Customer Communication Letter

This activity allows you to send the communication letter to the customer. You can search and select the customer to send the communication letter. You can search the customer based on the purpose, scheme; reference code, tower, due date, bill type, period year, frequency, installment number and status. You can specify the report format for sending the communication letter. You can also specify the service billing format details. On a daily basis, mail scheduler will be generated automatically by the system and sent to the customer.

Select “Customer Communication Letter” hyperlink under the “Bill Printing” activity.

The “Customer Communication Letter Generation” page appears.

Enter the following details in the “Search Criteria” group box:

Purpose

Use the drop-down list box to select the purpose for sending the communication letter to the customer. The combo is loaded with “Lease”, “Sales” and “Service Billing”. The system displays “Blank” by default on launch of the page.

Document Type

Use the drop-down list box to select the document type for sending the communication letter to the customer. The combo is loaded with the options based on the values selected in the “Purpose”. The system displays “Blank” by default on launch of the page.

Scheme Code

A unique code identifying the scheme for sending the communication letter to the customer.

Help facility available.

The system displays the following.

Scheme Name

The name of the scheme.

Enter the following details in the “Search Criteria” group box:

Reference Code From	The starting range of the reference code from which the communication letter has to be sent to the customer.
Reference Code To	The ending range of the reference code until which the communication letter has to be sent to the customer.
Lease No To	The ending range of the lease number from which the communication letter has to be sent to the customer.
Date From	The starting date range from which the communication letter has to be sent to the customer.
Date To	The ending date range until which the communication letter has to be sent to the customer.
Customer Code From	The starting range of the customer from which the communication letter has to be sent.
Customer Code To	The ending range of the customer until which the communication letter has to be sent.
Installment No	Use the drop-down list box to select the installment number of the customer to send the communication letter.
Tower	Use the drop-down list box to select the tower of the customer to send the communication letter.
Due Date	The sales or service billing or lease payment due date of the customer.
Bill Type	Use the drop-down list box to select the bill type of the customer to whom the communication letter has to be sent.
Period Year	Use the drop-down list box to select the year to send the communication letter to the customer.
Frequency	Use the drop-down list box to select the year frequency for sending the communication letter to the customer.
Period Date	Use the drop-down list box to select the date for sending the communication letter to the customer.
Status	Use the drop-down list box to select the status of the communication letter. The combo is loaded with “Pending”, “Pending E-Mail”, “Processed”, and “Re-send E-Mail”. The system displays “Pending” by default on launch of the page.
Format	Use the drop-down list box to select the format for sending the communication letter to the customer. The combo is loaded with “Regular with break up” and “Regular”. The system displays “Blank” by default on launch of the page.

Enter the following details in the “SB Bill Format Details” group box:

Original Bill	Select this check box to generate the original bill format of service bills.
Pre-Printed	Select this check box to generate the pre-printed format of service bills.
Multi Meter/Corporate Bill	Select this check box to generate the multi meter or corporate bill format of service bills.

Note: The “SB Bill Format Details” section is applicable only when the “Purpose” is “Service Billing”.

Click the “Search” pushbutton.

The system displays the following details in the “Customer Information” multiline.

Reference Code	A unique code depicting the customer – Lease No / property no. /Unique No. combination under the scheme code.
Customer Code	A unique code identifying the customer.
Customer Name	The name of the customer.
Due Date	The sales or service billing or lease payment due date of the customer.
Amount Due	The amount that is due for the payment.
Statement /Receipt Date	The date on which the statement for receipt was raised.
Receipt Amount	The amount specified in the receipt.
Mobile No	The mobile number of the customer.
Email Id	The E-mail id of the customer.
Status	The customer communication letter status. The status can be “Pending” or “Pending E-Mail” or “Processed” or “Re-send E-Mail”.

Enter the following details in the “Generate” group box:

E – Mail	Select this check box to E-mail the communication letter to customer.
Report Format	Use the drop-down list box to select the report format for sending the communication letter to the customer. The system displays “PDF” by default on launch of the page.

Click the “Generate” pushbutton to generate the communication letter to the customer.