Generating sample trust letters/notices for alternate addresses

Menu 10.7.80

You can generate and send sample trust letters/notices to alternate addresses.

To generate sample trust letters/notices for alternate addresses:

  1. In the Master menu, navigate to ClosedManagement Strategy > Correspondence > Letters/Notices (menu 10.7.80).

  2. In the Letters/Notices Setup window, select Generate Samples and then press Enter or click Ok.
  3. In the Request/Generate Sample Letters window, select Trust Letters, and press Enter or click Ok.
  4. In the Enter Account Number window, do one of the following, and press Enter or click Ok.
    • To generate a single trust letter/notice, type an account number.
    • To generate multiple trust letters/notices, type X followed by the account number. For example, type X2967.
  5. If a notice is currently in effect for the account, in the Request Or Cancel Letters To Individual Accounts screen, at the Notice Series X in effect. Cancel? prompt, do one of the following:
    • To cancel the notice series, click Yes.
    • To not cancel the notice series, click No.
  6. In the Letter/Document/Letter Set (AA,IA,?a) window, type AA.
  7. At the Enter Letter / Document / Letter Set (?a) prompt, do one of the following, and press Enter or click Ok.
    • Type the name of the letter/notice, document, or letter/notice set.
    • To see a list of letters/notices, documents, or letter/notice sets, type ?.
      • In the Valid Letter by Category window, select a letter/notice, and press Enter or click Ok. The letter/notice is requested.
  8. In the Alternate Name (/AP,/EMP,/EMP2,?) window, do one of the following, and press Enter or click Ok.
    • To send the correspondence to a specific individual, type their name.
    • To see a list of options, type ?.
    • To use the alternate payer name, type /AP.
    • To use the employer name, type /EMP.
    • To use the second employer name, type /EMP2.

  9. In the Alternate Name window, verify the information is correct or type a new name, and press Enter or click Ok.

    If you type a new alternate name or any new information in the following fields, the Fiscal file is not updated with the information. The information you type is only used for the correspondence.

  10. In the Alternate Name2 window, do one of the following, and press Enter or click Ok.
    • Verify the name is correct.
    • Type a new name.
  11. In the Alternate Address window, do one of the following, and press Enter or click Ok.
    • Verify the address is correct.
    • Type a new address.
  12. In the Alternate Address2 window, do one of the following, and press Enter or click Ok.
    • Verify the address is correct.
    • Type a new address.
  13. In the Alternate City window, do one of the following, and press Enter or click Ok.
    • Verify the city is correct.
    • Type a new city.
  14. In the Alternate St window, do one of the following, and press Enter or click Ok.
    • Verify the state is correct.
    • Type a new state.
  15. In the Alternate Zip window, do one of the following, and press Enter or click Ok.
    • Verify the zip code is correct.
    • Type a new zip code.

  16. In the Number of Copies window, type the number of copies to request, and press Enter or click Ok.

    The letter/notice prints.

  17. Do one of the following:
    • If you are generating a single trust letter/notice, in the Enter Account Number window, click Cancel.
    • If you are generating multiple trust letters/notices, in the Letter/Document/Letter Set (AA, IA, ?a) window, do one of the following:
      • To generate additional letters/notices, return to Step 6.
      • To not generate additional letters/notices, press Enter or click Ok. In the Enter Account Number window, click Cancel. Proceed to Step 18.
  18. In the Enter Time to Print Letters window, do one of the following, and press Enter or click Ok.
    • To print the letters/notices now, type Now.
    • To print the letters/notices at a specific time, type the time in 24-hour format. For example, type 22:30 to print at 10:30 p.m.

  19. At the Letters will start printing time. Print all forms in unattended mode? prompt, do one of the following:

    1. Click Yes.
    2. At the Send all forms to hold files? prompt, to send all forms to hold files, click Yes; otherwise, click No.
    3. You can click Cancel to go back to the previous screen.
    4. In the Enter Date to Print on Letters window, type the date to print on the letter/notice, and press Enter or click Ok.
    5. At the Date: X will appear exactly as shown, unless agency date formatting occurs. Continue? prompt, to continue click Yes; otherwise, to go back to the previous window, click No.
    1. Click No.
    2. In the Select Printer to Use window, select a printer, and press Enter or click Ok.
    3. In the Enter Date to Print on Letters window, type the date to print on the letter/notice, and press Enter or click Ok.
    4. In the Date: X will appear exactly as shown, unless agency date formatting occurs. Continue? prompt, click Yes to continue; otherwise, to go back to the previous window, click No.
    5. At the OK to print? prompt, to print click OK.

    The correspondence prints.