Emailing Collection Letters

You can send collection letters via email from within CINC Accounting if required or allowed.

Note: Statements will not be sent as part of the notification email. Only Contacts with the Owner Person will receive the collection letters.

Configuring Collection Email Templates

The Collection Email Template determines what content goes in the subject and body of your emailed collection letters. To configure:

Select Tools > Email Templates. The Edit Email Templates screen displays. If you are using universal navigation, click Associations > Correspondence Tasks > Email Templates.
Select Collections as the Email Template. The template includes default information that can be edited.
If needed, edit the Body and Subject. You can include additional tags to pull information into the email.
Click Save when done.

Paper Source for Email Collection Letters

The paper source linked to your collection letter correspondence template must include Email as the Destination/Email.

Select System > Drop Down Options. If you are using universal navigation, click Settings > General > Drop Down Options.
Select Paper Source in the Drop Down List.
In the Destination/Email column, select an option that includes email for the paper source you will use for collection correspondence templates.
Click Save.

Linking Paper Source to Collection Correspondence Templates

Once a paper source is created, it must be linked to a Collection Template. This combination helps the system determine what emails need to be generated.

Select Tools > Correspondence Template. If you are using universal navigation, click Associations > Correspondence Tasks > Correspondence Templates.
On the Correspondence Templates screen, select Collection Template as the Template Type.
Click on an existing template or click New to open the Edit Correspondence Template screen.
In the Paper Source field, make sure the correct paper source for collections is selected.
Click Save.

Linking the Collection Correspondence Template to the Collection Setup

Select Setup > Collection Setup. If you are using universal navigation, click Accounting > Setup > Collection Setup.
On the Collections Setup screen, click on an existing collection setup to edit or click New.
On the Collections Setup Details screen, select the collection Correspondence Template in the Homeowner Letter field.
Click Save.

Sending Collection Letters by Email

Overnight, homeowners are put into a collection status if they meet the criteria in the Collection Setup. Once this occurs, the homeowner is put in an Email Job with the collection letter. To send the collection email:

Select Homeowners > Email Correspondence. The Email Correspondence screen appears. If you are using universal navigation, click Associations > Correspondence Tasks > Email Correspondance.
In the Email Correspondence Job field, select the collections email job with the proper date. You can filter the results by Status or Email Address Status.
Select the checkbox for the letters you wish to send. Selecting the checkbox in the top of the column will select / deselect all.
Click Email.

Note: Statements will not be sent as part of the notification email.