Edit System Letters

The Point-of-Rental System has many letters that can print throughout the system. Edit System Letters option allows you to modify these letters. Once selected, the following menu will be displayed. 

Program Menu>System Configurations>Edit System Letters

Customer Letters

New Customer Letter -  This letter is printed automatically each time a new customer is added using the Counter System. This letter can be used to introduce the company’s policies, procedures, hours of operation, etc. to the new customer. This letter will not be printed for any customer that is added with an “?” in his record. The”?” feature is usually used for phone-in-orders.

New Account Letters -  This letter is printed automatically each time a customer’s type is set to Account in File Maintenance. This letter can be mailed to the customer. It will have the customer’s name, address, and credit limit. In addition, you can add any other information such as payment terms and statement dates to the letter.

Tax Exempt Form – This form will print out each time a contract is marked as non-taxable in the Information tab of the Counter System. This form would be whatever your state requires for tax-exempt verification.

Transaction Letters

Signature File – The Signature File is automatically printed at the bottom of most correspondence letters. This would normally have “Sincerely, manager's name”. If you changed managers, you only need to change the signature file.

Payment Overdue -  This is the letter that is printed under Accounting System, Dunning Letters for contracts that are closed but unpaid.

Reminder to Return – This is the letter that is printed under Accounting System, Dunning Letters for open contracts that are overdue.

Demand for Return – This is the letter that is printed under Accounting System, Dunning Letters for open items that are overdue

Reservation Verify – This is the letter that is printed under Accounting System, Dunning Letters for new reservation contracts. This letter would be sent after a reservation has been written to verify all the details of the reservation.

Reservation Reminder – This is the letter that is printed under Accounting System, Dunning Letters for reservation contracts. This letter would normally be set 1 to 2 weeks before the reservation date.

Bad Check Header – This letter is printed whenever a bad check is entered under Accounting System, Bad Check. The header is printed after the customer’s name and address and before the paragraph describing that bad check. This part of the Bad Check letter is usually not used.

Bad Check Footer – This letter is printed whenever a bad check is entered under Accounting System, Bad Check. The footer is printed after the paragraph describing the bad check.

Instruction Header -  This letter is printed as the separator page between item instruction files. The letter would normally list your hours of operation, contact phone numbers, and overtime policies.

Instruction Footer -  This is printed at the end of the item instruction files. This would normally have a sentence that says, “Call 555-1212” if you have any problems. This footer does not have to be set up.

Deposit Slip Header -  This section would print after your company’s name and address and before the check detail on the deposit slip printed at end of the day. This would normally include your bank name and account number.