Notice Letter Maintenance

In this article learn HOW TO:

  • Create, Edit, and Delete a Notice Letter
  • Create, Edit and Delete a Notice Paragraph
  • Add Notice Letters to Exceptions 

 

Notice Letter Overview

  • Notice letter functionality gives your institution the ability to create customized notice letters that are tied to exceptions. This will allow you to generate and track when notices are sent to your customers.
  • Notice letters allows you to generate letters without having to check each customer file to see what is needed and creating a letter for each item.
  • Notice letters makes it easier to request updated items for your file, and can be utilized for any type of document, task, or policy exception item your bank chooses.  Notice letters can also be setup to be attached either manually on the customers page for a specific customer or account, or they can be done in a mass way.
  • Notice letters is a 4 part process. 
    1. Define the notice letter content (the opening and closing of the letter).
    2. Define the notice letter paragraph content (the body of the letter with the documents or exceptions that you are requesting).
    3. Attach the notice letter and paragraph either manually to specific customers/accounts, or in a mass way via required document maintenance
    4. Generate, verify and print and/or email the notice letters.

Notice Letter Maintenance

Add a New Notice Letter

You can have as many notice letters with different language requirements as you like. Just repeat the steps listed here to create multiple notice letters.

  1. From AccuAccount menu, Select Notices/Notice Letter
    • From the Notice Letter maintenance page you will see two sections.  One is the notice letter content, which is the opening, and closing of the letter.  The second area is the Notice Paragraphs which contains the body/content you are requesting from the customer.  You can find information on how to add/edit/delete notice paragraphs in the below article.
  2. Select Add Notice Letter link
  3. Define the following fields:
    • Notice Letter Name - This field is a unique name that you will use to describe the letter and contents.
    • Notice Letter Report Name - This is the type of letter that will be generated.
      1. Notice Letter which is a standard block type letter
      2. Notice Letter 3 slips which will allow you to print (3) copies of the letter
      3. Notice Letter Indented which is the same as the Notice Letter option 1, but the letter is indented.
    • Use a Single Paragraph -  Use Single Paragraph -Using this option will allow you to combine all of the information into one single paragraph or not.  For example: If you had (3) items needed, leaving the option as "Use Multiple" the results would be:  We are in need of Personal Tax Returns; We are in need of Business Tax Returns; We are in need of Credit Report **Notice the multiple listings of the "we are in need of".  If you choose the single paragraph in the drop down the following results will appear:  We are in need of Personal Tax Returns, Business Tax Returns, Credit Report.  You can see in this example, it only lists the "we are in need of one time".
    • Notice Header Text - This is the opening of your letter and will generally contain a date, along with the customer information, and a small opening greeting to the customer.
    • Notice Footer Test - This is the closing of your letter and will generally contain the bank name, along with the contact information of the person whom the customer should contact if they have questions.
  4. Select Add

Edit a Notice Letter

  1. From AccuAccount menu, Select Notices/Notice Letter
  2. Select the Edit icon next to the Notice Letter name
  3. Make any changes necessary to the contents of the notice letter, select Update

 

Delete a Notice Letter

  1. From AccuAccount menu, Select Notices/Notice Letter
  2. Select the Delete icon next to the Notice Letter name
  3. Confirm and select Delete

Notice Letter Paragraph Maintenance

You can have as many notice paragraphs with different language requirements as you would like. Just repeat the steps listed here to create multiple notice paragraphs.

 

Add a New Notice Letter Paragraph

  1. From AccuAccount menu, Select Notices/Notice Letter
    • From the Notice Letter maintenance page you will see two sections.  One is the notice letter content, which is the opening, and closing of the letter.  The second area is the Notice Paragraphs which contains the body/content you are requesting from the customer.  You can find information on how to add/edit/delete notice letters in the previous article.
  2. Select Add Notice Paragraph link
  3. Define the following fields:
    • Notice Paragraph Desc - This is the name of the paragraph.  This should be something that defines the name of the content you are requesting.
    • Notice Paragraph Text - This is the text of the paragraph that will be used in the notice letter.  Think of this section as the body of the letter you are sending.  Generally most institutions will use this space to list the exceptions or documents they are requesting using the credit/account fields.
    • Credit/Account Fields - These are pre-populated fields that you can utilize in your paragraph information. Select the radio button for either Account or Credit.
      • Loan/Account Collateral - This field is generated from the loan edit section and is pulled from the "Property Description" field.
      • Order Number - This field is generated from the loan edit section, and is pulled from the "Order #" field.
  4. Select Add

Preview an existing Paragraph Contents

  1. From AccuAccount menu, Select Notices/Notice Letter
  2. Select the View icon to the Right of the Notice Paragraph name

 

Edit a Notice Letter

  1. From AccuAccount menu, Select Notices/Notice Letter
  2. Select the Edit icon next to the Notice Paragraph Name
  3. Make any changes necessary, select Update

 

Delete a Notice Letter

  1. From AccuAccount menu, Select Notices/Notice Letter
  2. Select the Delete icon next to the Notice Paragraph Name
  3. Confirm and select Delete

Adding Notice Letters to Exceptions

Once your notice letters and paragraphs are complete, you are now ready to tied the notice letters to the exceptions. There are two ways to accomplish this:

  1. Manually on the Customer page per customer/per account. Described in the below article.
  2. In a Mass way, utilizing Exception Maintenance.  Click the following link for more information: Manage Global Exceptions

 

Adding a Notice Letter to an Exception via the Customer Page

  1. From a customer page, Select the Exceptions Tab
  2. Select the Edit icon next to the Exception you want to add a notice letter to
  3. Select the Notices tab
  4. Define the following fields, once fields are defined select Update
    • Notice Active: Determines whether the notice is active or not and being generated based on the schedule set. 
    • Who to Notify: Determines who the notice will get sent to:
      • Customer: The notice will be sent to the address and/or email specified for that customer.
      • Account: The notice will be sent to the address and/or email specified for the account.
        • Option only available for account exceptions.
        • Notices for collateral exceptions will be sent based on the owning accounts address and/or email when Account Contact is selected.
      • Specific Contact: The notice will be sent to the address and/or email specified for the contact. i.e. Insurance Agent, Lawyer, CPA
        • Contacts are built by an Administrator within Contact Maintenance.
    • Letter: Select letter from the drop down menu. Notice letter is the opening/closing of the letter.
    • Notice Reoccurs: Check the box if this notice should reoccur, or leave unchecked if the notice should only be sent out once.
    • Days between notifications: If the notice is marked to reoccur, indicate the number of days between notices.
    • Pending exception sends notice: If the exception is set to expire and has a grace period, marking this box will generate the notice when it is in a pending state.
    • Next Notice Date: Indicates the date the next notice will be available to be generated.
    • Notice Paragraph: Select paragraph from drop down menu. Notice paragraph is the body/contents of the letter.

Once completed, you will now see an envelope icon under the Notices column from the exception that you just created.

 

Adding a Notice Letter to an Exception via the Exception Maintenance

  1. From the AccuAccount menu, select Exception/Exception Maintenance
  2. Select the tab for the Exception Category (Credit, Loan, Deposit, or Trust)
  3. Select the Expand icon to the left of the exception name to expand section, find the individual exception that you would like to tie a notice letter to and select the Edit icon
  4. Select the Notices tab, and define the following fields. Once fields are defined select Update
    • Who to Notify: Determines who the notice will get sent to:
      • Customer: The notice will be sent to the address and/or email specified for that customer.
      • Account: The notice will be sent to the address and/or email specified for the account.
        • Option only available for account exceptions.
        • Notices for collateral exceptions will be sent based on the owning accounts address and/or email when Account Contact is selected.
      • Specific Contact: The notice will be sent to the address and/or email specified for the contact. i.e. Insurance Agent, Lawyer, CPA
        • Contacts are built by an Administrator within Contact Maintenance.
    • Letter: Allows you to select the notice letter that you want to utilize for this exception.  Notice letter is the opening/closing of the letter.  In addition, there is another option, which allows you to "reset" the Default Notice Letter Type, Notice Reoccurs & Pending information for all exceptions of this type.  You may want to utilize this "reset" if you change any of the information on this screen from something that was previously defined.  For example if it was setup under a specific letter, and you've changed it to a new letter, the reset will now reset all exceptions to use the new letter.
    • Notice Reoccurs: Determines whether the notice reoccurs or is a one time letter.  Checking this box will set it to reoccur. Days between notifications - If selecting that the notice reoccurs, this will allow you to determine how many days in between each notice generation that the letter will display for printing. Pending exception sends notice - Determines whether you want this notice letter to generate if the exception is a pending exception or not.  Checking this box will generate the letter even if the exception is in a "pending" state.
    • Notice Paragraph: Allows you to select the notice paragraph that you want to utilize for this exception.  Notice paragraph is the body/contents of the letter.

Once completed, you will now see an envelope icon under the Notices column from the exception that you just created.

 

 

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