Stallion by Wilmat Desktop Tour - Overdue Reminders
The Overdue Reminder facility in Stallion by Wilmat uses the Notes facility to send an SMS and/or an Email to clients with overdue balances as a payment reminder. The following information steps you through the process to use the Overdue Reminder facility.Using the Notes Template facility you can create your overdue reminder message. From the Stallion menu select File / Notes / Templates. Select an existing Template using the Templates dropdown box or create a new Template by entering a Template Name. Enter your Reminder message in the Template Text field.
Note: To send your Owner Reminders via SMS you will first need to register with the SMS service provider. Please contact Wilmat for further details.
Your Reminder message can be personailsed for each Owner by using one or more of the replacement fields shown below the message field. For instance, if you include #NAME in your message, this will be replaced with the Owner's Name when the message is created. Select Save Template to save your Reminder mesage.
Your Reminder message has now been saved and can be used at a later time when creating your Owner Reminders.
An Owner Reminder mesage will only be sent to those owners you have selected by selecting the Overdue Reminder option in File / Owners. You can select the required owners individually or you can select all owners using the Utility program. Once you have selected all owners you may wish to unselect those owners who you don't wish to send a reminder to.
To select Overdue Reminders for all owners, select File / Utilities / Utilites from the Stallion menu to display the Utility program, Then select Owner Utilities / Turn SMS Reminders On.
To select or unselect Overdue Reminders for individual owners select File / Owner and select the required owner to display the owner details screen. Select or unselect the Owner Reminder option as required. Click Save to save any changes made to the owner details.
To create the Owner Reminders select File / Owners to display the Owner Display screen. Select Reminders from the menu to display the Owner Reminder screen.
Select either SMS or Email to indicate the way the reminder will be delivered. If you wish to use a Reminder Template that you have created earlier, select the required Template from the Template dropdown box. Select the Balances for which you would like to create reminders. Review your Reminder Message and if necessary make any changes. Once you are happy with the Reminder Message select Create Reminders to create the Reminders. The program will generate reminders for the owners you have previously selected to receive reminders and who have a balance in the selected age.
Once the reminders have been created the program will display a message indicating the number of reminders created. Follow the next steps to view and send the Reminders.
To view the reminders created, select File / Reminders to display the Notes Display screen.
To send an individual Reminder select the required entry and select Email or SMS from the menu. When you select an entry details of the reminder will be displayed at the bottom of the screen. You can change the mobile number, email address or Amount by selecting Update and making the required changes. If you change the Amount the message will be updated accordingly. If you wish to send all displayed Reminders reminders select EMAIL or SMS without having selected an individual reminder. Click the Clear Selection button to unselect a selected reminder.
When you select the Email menu option the Report Menu Selection screen will be displayed. The options to send the selected reminder emails will be automatically completed. Click the Email menu option to prepare the reminder emails for sending and to display the Stallion Emailler program.
The Reminder Emails waiting to be sent will be displayed in the Emails Available column of the Stallion Emailler. Delete any unwanted emails from the Emails Available column by selecting the unwanted emails and clicking on the Delete Selected button at the foot of the screen. Click Select All to move the available emails to the Emails Selected column. Click the Send menu option to display the final confirmation screen.
If you are sending multiple emails the last email to be sent will be displayed on the confirmation screen. Click Send to send all the selected emails.
Once all the emails have been sent the program will display the "Emails has been sent" message. Click OK to return to the Stallion Emailer.
When you select the SMS menu option the Send SMS Message screen will be displayed. It will be populated with the reminder you had selected or all reminders if you had not selected an individual reminder. Reminders in EMAIL format cannot be sent by SMS as the message length exceeds the allowable length of an SMS message.
The reminders you have selected to send will be displayed in the Messages Available list. Select the messages you wish to send by clicking on the required message or click Select/DeSelect All button to select all messages. Click the Available -> Selected button to move the message to the Selected Messages column. When you click an individual message the message text, owner name and mobile number will be displayed.
Click the Send SMS button to send the reminders in the selected messages column. Once the reminders have been sent they are removed from the Selected Messages column and a message will be displayed indicating how many messages have been sent.
Select Exit to close the Send SMS Messages program and return to the Notes Display program. The program will again display the number of messages that have been sent and the messages will be re-displayed with the Email and/or SMS date field completed.
