Debtor letters

You can produce letters to send to customers with outstanding debts.

You can use up to eight different debt letters. These correspond to the number of ageing periods you use. If you use four ageing periods for example, Sage 200 will automatically use four debtor letters, 1 - 4.

The letter sent to an individual customer depends on the Due Date of outstanding transactions on the customer's account.

Sage 200 comes with four sample debtor letters. You can:

• Choose which letter layout is used for each level of debtor letter.
• Choose which customer contact role debtor letter are sent to.
• Choose to email debtor letters to your customer contacts.
• Add messages to your letters.
• Amend the standard letters or create your own using Report Designer.

Set up your debtor letters

1. Select the letter layout that you want to use for your letters.

   See how to select the appropriate letter text for the ageing period

   Open: Tools > Choose Layouts.

   1. Select the appropriate DebtorLetterPeriod from the Layout drop-down list.

   2. Use the Browse button to select the letter required for this period.

      Letters are stored in the Letters folder.

      Tip: Make sure the file type is set to Sage Letter Files (*.letter).

2. Select the customer account role that you want to send your letters to.

   See how to set the customer role

   Open: Accounting System Manager > Settings > Customer and Supplier Document Types.

   1. In the Customer Debtor Letters row, select the required role from the Associated Role drop-down list.
   2. Click OK.

3. Set the preferred contact for this role in each customer account.

   See how to set up a preferred contact:

   Open: Sales Ledger > Sales Accounts > Amend Account Details | Contacts.

   1. Select the contact and click Edit.
   2. Add the role and select Preferred Contact.

Print Debtor Letters

Open: Sales Ledger > Reports > Credit Control > Debt Letters.

• Use the report criteria to specify which customers to send the letters to.

Save letters to cloud document storage

You can set up Sage 200 to save customer debtor letters to cloud document storage when you print them, so that they can be viewed by everyone.

Customer debtor letters that have been saved to cloud document storage can be viewed in PDF format.

Open: Sales Ledger > Customer List, then select the customer and click View in Document Storage.

• The customer's folder is displayed in cloud document storage. The Letter folder contains debtor letters for the customer.

See Save printed documents to cloud document storage.