The Group letter function allows you to send a letter upon need to several business partners at the same time.
Business partner search
When you start creating a new group letter, the system first shows you the recipient search view to the business partner register, where you can 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 Fuzzy search is not in use. You can freely include * and ? characters in the search text. The * character represents any character string (also null). The ? character represents any single character.
When you have selected 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 lette, 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 customers’ billing addresses, it can be done by using Group letter from 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.
Creating the letter
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 in the 1st class or 2nd class, coloured or black-and-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 the desired date in the future.
You can create the actual letter in 3 different ways. The Letter type that you select determines the way.
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.
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 at the top and on the left side of the page in the attachment must be 1cm.
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 causes 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 HTML 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. 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.