Correspondencefor Business Revenue Groups

Navigate:Business Revenue > Correspondence

Description

Create correspondence notices, letters, or other documents for mass mailings. Use this multi-step process to manage business revenue correspondence.

Prerequisites, Setup, and Steps

Complete the following tasks for Business Revenue Correspondence:

  1. Manage Data Services.

  2. Manage Correspondence.

  3. Configure Application Settings.

  4. Search for and Create Business Groups.

  5. Print Correspondence.

  6. Manage Outbound Document Queue and View Correspondence Process.

Manage Data Services

NOTE: The following are prerequisites for generating correspondence.

  • Manage the Data Service for the particular correspondence via Reports and Interfaces > Data Services.

    NOTE: Many of the existing correspondence datasources already exist. You can use this task to download and maintain the datasource file for the particular correspondence if it exists. You can also create new datasource data services via the Correspondence task.

    NOTE: Contact your (Undefined variable: Variables.SupportRep) if you need assistance with datasources and the Data Service task.

NOTE: Multiple data services can optionally be associated to a business revenue group for the purpose of generating correspondence. To set this up:

  1. Create a minimum of two Data Services for the business revenue group.

    NOTE: Make note of the Data Service names/code you create for the next steps.

  2. Add a Correspondence Report for each Data Services you have created via Reports and Interfaces > Correspondence > Setup > Report Setups.

  3. Go to Configuration > Systypes > Select or Add a Systype. For each of Data Service you created, the system creates a systype under the Data Service Code systype category. Find the two Data Services you created using the Code and Description.  

  4. Select each systype, respectively, to navigate to the Edit a Systype screen.

  5. Click Add in the Additional Information panel and select  BRGroupTypes from the Descripton dropdown and select the BrGroupType from the Value dropdown for the service you created. Repeat this for both systypes.

    NOTE: The Value type for both systypes should be the same.

  6. Click Save and Close.

  7. Create the Business Group via Business Revenue > Groups > Create a Business Group for the same Business Group type you created for the data services and correspondence.

    • if you create a correspondence for the Trust Tax Return Bill, you should have assigned the same value to the Data Service systype, then create a Business Group for Trust Tax Return Bill.

  1. To generate the correspondence, go to Business Revenue > Correspondence.

  2. Select the Business Group you created.

  3. Select the Report Setup correspondence you created for the group.

  4. Click Print Correspondence to submit the correspondence to the Outbound Document Queue.

Manage Correspondence Preparation for Business Revenue

NOTE: The following are prerequisites for generating correspondence..

After managing the Data Service:

  1. Prepare the report setup via the Correspondence task (Reports and Interfaces > Correspondence > Report Setups).

  2. Upload the Data Source template or select an existing Data Source template to associate with the report setup on the Manage Templates screen  (Reports and Interfaces > Correspondence > Report Setups > Manage Templates).

    NOTE: You can create new report setups and you can also upload new/updated correspondence datasource templates that you create using this task.

Configuration

NOTE: The following are prerequisites for generating correspondence..

  • Application Settings

    • Maximum upload file size (Common) - This setting is also shared by Import Tax Bill Addresses for Mail Presort, Select Bills or Revenue Objects, and Import Lender Revenue Objects in Billing; and A/R Batch Collection imports.

    • Word is installed and configured on Aumentum batch servers (Configuration) - Verify that Microsoft Word has been installed on your batch server and set this application setting to true.

      IMPORTANT: This application setting must accurately show the IIS limit on import/export file size. Changing this setting in Aumentum does not change the file size allowed in IIS. IIS must be changed first and then this application setting changed to correspond to IIS. Changing it in IIS requires a system administrator or appropriate Aumentum personnel.

  • NOTE: Do not change the following Business Revenue Correspondence application settings:

    • Audit Correspondence

    • Business Account Correspondence

    • License Bill Correspondence

    • License Correspondence

    • Trust Tax Account Correspondence

    • Trust Tax Return Bill Correspondence

    • Trust Tax Return Correspondence

Search for and Create Business Groups

  1. Enter search criteria to find an existing Business Group via Business Revenue > Groups > Create Business Group.

  2. Select the group type for the search and any other desired search criteria on the Create a Group screen and click Search, which submits the search to batch.

  3. Select View Searches from the Create a Group screen once the search batch processing is complete to navigate to the Select Batch for Group screen.

  4. Click Select to select the group and navigate to the Select from Search Results screen. On this screen, you can select the various businesses from the list to include in your group and then either move or copy them to a new group or an existing group.

  5. After either moving or copying the businesses to the new/existing group, you navigate to the Set Up Group screen on which you can define additional details, such as locking the group, naming it, removing businesses from the group, and selecting the associated user ID for the group.

Print Correspondence for Business Revenue

  1. Select Business Revenue > Correspondence

  2. Search for the group for which to create notices.

  3. On the Print Correspondence screen, define the variables and submit to the Outbound Document Queue.

Manage the Outbound Document Queue and View the Correspondence Process

  1. Select the correspondence process on the Manage Outbound Document Queue screen and click Process Selected to begin processing the correspondence on the View Correspondence Process screen.

  2. On the View the Correspondence Process screen:

    • Select the Steps and History tabs  to view the steps and historical data of the process.

    • Select the Log tab to download a log file of the process.

    • Select the File tab to download the process file.

    • When finished, click Close to return to this screen.

Installation

The Correspondence module requires set up outside of Aumentum and also set up within Aumentum before it can function properly. And if you have problems, there are some troubleshooting steps you can take.

Correspondence Installation

Correspondence installation must be performed successfully by implementation staff, including installing Microsoft Word and .Net Programmability Components on the batch server and setup of the DSN. Contact your Support R eresentative pfroers ednetttaaitlisve.

Tips

View the business correspondence that has been printed via the Information Center on the Business Detail Information screen by clicking the View Event History Common Action on the Event History - Business screen.

Troubleshooting for Correspondence Files

  • If Access denied or similar messages are displayed it usually means that the user under which Aumentum is running cannot create the correspondence folders.  This user was specified when IIS was installed or when it was last configured.

    • For IIS 5.1 it is usually SYSTEM.

    • For IIS 6.0 it is usually ASP.NET.

    • For IIS running on a laptop or standalone machine it could also be the domain\username of the machine.

Use Internet Information Services and the DirectorySecurity tab of the website to determine this user. Please also consult with your Support Representative for assistance.

  • Also, ASP.NET is included as part of the machinename/Users group.  So giving full access to machinename/Users will also work if the user is ASP.NET.

  • Once the user is determined, please give full rights to the Aumentum Reports folder to solve this issue.

  • Make sure that the Reports/Correspondence folder and all its subfolders do not have the Read-only attribute selected in its properties; If so, clear the Read-only checkbox.

Mail Merge Failure

If the mail merge fails on the batch server, you will get an exception error.

  • See the 2 files listed (.htm and .doc/.docx) in the error. A normal process would have produced just one file (.doc or .docx).

  • Download both of these files to another client computer that has Microsoft Word installed.

  • Run the mailmerge on the other computer.

Troubleshooting Notices

Error when printing notice: Could not find file <templatename>.doc (or .docx)

  • When uploading the correspondence file make certain it is uploaded to the correct matching process. For example, if you create a Word template using the License Correspondence_datasource.htm, upload the template to the License Correspondence Process.

Related Topics

Print Correspondence for Business Revenue