Send Reminder Letters through Print / E mail

Send E-mails to Parties for Outstanding Bills | Reminder Letters

To manage the bills or ledgers outstanding with your parties, you can send reminder letters or the report details to the parties, as needed. Sending reminder letters helps in clearing due payments from parties so that you can update your books on time.

You can send reminder letters or the reports by using the E-mail feature in TallyPrime.

Reminder letters for current report

Let’s consider the Bills Receivable report for e-mailing reminder letters for overdue payments.

1. From the Bills Receivable report, press Ctrl+M (E-mail).
   Alternatively, press Alt+M (Share) > Current under E-MAIL.
2. Set up your E-maildetails. 
   1. E-mail from: Select an e-mail profile.
      To create an e-mail profile, select Create under List of Profiles. 
   2. E-mail to: Select New Address, Multiple Addresses, or All Ledgers, as needed.
      • Select All Ledgers to send mass e-mail to all parties in the report.
   3. Enter the Subject of the e-mail and E-mail message (if any) and press Enter.
      You can select a predefined message template by pressing Alt+S.
      
3. Configure E-mail for Reminder Letters.
   1. Press C (Configure) > set Report Type as Reminder Letter.
      

      Note: The Report Type is Bills Outstanding by default.

   2. In the Company Ageing Alteration screen, select the age of the outstanding amount for which you want to send the reminder letter.
   3. Configure other options as needed for the Reminder Letters.
      
4. Save the configurations and press M (E-mail).
   
   Based on the configurations you have set, the reminder letter for the dues will be sent to the parties.

Scenario 1: If you have selected one or more bills in the report for multiple parties, the reminder letters will be sent for all the bills:

• E-mail to is set to All Ledgers – Reminder letters will be sent to all parties for all their corresponding bills details.
• E-mail to is set to New Address or Multiple Address – Reminder letters of all parties with their respective bills will be sent to e-mail IDs entered in E-mail to. In this case, for each party, the bills appears in a new page.

Scenario 2: If you have not selected any bills in the report, the reminder letter will be sent for all the bills:

• E-mail to is set to All Ledgers – Reminder letters will be sent for all the bills to the respective parties.
• E-mail to is set to New Address or Multiple Address – Reminder letters for the specified period in the report will be sent to the e-mails provided. In this case, for each party the bill details will be displayed on a new page.

Reminder Letters using multi-account printing

You can also send reminder letters to one or more parties by selecting from the Multi Account Reports. For Multi Account Reports, Reminder Letters can be sent for the following reports:

• All Ledger Accounts
• Group of Accounts
• Bills Receivable
• Group Outstanding
• Group of Account Outstandings

Steps to send reminder letters in case of Multi-account printing are the same as explained above for current report.

Send Outstanding report details

To ensure timely payments from your parties against the outstandings, you can send the outstanding report details to parties.

For example, from the Bills Receivables report:

1. Press Ctrl+M (E-mail) > C (Configure).
2. Specify other details as needed.
   • Provide the E-mail from ID.
   • Under E-mail to, select one or more e-mail IDs. Select All Ledgers if you need to send the report details to all parties displayed in the report.
3. Press M (E-mail) from the E-mail screen to send the report details, as per the E-mail to details provided. 

Print Reminder Letters | Bills Outstanding

1. From the Bills Receivable report, press Ctrl+P (Print). Alternatively, press Alt+P (Print) > Current.
2. Press C (Configure) to view the List of Configurations.
3. Under Report Type, select Reminder Letter.
   
   

   Note: By default, Bills Outstanding is selected. You can also print the entire Outstanding Report.

4. In the Company Ageing Alteration screen, select the age of the outstanding amount for which you want to send the reminder letter.
5. Configure the reminder letter as per your needs.
   • Reminder Letter information – You can enter the bill or amount details for reference.
   • Enable Show Due on and Show Over Due Days, as needed.
   • You can also include Post-dated Vouchers to be printed in the reminder letter. 
   • Set the Number of Copies that you want to print.
6. Save the configurations and press P (Print).
   
   Based on the configurations you have set, the reminder letter for the dues will be printed.

Similarly, you can print the Bills Outstanding report. Under Report Type, retain Bills Outstandings, configure other necessary details from printing and print the report.

Print Confirmation of Accounts – Similar to e-mailing, you can also print confirmation of accounts as follows:

1. Press Alt+M (Share) > select Others under E-MAIL.
2. Select the report name under Multi-Account Reports.
   You can send the Confirmation of Accounts for the following:
   • All Ledger Accounts
   • Group of Accounts
3. Press C (Configure) to view the List of Configurations.
4. Under Report Type, select Confirmation of Accounts.
5. Set up other configurations as needed for printing.
6. Save the configurations and press P (Print).
   Based on the configurations you have set, the confirmation of accounts will be printed.