Adding Letters

This tutorial will explain how to add your letters for Collections MAX

The very first thing you will need to do is to create a phony letter so that we can get the system to schedule letters and export out an Excel file so we can use that for creating our letter template.  To do this you will need to go to Utilities / Letter Administration in Collections MAX Administrator.  Later in this section you will also need to have some test accounts installed in your system.  See Data Entry for more information on how to quickly add some accounts.

Click on the Add button

Enter your Letter name and type like the sample above.  You want to make sure that the Type is set to Standard and the Category is set to Debtor (so the collector can send the letter).  Also choose a word template (it can be a blank one for now) that has a .doc extension.  Click the OK button to save it.
NOTE: You may need to change settings in  Microsoft Word 2007 and higher in order to create a .doc file.  Office 2007 and higher uses the .docx format by default.  See the below link for more info.


Now that you have your phony letter installed you can close out this screen and the Utilities screen and then click the Letters button on the Collections MAX Administrator control panel.



On the Letters page you will need to click on the Schedule Letters button to bring you to the Schedule Letters screen like the picture below.  You will need to have some accounts loaded in the system to complete the next step.
Click on your portfolio and click the white Select Portfolio button.  Your accounts will fill in the data grid below.  Next, check off the box that says Debtor (as this will schedule debtor letters) and select your desired letter.  To make it simple, just use today’s default date to schedule the letter for.  Click on the yellow Schedule Letters button and the progress bar will move across the screen and schedule the letters in the database.  When this is finished, you can click the Exit button.
Next, you will be back on the main letters screen.  Click the white GO button next to today’s date.  Your letters will fill in on the data grid on the left like the picture below.
Now all you need to do is click on the blue Export To Excel button, select a destination, create a file name and save the file.  Collections MAX Will generate an Excel file with all the letter data contained in it. This excel file will now be the data source you will use for creating your letter templates.
CREATING A MAIL MERGE TEMPLATE
THE FOLLOWING INSTRUCTIONS ARE FOR MICROSOFT OFFICE 2003.  OLDER VERSIONS OF MICROSOFT OFFICE ARE NOT SUPPORTED.  IF YOU ARE USING A NEWER VERSION OF MICROSOFT OFFICE, YOU CAN GOOGLE TUTORIALS FOR YOUR OFFICE VERSION ON HOW TO CREATE A MAIL MERGE DOCUMENT.

If you are creating a mail merge letter from scratch then simply open Microsoft Word.  If you already have a partial letter or letterhead that is a Microsoft Word (.doc) file then open it.
In Word, make sure that you have the mail merge toolbar visible.  This can be accomplished by clicking on the top VIEW menu, then select TOOLBARS, then make sure that the MAIL MERGE toolbar has a check box in it.
After you have verified that you have the mail merge toolbar visible, Click on TOOLS (in the top menu) then click LETTERS AND MAILINGS, then select MAIL MERGE.  There will be a mail merge wizard on the right hand side.
In step one of the Mail Merge wizard when it asks “What type of document are you working on?” select Letters and click Next.
In step two of the Mail Merge wizard when it asks “How do you want to set up your letters?”
if you don’t have a template select use the current document, else select  Start from existing document. Click Next
In step three you are going to select the recipients list.  This is the same file that Collections MAX exported in the letters screen.  Click the browse button and select your excel sheet.  Select the entire sheet and also select the $Sheet1 option.  You will see a list of recipients and click OK.
Click Next to move to step four.
In step four you are going to add the merge fields to the letter.  To do this you will click the insert merge fields button on the mail merge toolbar, select the field you want and click OK.
Do this with all the fields that creates your dunning letter.
Make sure to save the letter when you are finished.
After you finish creating your letter make sure to save it where the Administrator has access to it.  You can then Add the letter in Utilities / Letter Administration.
You can then mail merge your letters by selecting the letters in the Letters screen inside Collections MAX Administrator and clicking the Mail Merge button.  Make sure to select the correct letter when the mail merge popup appears.
PLEASE NOTE: If you are creating a CURRENCY mail merge field you will need to do the following below.

In your letter hit ALT and F9 at the same time.  Then change your field to {MERGEFIELD “currentbalance”\#$#,###.00}



Mail Merge Database Fields


This is a break down of the letter fields that you will map to when creating dunning letters in Collections MAX.
Field
Description
Letter Type
filenumber
Account Filenumber
ALL
title
Mr., Ms, Mrs, Etc
ALL
firstname
Debtor First Name
ALL
middlename
Debtor Middle Name
ALL
lastname
Debtor Last Name
ALL
fullname
Full Name Of Debtor
(Use FULL NAME in all Address Fields)
ALL
address
Address of debtor
ALL
address2
2nd line address of debtor
ALL
city
City of Debtor
ALL
state
State of Debtor
ALL
zip
Zip of Debtor
ALL
socialsecuritynumber
Social security number
ALL
creditor
Original creditor
ALL
debttype
Type of Debt
ALL
originalbalance
Original Balance
ALL
originalbalanceformat
Currency format $ of original balance
ALL
accountnumber
Account number
ALL
lastpaymentamount
Last payment amount
ALL
lastpaymentamountformat
Currency format $ of last payment amount
ALL
lastpaymentdate
Date of last payment
ALL
currentbalance
Current balance of account
ALL
currentbalanceformat
Currency format $ of current balance
ALL
letterdate
Date of letter M/DD/YYYY
ALL
letterdateformat
Date of letter M/DD/YYYY
ALL
lettername
Name of letter
ALL
makepayableto
Make payable to name
ALL
letterstatus
Status of letter
ALL
lettermonth
Month of letter number
ALL
letterday
Day of letter number
ALL
letteryear
Year of letter number
ALL
adressfull
Full address of debtor
ALL
clientname
Name of client
ALL
interestpercentage
Annual Percentage Rate (APR)
ALL
collectorname
Name of collector assigned to account
ALL
promiseamount
NOT USED
N/A
promiseamountformat
NOT USED
N/A
promisedate
NOT USED
N/A
promisedateformat
NOT USED
N/A
barcode
Barcode of filenumber
ALL
pplandownpayment
Down payment amount of payment plan
PAYMENT PLANS
pplandownpaymentformat
$ Currency format of down payment amount
PAYMENT PLANS
pplannumberofpayments
Number of payments in payment plan
PAYMENT PLANS
pplanpaymentamount
Payment amount for each payment in payment
plan
PAYMENT PLANS
pplanpaymentamountformat
$ Currency format of payment amount
PAYMENT PLANS
pplandatedue
Date first payment is due in payment plan
PAYMENT PLANS
settlementamount
Amount of settlement
SETTLEMENT
settlementamountformat
$ Currency format of settlement amount
SETTLEMENT
settlementdatedue
Date settlement is due
SETTLEMENT
datedue
Date payment is due
ALL
custom1-60

Custom fields

ALL
birthdate
Birth Date of Debtor

ALL
makepayabletoname
Name of company / person payments are made
payable.

ALL
makepayabletoaddress
Address of company / person payments are made
payable.

ALL
makepayabletocity
City of company / person payments are made
payable.

ALL
makepayabletostate
State of company / person payments are made
payable.

ALL
makepayabletozip
Zip Code of company / person payments are
made
payable.

ALL
attorneyfax
Fax number of attorney representing debtor.

ALL
attorneyphone
Phone number of attorney representing debtor.

ALL

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