Chasing Payments/Sending Chase Letters

A customer may have an outstanding balance on their account for unpaid invoices. It is possible within IRIS Financials to create and send a chase letter to the customer for overdue payments owed to your establishment/organisation.

The default chase process for payments consists of three stages. You can manage the stages, or add and remove stages if required, depending on your establishment/organisation chase processes. For more information about the stages, please see Maintaining Chase Letters.

Once the chase payments process is started, you are unable to go back a step. It is recommended that you save a copy of the chase letters generated in the software in case you want to resend the letter for that stage. The chase process is only reset when payment is received and allocated to the documents to which it relates.

Chasing payments and sending chase letters consists of the following:

Maintaining Chase Letters

Creating a Chase Letter

Maintaining Chase Letters

There are three stages to the default chase payments process in the software, with generic text for the letters at each stage that is provided at installation. The content of the letter produced for each stage is managed in the CHASELETTER - Chase Letter Text ledger. You can add stages, and amend the content of the letters.

The following chase letters are provided:

Letter 1 - reminder payment is due

Letter 2 - further reminder payment is due immediately

Letter 3 - final reminder that payment is due following numerous contact attempts and that services and goods are to be suspended unless payment is made. Failure to make payment results in further action being taken.

  1. Select Maintenance, then select Accounts from the menu.
  2. Double-select the CHASELETTER - Chase Letter Text from the Select a ledger dialog.
  3. The Account Maintenance window is displayed. The stages for the letters are listed in the left-hand panel. To view the text that is displayed in the generated letter for that stage, scroll to the Comments panel on the General tab. To edit the text, select EDIT, enter/amend the details required, then select SAVE.

Creating a Chase Letter

  1. Select Maintenance, then select Accounts from the menu.
  2. Double-select the SALES - Sales Ledger from the Select a ledger dialog.
  3. The Account Maintenance window is displayed. Select the customer from the left-hand panel, then select LINKS.
  4. In the LINKS panel, select Generate Chase Letter from the Processing panel.
  5. The IRIS Financials Reporting Services Browser with a copy of the chase letter displayed. To print a copy of the letter, select the Print icon. To save a copy of the letter, select the Save icon, then select a format from the drop-down list.
    We recommend saving a copy of the chase letter in case you want to resend it, as the next stage of letter is generated when a chase letter is next created.
  6. On the General tab, in the Comments panel on the customer account, a note is added with the details of the chase letter issued.