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Print/Email Thank You Letters

Updated

  1. Click Billing in the left-hand menu.

  2. On the Reports tab, select Thank you Letters.

  1. Select the desired filtering:

    • Specific Members: Click this radio button if you wish to generate the report for specific members. You can then click add by Company Name, add by Membership Status, or add by Membership Status to select members.

    • Include voluntary fee items in balance.

    • Letter Template: Select the Thank You Letter template you wish to use. You may click the Letter Template hyperlink to edit the template.

    • Output Option: Select the desired output option for the letters.

    • Sales Rep: If you wish to generate the report by Sales Rep, select the desired Sales Rep from the dropdown list. This option would be used if you want to generate the report and send personal letters from sales reps.

    • Include Sales Receipts: Select this checkbox to include sales receipts in the report output.

    • Item Type: If you wish to generate the report by a specific item type, select the type from the drop-down list. For example, if you wish only to include membership dues, select Membership Fees/Dues. Alternatively, you can filter the report to specific fee items by selecting Use Specific Fee Item and then selecting the desired fee item(s).

    • Item Basis: If you wish to filter the report by Accrual or Cash, select the desired option.

    • Member Join Date From/Through: If you wish to filter the report to those who joined between certain dates, enter the desired dates.

    • Payment/Receipt Date From/Through: If you wish to identify paid invoices for a particular date range, enter the dates. OR click into the more... hyper-link to select a range (this month, this quarter, etc.) OR if you do not wish to filter by date range, click the more... hyperlink and select Do Not Filter

    • Show Active/Courtesy members only: Clear this checkbox if you would like to include Dropped/Inactive, Prospects, and Non-members in the report output.

  1. Click Refresh Listing. The report will be generated based on the filtering criteria you selected.

  2. Double-check the Output column to ensure the correct delivery method is selected for each member. If you do not wish to create letters for certain members, select None in the Output dropdown list.

  3. Click Create Letters.

  4. Select the radio button for the desired Delivery method: Email or Print Letters. The list of recipients will be filtered to the output selected on the previous screen, you may remove recipients by deselecting them from the list.

    • If selecting Email, double-check the Email From address and Subject Line and then click Send Emails. NOTE: If you wish, first click Preview Emails.

    • If selecting Print Letters, choose the items you want included in the letters. Include return address should be selected if you want your association return address to be placed at the top of the printed output. To log the letter to the members' Communication tab, click the Create communication log entries checkbox.

    • If needed, click Create Letters again and select Print Labels as the Delivery Method to print matching labels for the printed letters.

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