Collection Letter - Financials - P12

Initial Parameters: The initial parameters will allow you to filter which customers, the due date range, amount, collection status, branches, bills still to fall due, and to determine the interest and fine calculation date that will be considered for sending the collection letters. It is possible to complement the filters in a customized way; to do this, an entry point (F811QRY see details in the entry points section of this document) must be implemented to allow complementing the query that will consider the default parameters.

Layout selection: You will be presented with a list of the registered collection letter layouts so that you can select which layout will be used for sending. Only one collection letter layout can be sent at a time.

Customer Selection: A list of customers who meet the filter criteria will be presented, so that they can be selected to send the collection letter. All of them will be displayed on screen as selected.

Bill selection: The selection process of the bills that will compose the collection letter follows the criteria defined and suggested in the sending of the letters.

You can also send bills that are to be due. This means adding them as a reminder, not as a dunning. They will be suggested but can be removed from the letter if desired.

It is important to note that with the implementation of the Collection Status Block (see {+}http://tdn.totvs.com/pages/viewpage.action?pageId=381044073), the bills in a collection status with block set up for the collection letters will not be available in this e-mail sending process. Therefore, they will not be listed for selection. To perform this blocking, a new standard process will be added to the existing ones, and it will be validated at each submission.

In addition, a title is eligible for sending letters as long as it still has an outstanding balance.

1 - On 03/01/2015, an email was sent with the bills below for the collection, considering due dates more than 10 days late:

2 - On 03/15/2015, the customer paid the two most overdue installments, but did not pay the installment for 02/01/2015. In this way, the unpaid bill will continue to be sent in the new collection letters, with the updated number of days in arrears.

We emphasize that this example considers only the due date, but that the bill must respect all the filter rules.

Routine: FINA811 - Collection Letter Layout

Each letter sent will be defined according to the collection content, that is, you can include a text of certain content for different collection types.

To this end, ways of configuring the text of the letters and associating them with certain rules will be made available via registration. Only customer characteristics will be available for validation in combination with the from/to filter. If not required, it can be kept blank, so that letters can be sent to any customer.

The letters obey the filters informed in the sending routine, validating the data of the associated client, to the content of the letter. This configuration can use customized fields for its composition.

As for the listing of bills, the columns that are considered the default are below:

• Bill key – Prefix, number, and installment
• Due date
• Days in arrears
• Original Value
• Bill balance
• Fine
• Interest

There will be the possibility of adding or removing new columns, as long as they are part of the bill receivable (SE1), considering that, because it is an e-mail and/or physical letter, there may be some kind of restriction on the amount of information contained in the letter/sheet.

Regardless of the shipping method selected, email, physical, or both, the letter will contain at the top the shipping data such as the customer's name and address. The address used will be the billing address contained in the customer's record. If this address is blank, the shipment will be sent to the customer's address. In the letter layout, you can set the alignment of the customer's address at the top of the letter.

  - Typing the record header where the sending method is defined, the texts (main letter, greeting and conclusion), as well as the address position (for printed letters).

 - In the footer, there are 2 tabs where you define the fields of the accounts receivable (table SE1) that will be shown in the letter (bill number, amount, due date, etc.), as well as the custom sending rules. In this field, you must enter an expression like the browse filters in Protheus. The Customers Table (SA1) is selected. 

Routine: FINA811 - Collection Letter Submission

In order to send the letters, each step of the wizard must be answered, as explained below.

 - Wizard's initial screen:

 - Definition of the parameters for searching and filtering the information. 

1. From customer and store (initial range of customer and store);
2. To customer and store (final range of customer and store);
3. From due date (initial due date range of bills);
4. To due date (final due date range of bills);
5. From value (initial value range of bills);
6. To value (final value range of bills);
7. Select branches (if set to "Yes", the default branch selection screen will appear, so that branches can be selected);
8. Collection status (the same query already used in the "SERASA Processes" requirement will be presented, allowing one or more collection statuses to be selected. This field is validated not to be left blank when moving forward in the process);
9. Bills due (if it is set to yes, the filter will consider the bills that are yet to be due);
10. The reference date for calculating interest and fine for the bills;
11. Consider Value (if set to "1-Total Value", the system will filter the records with content in the E1_VALUE field between the values entered in items 5 and 6 of this window. If it is set to "2-Balance", the system will filter the records with contents in the field E1_SALANCE between the values informed in items 5 and 6 of this window);
12. Consider blocked customer? This question will validate the A1_MSBLQL customer field. If populated with YES, it will consider all customers, regardless of the status of the block field. If NO, it will consider only active customers. 

 - Selection of the letter layout (only one layout can be selected):

 - Customers selection:

 - Bills selection:

It is important to note that the selection of bills must consider the collection status block set (as mentioned above).

 - Letter submission or printing:

 - Log query for submissions and completion of the process:

 - Log query:

 - E-mail template sent to the customer:

For each and every letter (sent or printed) a record is generated in the FWT table, which contains the layout used, the date sent, and the identification key.
All grids have the option to select or deselect all records (with the exception of the collection letter layouts grid, where only one layout can be selected).
IMPORTANT: It is a premise that the e-mail address in the client's registration is filled out for the collection to be sent, and that the Protheus e-mail sending service is configured.
At the end of the sending, a log record of the sent letter will be recorded for reporting purposes. For this purpose, the following information will be stored for each bill sent:

• • Process number - for identifying the letter sent.
  • Bill key
  • Sending date
  • Layout code

IMPORTANT: A bill can have N occurrences in this table but in different processes. It may happen that a letter is sent more than once to a customer on the same date, and there will be no restriction on this because during the day new documents can be posted and added to Protheus.
This data alone is enough to reproduce the e-mail with the collection sent:

• • Letter text (optional)
  • Number of bills fallen due
  • List of bills due

Bills of the following types are disregarded in the selection, in addition to the parameters entered, as they do not represent collection due amounts:

• Temporary (PR)
• Advance Receipts (RA)
• Fees (TX, TXA) 
• NCC
• Deductions

Routine: FINR811 - Collection Letters Report

The report can be run in 2 ways (detailed or summarized). In the detailed form, the complete letter is displayed, containing the texts and other details. In the summarized form, only the letters that have been sent are displayed, but without the texts, i.e. only a summary.

Besides the type of printout (detailed or summarized), the report allows the following parameterizations:

 - Printout in a detailed template:

There will be a page jump with each letter print, and the columns of the bills will not follow the one configured in the layout, since the report requires a fixed structure. 

 - Printout in a summarized template:

Other fields from table SE1 will be available for addition to the report, considering the limitation of print area x page size.

Remember that the report template must be the same as the email sent, reassembled at the print time with the stored data.

Dictionaries Implemented
File: FWP - Collection Letter

File: FWQ – Submission Rules 

File: FWS – Bills' Data 

File: FWT – Letters Sent 

Question Group (SX1): FINR810

      Standard Query (SXB): FWP

For the correct execution of routine *FINA811{*}, you must enter the function parameters as below:

nOpcAuto = This parameter is not in use at the moment, send value 0.

a811Param = This array must receive the desired filter for selecting records and sending the collection letters. All records returned by the filter will have a collection letter generated. 

Example:

a811Param[01] := From customer code (character type)

a811Param[02] := From customer store (character type)

a811Param[03] := To customer code (character type)

a811Param[04] := To customer store (character type)

a811Param[05] := From issue date (date type) 

a811Param[06] := To issue date (date type)  

a811Param[07] := Reference date (date type)     

a811Param[08] := From value (numeric type)     

a811Param[09] := To value (numeric type)        

a811Param[10] := "2" (character type) - IMPORTANT:  ALWAYS 2 TO PREVENT DISPLAYING THE BRANCH SELECTION SCREEN

a811Param[11] := Bills due (character type, "1" = Yes or "2" = No)

a811Param[12] := Consider value (character type, "1" = Total or  "2" = Balance)

a811Param[13] :="2" (character type) - IMPORTANT: ALWAYS 2 TO PREVENT DISPLAYING THE COLLECTION STATUS SELECTION SCREEN

a811Param[14] := {} (array type) - IMPORTANT: SEND EMPTY ARRAY

a811Param[15] := "" (character type) - IMPORTANT: ALWAYS EMPTY

a811Param[16] := Letter layout code to be used (character type) 

a811Param[17] := Consider blocked customers (A1_MSBLQL) in the filter. Content "1" to consider blocked customers, or "2" to consider only active customers