Overview

Collection letters in ALARM are automatically coded with Status and Next Step information, including the number of days until the Next Step Date. When you generate a collection letter, the system automatically assigns the Next Step and Date for the Correspondence Activity.

You can select any letter from the list and customize the timing. Letters can also be edited before generation if needed.

Note: The Billing Plus Module includes enhanced letter writing features that print the remittance coupon as part of the letter. Cornerstone will configure the quadrants to accommodate either Cornerstone printing and mailing or your office printing and mailing using specific window envelopes.

Generating Collection Letters

Step 1: Access the Letter Generation Tool

You can access the collection letter tool in two ways:

• Use the Collection Letter / Mail Merge Button on the Reports Screen
• Use the Inquiry / Mail Button at the top of the screen

Step 2: Configure Letter Settings

1. Select Document Type: Choose either COLLECT or LETTER to generate a letter

2. Click on the Billing Search Tab to specify:

   • Correspondence Type: Select LETTER
   • Correspondence Next Step: Choose the appropriate letter level (e.g., CL 1 Letter, CL 2 Letter, CL 3 Letter)
   • Next Step Date Range: Specify the date range for accounts needing a letter
   • Past Due (in Days): Set the number of days to produce letters for subscribers with outstanding balances

Step 3: Generate Multiple Letter Types

You can easily generate different collection letter levels by repeating the process:

• Select CL1 for first collection letters
• Select CL2 for second collection letters
• Select CL3 for third collection letters

Batch Printing Letters

Instead of printing letters one at a time, you can batch print by letter type:

1. Group letters by Type of Letter
2. Select Consolidated PDF to print all letters in a single PDF file

Important: Collection letters use quadrants for the return address, which overrides the "Print Return Address" selection for letters.

What Happens After Generation

When you generate a collection letter, the system automatically records:

• Letter Type in the Status field
• Next Step you specified
• Next Step Date in the subscriber's Correspondence Log

This ensures proper tracking and follow-up for all collection activities.

Need Help?

Still have questions? Contact Cornerstone Holding Co. 847-405-9517 or email us customer.success@alarmbills.com