When a homeowner requests a collection letter outside the normal process, follow these steps to create a letter that clearly outlines their outstanding balance, payment instructions, and any relevant deadlines to provide them with the official documentation they need without needing to run the process for the entire association.
- Navigate to Accounting > Receivables > Collections > Pending Batches
- Click Run Letters/Stages.
- After setting appropriate dates, click Run. You will notice the system will run letters/ stages for all homeowners.
- Click on the line to open up the batch.
- Check the box on the left side above the grid to select all letters in the collection batch. The number of Total Items should now match the Selected Items.
- Click Update Next Status and change all to NO ACTION. Click Save.
This will update the Next Status for all homeowners to NO ACTION, which simply means you aren't making a change to their status during this process.
You can verify the step is completed by looking at the Next Status column:
- Next Search for the homeowner you are printing the letter for and click Edit beside the status.
- Choose the status from the dropdown and click Save.
- Click the PDF icon on the right side to preview the collection letter.
- Click the X to close our of the batch and on the main Collection tab, you'll now see the # of units has been updated to 1, referring to the number of units that are affected during this collection batch process.
Click Approve to approve the batch.
- Click Yes on the confirmation popup.
The batch has now moved to the Print tab to print. - Click on Print.
- Select the letter you just created and click Print Selected.