053654.png](media://793adb1c-f590-43e4-83e4-0f48a54e2607)

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# Setup Tasks and Processes

## 1. Create a Letter Template

To create a new letter template, perform these steps: 

1. Click the **Frameworks Menu **and navigate to **System Administration > Receivables > System Setup** > **Debtor’s Collection 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. Specify the following:
  - **Minimum Overdue**: Minimum period a customer can have an overdue balance.
  - **Days Overdue**: Number of days that a customer's account balance has remained unpaid past its due date.

> ⚠️ **Important**: In order for a customer account to qualify as a recipient of the letter, it must both satisfy the criteria for **Minimum Overdue** and **Days Overdue** fields.

5. Set the following fields:
  - **Set Credit Status**: Define the customer’s account status.
  - **Set Debtor Profile**: Define what happens to the debtor’s profile after sending the letter.
6. In the **Text** field, enter the content of the letter.
7. 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}.

> ℹ️ In the **Miscellaneous Table Maintenance**, you can configure which variables will be available in the **Variables** drop-down menu.

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

![image-20241015-080716.png](media://06f6358c-8ef8-40a8-bfdc-1ce0016723cb)

## 2. Send Collection Letters

Collection letters are handled through the **Scheduled Debtor Letter Output** report.  You can use this report to set up when the report should run.  To send collection letters, follow these steps. 

1. Go to** Receivables** > **Utilities & Scheduled Tasks** > **Scheduled Debtor Letter Output**.
2. In the **Report Criteria** tab, enter the **Customer Selection** details.
  

<details>
<summary>For more information about Scheduled Debtor Letter Output report, click here. </summary>

**Customer Number**

A unique ID assigned to a customer. 

---

**Customer No(s)**

Unique ID assigned to customers. 

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**Collection Letter**

Select the letter template you want to use. 

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**Debtor Profile(s)**

A record of a customer's outstanding debts and payment history, used for managing collections and assessing credit risk.

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**State(s)**

Select the state from the drop-down menu. 

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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.

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**Reply to Email Address**

Enter the email address you want to send the letter to.

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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. 

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</details>

3. Navigate to the **Schedule **tab to schedule the task for a later date or click **Submit** to run immediately.
4. Once sent, the letter is delivered to the customer via email as a PDF attachment.

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

# Additional Information

> ✅ Refer to [About Debtor Letters](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28399660) and [Debtor's Collection Letter Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28380412) for more information.