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Set up document messages

You can create messages to print on statements or letters, or both types of document. Each message can contain four lines of text. You can choose to exclude messages for accounts based on their account balance or credit limit. This helps to avoid adding debt collecting messages to the documents of good paying customers.

Once you have created your messages you can search for messages containing specific text.

What do you want to do?

Add a document message

Open: Sales Ledger > Utilities > Ledger Set Up > Document Messages.

  1. Click Add.
  2. Enter a description to identify the message text.
  3. Choose the type of document the message is for, from the Use for drop-down list. This can be Letters, Statements or Statements and letters.

  4. Enter the message text on the Message lines.

    You can enter up to 60 characters on each line.

  5. Specify criteria if you want to determine when the message is not used: either when the Account balance is less than a particular amount you specify, or when the account Credit limit is greater than a particular amount you specify.
  6. Click OK.
Edit a document message

Open: Sales Ledger > Utilities > Ledger Set Up > Document Messages.

  1. Select a message and click Edit.
  2. Amend the description to identify the message text.
  3. Choose the type of document the message is for, from the Use for drop-down list. This can be Letters, Statements or Statements and letters.

  4. Amend the message text on the Message lines.

    You can enter up to 60 characters on each line.

  5. Specify criteria if you want to determine when the message is not used: either when the Account balance is less than a particular amount you specify, or when the account Credit limit is greater than a particular amount you specify.
  6. Click OK.
Search for a document message

Open: Sales Ledger > Utilities > Ledger Set Up > Document Messages.

  1. Enter the text of the message you are looking for in the Display messages that contain box.

  2. Click Display.

    The relevant messages are highlighted.

  3. Click Clear to enter more search criteria and to see all the messages in the list.
Delete a document message

Open: Sales Ledger > Utilities > Ledger Set Up > Document Messages.

See also

Reference

Statements

Debtor letters

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