QRG – CRM IQ- Generating Late Letters and Small Balance Owed Letters in CRM IQ
This QRG will detail how to generate Late Letters & Small Balance Owed Letters in CRM IQ.
Review the following reports in CRM IQ for the residents who need to receive communication regarding their balance.
-
Aged Receivables Report
- Reports > Property > Aged Receivables
-
Delinquency Summary Report
- Reports > Resident > Delinquency Summary
Generate the appropriate letters according to the following:
- NOTE: Credit Balance Letters should NOT be populated for households that have an owing balance (they will not be accurate).
If there is a CREDIT BALANCE, follow the steps in this QRG: How to Generate Credit Balance Letters in CRM IQ
If there are UNPAID CHARGES, the total ledger balance (minus HAP) will appear on the 3 Day, 7 Day, Late Rent Notice Letter, and Balance Due.
- 3 Day Notice (Non-Minnesota and Non-Nebraska Properties)
- 7 Day Notice (Nebraska Properties only)
- Balance Due (All Properties)
- Credit Balance (All Properties)
- Late Rent Notice Letter (Minnesota Properties only)
- NSF Notice
1. Go to Reports > Resident > Residential Correspondence
2. Select the appropriate property and date filters and letter as the Report Type.
- To run letters by resident, list the T-Code(s) or Primary Resident Name(s) in the Resident field (A).
- To run the letters by amount owed, enter your beginning amount (at least $1.00) and ending owed amounts in the corresponding Amount Owed fields (B).
- Toggle on Include All Lease Holdersbut do not toggle on Attach Documents and Show on Portal and click Generate Documents.
- Note: Toggled on attachments are available to residents to view in their resident portal. If duplicate letters are generated, be sure to go into "attachments" and toggle those duplicate documents off to prevent confusion for the resident.
3. Click Generate Document to populate.
Click the Statement link on the far right to open the letter. Inspect each Statement and compare with the Aged Receivables and Delinquency Summary reports for accuracy. Save and/or Print the PDF document to disperse to residents per state guidelines on notice delivery. If email is sufficient notice, proceed to step 4 to send in bulk.
4. Click toggle filter to return to the correspondence report. Click Generate Documents for the 2nd time.
5. Click Toggle Filter to return to the correspondence letter. Now toggle on Attach Documents and Show on Portal then click Generate Documents again. The Email Documents button is now available. Click to email all generated letters at once.
6. Statements are now available in the Resident Profile Attachments as well as in the resident portal as a document.