Customising debtors letters

Debtors Letters are sent out to parents who still have outstanding balances on certain days of the month. You can customise the content of the letter, when it’s sent, and to whom.

1. In the top right click on  > System Settings.
2. Click on Email Templates & Letters.
3. Go to Children > Debtors Letters.
4. Click on the  icon in the top right to create a new reminder.
5. Enter in the Name and Subject.
6. Under Send On (Date of calendar month) type in which date of the month you want this letter to be sent.
7. Type the body of the email into the text box. Entering [[ will give you a list of available placeholders. Placeholders enclosed in square brackets will be substituted with information from the system when the email is received. You can find out what each placeholder does in eymanage here.
   
8. Under Send for children with outstanding balances greater than, enter how much money must still be outstanding for this letter to be sent.
9. In the two adjacent fields, enter on which date of the previous, same, or next month this money must still be outstanding for this letter to be sent.
10. Click on the field under Exclude children with payment terms to choose which children with certain Payment Terms are excluded from receiving this letter, for example if they have a payment plan in place.
11. Check Attach Account Statement if you want to include a PDF of the child’s account statement with this letter.
12. In Reply To, select which email address should receive replies from this recipient.
13. Click Save.

To customise debtors letters for all nurseries, go to  > Global Settings, then continue from Step 2.

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