Client Notices - Filtering the Prelist
This article is part of the Client Notices section.
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Before you can send reminder letters, you will need to select which clients to send them to. Follow the steps in this article to filter your prelist and check for any errors.
Client Notice Filter
Use the options in the top half of the screen to filter your prelist prior to running your Client Notices.
Mandatory filters
- Notice Type – You can only run one reminder stage at a time, so you must select which stage you will be running from the dropdown.
- Minimum Balance – Use this filter to pick up clients with an outstanding balance above a certain amount. This field must be set to a figure higher than 0.00.
Optional filters
- DirectDebit – If this box is ticked, the process will pick up clients set to DD payment type. You can enable a System Setting which will mean it will also pick up Standing Orders. If left unticked, it picks up clients with a BACS or Normal payment type. There is also a System Setting that can be enabled to exclude BACS clients.
- Office - Only pick up Developments in a specific office
- Property Manager - Only pick up Developments managed by a specific person
- From Date – Used if you have a transactional style reminder (statement). In this case, the date entered here will be used as a start date for the transactions to be shown on the reminder. If a balance exists prior to the entered “from date” a Balance brought forward will be shown. If the Client Notice you wish to run is linked to any invoice from a particular date then you can choose that as the From Date. You can leave the From Date blank if you just want to show all transactions but this could be lengthy depending on the amount of time Clients have been in properties. If the Notice Type being run is a letter and not transactional this field will have no effect.
- Run As Date - Setting a date here will change the date used to calculate the client grace period. You can leave this blank if you would like to use today’s date, and you can also set the Run As Date to be in the future.
- From/To Development – Select an individual Development or a Development range.
- Internal Billing – If Yes, only picks up clients set to Internal
- Unit Type – Filter by type of property
- Credit Control Status – Picks up only clients on that status
- Diverted Accounts – Picks up clients set to Divert on the Development.
- Client Type – Client or Developer
Reviewing the prelist
Once you have set your filters, click Go to bring up the prelist. Nothing will process at this stage, and a list will appear in the bottom grid of all clients that meet the criteria you have set.
You can right click on the grid to print or export it.
You can highlight a client in the prelist and click the View Client button to bring up the client account.
If it looks like a client has been picked up that does not have an outstanding balance, check the Full Balance Due column. This will show you everything that is owed by the client.
If the client is part of a Proposed Works and the Balance is Recoverable box is ticked on the Proposed Works screen, the amount the client owes for the Proposed Works will also be included in the Full Balance Due. You can see this amount separately in the Recoverable Prop. Works Amount column. If you have used the merge field <<BalanceDue>> or <<CurrentBalance>> on your reminder letters, this doesn’t include the Proposed Works, so if you want to chase for this amount you need to use the <<FullAmountDue>> field.
Find a full list of Mail Merge fields here.
Find a full list of Mail Merge fields here.
You will see any disputed amounts in the Disputed Balance column on the grid, and the total dispute amount is displayed under the grid in the Total Disputes box. Disputed amounts are ringfenced from reminders so this sum will not be included in the amount you are chasing.
If a client has made a payment on the same day that the Client Notices are run, you need to ensure that you have reconciled that payment before you run your Client Notices. If you don't, they will still appear in the prelist.
If a client has made a payment on the same day that the Client Notices are run, you need to ensure that you have reconciled that payment before you run your Client Notices. If you don't, they will still appear in the prelist.
Client(s) not picked up for Reminders
If a client does not appear in the prelist when you are expecting it to, check the following things:
- Is the client is on a Credit Control Status that has Exclude from Workflow ticked in System > System Parameter > Credit Control Types?
- Has the grace period fully expired for the last notice/ invoice sent to the client? If not, you need to use the Run As Date field and set it to a date after the grace period expires.
- Is the Account type on the client record Developer but you have Client selected in the Client Type dropdown on the Client Notices screen?
- Is the Payment type on the client record Direct Debit, but you have not ticked Direct Debit under Client Notice Filter in the Client Notices screen?
- Is Diverted ticked on the Development the client is in, but Diverted Accounts is not selected in the Client Notices screen?
- Was the invoice that would qualify the client for the reminders posted after the Client Notices were run?
- To check this, go to the Transaction Activity tab on the client account and click the relevant invoice. At the bottom right of the screen, you will see a Posted Date. This might be different from the Transaction Date for that invoice. If the Posted Date was after the Client Notices were run, it will not have picked it up.
- Are there still outstanding Client Notices for this client that have not been resolved? e.g. If you have run Stage 2 Reminders, and placed your client on a 2nd Reminder status, resolving the status will not impact the Client Notices workflow. You need to issue a new invoice to resolve the previous reminders and reset the arrears process.
- Is there an open court case for that client?
- You can check this by clicking the Court Ledgers tab on the client account, and checking if the Closed column is set to No
- To close a Court Ledger, you need to open the entry and enter a Date Closed which will prompt you to close the case.
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