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This screen is located under Print Menu - Letters - Prepay/Renewal Letters.
Select Customers
Prepay/Renewal Letters are divided into 6 tabs: Select Customers, Select Prog./Jobs, Include on Letter, Upsell, Letter Options, Export Fields.
Customer Status
Select the Customer Status for which the Prepay Letters are to be printed.
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Range Selection
Prepay Letters can be generated based on different ranges: By Zip/Postal Code, Account Number or Invoice Number. Click on the desired selection and enter the range of numbers desired in the white boxes. To select a singe item, put the number in both boxes.
Customer Type
Prepay Letters may be sent to your Residential Customers, Commercial Customers, or Both.
Days Since Last Letter
If you are printing Letters in batches, use this field to enter the number of days since the last Letters were generated plus one.
Do Not Send if Balance is Greater Than
If you send out more than one Prepay offer based on time of payment, enter a large number here to get only those Customers who have not prepaid this season or at the end of last season.
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Flag Code Selection
Flag Codes are another consideration when selecting Prepay Letter recipients. Letters may be selected based on any Flag Code desired. If Flag Codes are to be ignored, click on None.
Exclude Group Billing
Exclude group billing customers - Enable this option if you would like to exclude all Group Billing Customers from your Prepay Letter selection.
Exclude bill-to customers - Enable this option if you want to exclude all Bill-To Customers.
Exclude Credit Hold Customers - Enable this option if you want to exclude all Credit Hold Customers.
Prepay Imported Customers
All reports have the capability of being exported to the Prepay Letter and this is where the number of Customers being exported will show up. Or you can choose to use an existing file containing prepay letter Customer information.
Select Prog/Jobs
Prepay/Renewal Letters are divided into 6 tabs: Select Customers, Select Prog./Jobs, Include on Letter, Upsell, Letter Options, Export Fields.
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Program Status
Select the Program Status for the Customers to receive the Prepay Letter.
Billing Type
Select the Customer's Billing Type for the Prepay Letter. Any combination of the four types may be selected.
Customers With These Programs
Select the Programs and/or Specials that you want the Customers who are to get your Prepay Letter to have. These do not necessarily have to be included on the Letter, but the Customer must be scheduled for these Services.
Most of the time, you would be selecting ANY of these programs/jobs, which is the equivalent of using the OR command. Using the ALL of these programs/jobs means that you want each Customer to have each and every one of the Programs and Services and is the equivalent of using the AND command.
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Include on Letter
Prepay/Renewal Letters are divided into 6 tabs: Select Customers, Select Prog./Jobs, Include on Letter, Upsell, Letter Options, Export Fields.
Program Status
Select the Customer's Program Status to receive the Prepay Letters.
Prepay
Here is where you select the Programs and/or Jobs to be included on the Prepay Letter. To de-select all items, click on the None button. Check on the item to include and it will be highlighted black. To select all the programs/jobs, click on the All button.
Prepay Amount: You can select one amount to apply to all Services or you can select different prepay amounts. To apply one amount, enter the number in the Pre-Pay % field and click on the Update All button. To enter different amounts, they must be entered individually.
Include Inactive Rounds: By clicking here, you will include any inactive rounds.
Include Upsell: By clicking here, you will include upsells
Use Next Year's Price: By clicking here, you will be using the Renewal Price located on each service screen.
Discounts
Select the Discounts to be applied to the services you are trying to sell. Only one selection is possible.
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Include Program Job
Include Completed: By clicking here you can include Completed Jobs and/or Programs
Include Incompleted: By clicking here you can include Incompleted Jobs and/or Programs
Repeat Next Year: By clicking here you can select those services that are marked Repeat Next Year.
Don't Repeat Next Year: By clicking here you can select those services not marked Repeat Next Year.
Billing Type
Selections can be made based on Billing Type. Any combination of these types may be selected.
Upsell
Prepay/Renewal Letters are divided into 6 tabs: Select Customers, Select Prog./Jobs, Include on Letter, Upsell, Letter Options, Export Fields.
This is where you can select the Services to be included on the Prepay Letter Upsells and the amount of the Discount. To unselect all Services, click on the None button. When a Service has been selected, it will appear highlighted in black. To select all Services, click on the All button.
To enter the same amount of Discount for the Services, enter the number in the Pre-Pay % field and click on the Update button. To enter different amounts, they must be entered manually.
You can include Completed Services by clicking here.
Letter Format
Letter Options
The Letter Options tab displays the options for 3 different types of prepay letters.
Prepay Letter Options
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Renewal Letter Options.
Prepay Letter With Upgrade Options
Type of Letter
This area is where you may select which Letter format to use and there are three.
Pre-Pay Letter (Form): This is the same format from LA2 and will include services and upsells with their prices. This Letter prints on our Pre-Pay forms that can be ordered from our Forms Division.
Renewal Letter: This will only print a letter with no prices and no options for upsells. This Letter prints on regular paper.
Pre-Pay Letter with Upgrade Offer: This Letter will not only include the Current Program, but will try to upsell additional Rounds within that Program, in addition to upselling Services. This Letter prints on our Pre-Pay forms that can be ordered from our Forms Division.
Show Services on Remit Portion
Show Services on Remit Portion: The example below shows that Upgrade Offer was selected. If Current Services was selected, the numbers for that offer would show up in the Your Prepayment of box. See example below.
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Prepay Expiration Date
Enter the date when your Prepay offer expires. This date will be printed on the Prepay Letter at the top of the form and on the Customer's Remit portion.
Letter Type
In some areas, the Return portion must contain a Customer Signature for the contracted Services. Enable this option here. This option is not available on the Renewal Letters. Signature required to Renew Services or Signature required to Start services.
Envelope Type
The type of envelope you select will determine where the Billing Address is printed. This option is not available for the renewal letter.
Printer Offset
Use this setting to move the print up or down on the Letter form. A negative number will move the print up and a positive number will move the print down.
Letter Name
There are several different forms of prepay letters and this is where those options are selected. They are created under Data Menu - Customer Parameters - Letter Setup.
NOTE: If you are using either the Pre-Pay letter or the Pre-Pay letter with Upgrade, you only have about 5 lines on letter information that can be entered.
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Type of Services
Prepay letters may be selected based on the type of Services, either Scheduled Services or ProposedServices.
Banner Lines Text
Extra Services Text: This line will print above the Upsell Services on the Pre-Pay Letter. The Upsells are positioned below the customers regular scheduled services.
Banner Line: This line will print above the Letter texton both the Pre-Pay Letter and Pre-Pay with Upgrade.
Upgrade Banner Line: This line will print only if you are using the Pre-Pay with Upgrade Offer form and will print above the Recommended Services.
The Banner Text options are not available for the Renewal Letter.
Prepay Alternate Greeting
Name to print on Letter:
Here you can select which greeting you want to show up on the letter. You can select your own Alternate Greeting, the Customer Name or Both. Selecting Both will give a result such as in the example above. The letter will read John Smith or Current Resident
Show Company Information
Show Company Information:
Show Company Name: By clicking here, the Pre-Pay Letter will include your Company Name at the top of the form.
No Reverse Print on Comp. Name: By clicking here, your Company Name will be black on white instead of the default, which is white on black.
Show Company Address: By clicking here, the Pre-Pay Letter will include your Company Address at the top of the form.
Show Company Phone: By clicking here, the Pre-Pay Letter will include your Company Phone Number (s) at the top of the form.
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Include on Letter Options
Include Tax: By clicking here, you will include any assigned tax to the Services and Upsells
Include Previous Balance: By clicking here, you will include a previous Remit or Credit Balance, but not a previous Prepay Balance.
Print Credit Card Panel: By clicking here, the Remit portion of the Pre-Pay Letter and the Pre-Pay with Upgrade letter will include the Credit Card Panel. This option is not available for
Show "Bill me later" message: By clicking here, the Remit portion of the Pre-Pay Letter will include the option to remain a Customer and be Billed as Services are performed. See example below.
Prepay Bill Me Later Message
Select the Bill Me Later Message that you would like to see on the remit portion of the pre-pay letter. You can choose the Standard message Or you can create a custom message. Select Custom and then type the message in the field to the left space is limited.
The Standard Message reads: Yes, Please bill me as services are performed including extra services checked above. If you do not want any Bill Me Later Message select None.
Show Start Date
This option is only available for the Renewal letter option.
Prepay Scheduled or Proposed
This toggle determines how the wording will be phrased for the service in question. If proposed is selected then the prepay letter will refer to all services as proposed services. If Scheduled is selected then the prepay letter will refer to all services as scheduled services. This option is only available for the Prepay with Upgrade letter.
Export Fields
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