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Introduction This wizard, found in the Additional Reports menu, steps you through creation of Notices of Arrears. Since most water departments send out more forceful letters as the arrears get older, you can create separate letter for First Year
Arrears. If you only want to send out notices to rolls with first year arrears, this will save you time.
While this page breaks the wizard down into five steps, you will only hit two more screens by clicking the Next button. For the purposes of this help file, the Options and Notices buttons access the other two steps. If you have already selected your options, are happy with the existing letters, and have assigned letters to their proper Arrears level, then you can skip Steps Two and Three. No matter what, you will always begin here at Step One. For this step, you simply have to select one of the Notice Options. It is important to note that if you select the First Year Arrears level, then the notices available will only contain rolls with first year Arrears. Similarly, the Current option will make notices for rolls without Arrears.
To get to Step Two, you have to click on the Options button. Step Three is accessible via the Notices button; however, if your options and notices have already been set up, you could just select
a Notice Option and click the Next button to go directly to Step 4.
There are 4 options from which to choose. The first will determine how you want the list boxes sorted in the Step 3. The report will also print out sorted according to this option. The second option will allow you to include rolls that have signed up for your Pre-Authorized Payment Plan. If you do not allow PAP, ignore this option. The third option is there for your convenience. If you do not want property owners calling you or their Ward Councilor for receiving a letter reporting an outstanding amount of $0.82, then you can put a limit here. If you choose a limit of 4, a roll that is owing exactly 4 dollars or less will not receive a letter.
The final box shows the title that appears along the top of the notices. You can change it here if you wish. Clicking the Notices button from any step of the wizard will bring you to the Notice editor screen. You will be able to see all notices for both the Tax and Water systems. This screen, as shown below gives access to the Assignment screen through the Assign button. Part A below will go through the editor while Part B will explain how to put the letters to use. A. Adding, Editing, and Deleting Letters
This is the letter editor. When it first opens no letters are selected in the left pane, so the first letter is
showing and is the currently selected letter. You can add in as many different letters as you wish. To edit an existing letter, choose that letter by clicking on its name in the left pane then edit the body of
that letter in the right pane. You can add a new letter by clicking the New button then typing in a name for the new letter. The Delete button will delete the letter currently selected in the left pane.
Both Water and Tax notices are in the list, so you can quickly reference other notices to check their wording. As well, because notices for both systems appear, make sure you don't delete someone
else's notice. Clicking the Assign button will open the window discussed in Section B for the currently selected letter. B. Assigning Letter Arrears Level
Once on this screen, just choose the desired arrears level for which you want to send Notices of Arrears with this currently selected letter. You can also stop it from being put onto any Notice of Arrears by choosing Unassigned. You can only assign one letter to each Notice Assignment level. To set the Notice Assignment for another notice, you will have to go back to the Notice editor, select another letter from the list on the left, and click the Assign button again.
Once all required letters have been entered and assigned, you can use the Close button on the Notice Letter Editor and proceed to Step 4.
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[Setup] [Billings] [Interest] [Notice] [Year End] |
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