The Group letter function allows you to create group letters by using different methods and to view old group letters.
New group letter
You can create and browse group letters in Registers/Group letter. When you start creating a new group letter, the system first shows you the recipient search view of the business partner register, where you select the recipients before starting to enter the actual letter.
When searching business partners, you must select the business partner type (Customer, Supplier, Person). In addition, you can specify search conditions by the business partner name, ID, customer number or group. If the company has Two-levelled business partner groups in use, it is also possible to search by the main group.
When you search by name, ID or customer number, you can also enter part of the search text only. If you search a partner named Procountor, you can enter Pro or Countor in the search field, if Further searches are not in use. You can freely include * and ? characters in the search text. The * character represents any character string (also blank). The ? character represents any single character.
When you have specified the search conditions, click the Search business partners button at the top of the page. If you search Customers, Suppliers and/or Persons only, without any other conditions, you do not need to click the button if the Automatic search is in use. The search result is displayed below the search conditions.
When you have all the desired recipients on the list, tick the selection box in the leftmost column for those business partners, to whom you want to send the group letter.
In the column after the business partner’s name, the list shows the sending address of the group letter if the sending channel is Mail. For customers, the information in the “Customer Address” field is used, not the information in the “Billing address” field. If you want to send group letters to a customers’ billing addresses, it can be done by using Group letter in the Receipt search.
You can select all partners on the list by clicking the Select all button. The total number of selected recipients is shown online in the header of the leftmost column. When you have selected the recipients, click the Write group letter button. The system first checks that sufficient address information for sending the group letter has been entered in the customer register, and then displays a dialogue window with a list of the selected recipients for verification.
Tip: It is convenient to create a Business partner group (for example: Letter 1 April 2008), to which you can attach the business partners that to want to send the letter to. This makes it easier to search recipients when creating the group letter, and the business partner group can also be reused in group letters or other actions later on.
Then the system opens the view “New group letter - composing” for entering the letter.
First select the sending channel (business partner’s default billing channel, Mail or Email). For the mailed letters you can select whether to send them 1st class or 2nd class, in colour or black & white. The envelope size is C5 (22.9cm x 16.2cm) with a 9cm x 6cm window located 1.8cm from the left edge and 1.5cm from the top. The default sending date is the current date, but you can change it to a desired date in the future.
You can create the actual letter in 3 different ways. The Letter type that you select determines the way.
A letter formed on a Procountor template
The first method is A letter formed on a Procountor template, in which you enter the letter title, the actual text, signature and address source. Entries in the letter title and in the actual text are mandatory. The text can contain empty rows between passages and you can make indentations at the beginning of the row using the space bar. The signature and address source are optional.
A letter formed on a Procountor template in PDF format
The second method is A letter formed on a Procountor template in PDF format. In this method, the letter title, the actual text, signature and address source are entered in the same way as in the first method. In addition, it is possible to add an attachment in PDF format by clicking the Select file button. If you try to add an attachment in another format, an error message is displayed. The margins in the top and in the left side of the page in the attachment must be 1cm. Select the letter type A letter formed on a Procountor template in PDF format, if you want to send an attachment with the letter.
Formed on a personal PDF letter template
The third method is “Formed on a personal PDF letter template”. In this method, the letter title, the actual text, signature and address source are left blank. Select the complete letter in PDF format by clicking the Select file button. If you try to select a file in another format, an error message is displayed. When you create the letter, you must consider that Procountor places the recipient address start at 4cm from the top and 2cm from the left edge. The address area ranges to the point 10cm from the left edge. If this area in the letter contains information, the address print overlaps it. See the sample. In addition, a margin of 1cm is required in the top and in the left edge of each page. See the second sample. When you create a letter template in PDF format, it is advisable to check that the selected paper size is A4. Some PDF creation software products use the size Letter by default. This means that the letter has to be adjusted to A4 size before sending.
The Management action selection creates the selected action in the business partner management information. The default is Group letter, if it has been created as an action.
The Preview button allows you to preview the Group letter. If the letter type is “A letter formed on a Procountor template”, the button’s drop-down menu provides display options HTLM and PDF. If not used, the printout is displayed in PDF format. The PDF format equals to the format of the letter to be sent. The fields shown in brackets, e.g. (name), (specifier), contain recipient-specific information in each letter. When using a personal PDF letter template it is advisable to check that the address information and the contents do not overlap.
The Send button sends the Group letter. After sending the system provides a summary of the amount of sent letters by sending channel.
Old group letters
Sent letters can be found in the Old group letters view. The letter list rows contain information columns Created, Sent, amount of recipients, Title and text from the beginning of the letter. If the letter was formed on a personal PDF letter template, the file name is shown in the title and the text is empty. You can view the letter by selecting the row and clicking the Show letter button. The recipients and sending channels by recipient can be viewed in the window opening at the bottom of the view by using the Show recipients button. If you want to delete old letters, select the row and click the Delete letter button.
Group letter from Receipt search
Through the Receipt search More actions button you get a drop-down menu where you can select the Group letter option to create group letters to the business partners on the search result list. This opens the New group letter - recipient selection view with those business partners on the list. If the business partner has the same address in all its invoices, the business partner is shown on the list only once. If the business partner has different addresses and/or invoice channels in its invoices, the business partner is shown on the list several times. If the invoice channel of the sales invoice is Mail, the billing address is used.
Use the Select all button if you want to select all. When you have made the selection, click the Write group letter button, which opens the New group letter - composing view, where you create the group letter. When sending the group letters, the system uses the address information in the invoice, not the addresses in the business partner register.