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Dynamics 365 Community / Forums / Microsoft Dynamics AX (Archived) / Closing Collection let...
Microsoft Dynamics AX (Archived)

Closing Collection letters once sequence is complete

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Hello, I have set up the collection process to send a series of four collection letters. The fourth letters are set to create 10 days after the third letters are posted.  My first batch of Collection Letter #4 were created, printed, and posted on 8/31/16.  Today, 9/14/16, when I generated the next batch of Collection Letter #4, I was figuring I should only get open invoices from the batch of Collection letter #3 generated ten day early on 9/4/16.  I did get those letter but AX also re-created Collection Letter #4 again for those customer with open invoice the had Collection letter #4 create on 8/31/16.  How do I close the accounts so collection letter #4 doesn't keep creating??

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  • Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: Closing Collection letters once sequence is complete

    Hi Ross Reuter,

    Has somebody modified the next collection letter settings in the customer transaction list?

    There is a field ('valid/next collection letter code') that specifies the next collection letter to be created.

    This field can be manually changed.

    Might such a manual change be the reason why your printed & posted collection letters #4 are created once again?

    Has this happened to you before or is it the first time that you notice this issue?

    Ludwig

  • Community Member Profile Picture
    Community Member on at
    RE: Closing Collection letters once sequence is complete

    We just started using the collection letter process in AX about 2 months ago.  This is the first time noticing this issue as this was the second batch of collection letter 4 (last letter to be sent).  Where is the customer transaction list located?  The field you mention seems to be a setup process but not seeing Customer transaction list under AR - Setup.

  • Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: Closing Collection letters once sequence is complete

    Hello Ross,

    The customer transaction list is located under AR-Customer-Transactions.

    There is a specific tab that shows the last collection letter created and a field that shows the next one that will be generated.

    manipulating something there will allow creating collection letters several times.

    Another question in regard to your process; why is it that you create collection letters #1, #2, ...

    Usually I am always working with the selection to create collection letters by customer, which generates one single collection letters for a single customer.

    Just wondering.

    Ludwig

  • Community Member Profile Picture
    Community Member on at
    RE: Closing Collection letters once sequence is complete

    Good morning Ludwig,

    First off, thank you for your replies.

    We have hundreds of customers who go behind the terms of their invoices.  We use the collection letter (Past due notices) sequence as scheduled reminders that their invoices are past due.  CL#1 is generated for any customer with invoices 10 days past due date.  CL #2 is generated 10 days after CL#1 is posted is invoice(s) are still outstanding, etc.  The #4 is out last attempt to collect on our own before we send the account to a third party agency for additional collection efforts.

    I think I found a work around.  I am sewing the collection tab under customer transactions but it doesn't appear to be functioning as you explain.  Not sure if I have something set up differently.

    Thank you,

    Ross

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