Select Letter
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Note: Sage Taxation v10.1 is the last version of the software that the Archived tab will be available for. For details on how to save any custom letters you have in this section, click here. |
A number of standard letters are supplied, such as Bank Authority Letter and Client Address Labels .
You can also create custom letters using the Create New Letter wizard. Microsoft Word is used to design your letter, and then generate it for clients automatically in the same way as for the standard letters.
For each letter type that is created for use with the automatic letter generation using Word, a Word document template is created. This contains the layout and text of the letter type and information about which fields are present and their position. A field represents an item from a client's data, such as their name or a line from their address. In the final copy of the letter, the field is replaced by the actual data for the appropriate client.
Because the automatic generation of letters requires a Word template, it only works if you have Microsoft Word installed. If you do not have Microsoft Word, the Letter Generator can produce a mail-merge file of client data. You will then have to manually merge this data into a letter using your word processor.
Use the Select Letter window to select the type of letter that you wish to generate. The available letter types are displayed in the main section of the window. The following information is also displayed for each one:
Type
This can be either System or User.
System indicates that this
is a standard letter supplied with Control
Centre. System letters
cannot be modified or deleted nor can you change its properties. A System letter
is represented by the 
icon.
User indicates that this is
a custom letter, created by you or another user via the Create
New Letter wizard. User letters
can be deleted or modified and their properties can be changed. A User letter
is represented by the 
icon.
Applies To
This column indicates which client types this letter can be produced for. Each client type is indicated by a single initial.
If the letter is a User letter, you can change which client types it applies to using the letter's Properties page.
Last Used
This column displays the date on which this letter type was last generated or modified.
The Select Letter toolbar allows you to delete letter types and open a letter type's Properties window.
The Select Letter Pop-Up menu allows you to open, modify or delete a letter type. It also allows you to open a letter type's Properties window. Open the pop-up menu by clicking on a letter type with the menu mouse button.
Generating A Letter
To generate a letter, select the letter type and select the OK button or double-click the select mouse button on the letter type. Alternatively you can click on the letter type with the menu mouse button and select Open from the pop-up menu.
Modifying A Letter Template
If you wish to edit a letter type's template, select it then select the Modify button. Alternatively you can click on the letter type with the menu mouse button and select Modify from the pop-up menu.
First the Letter Options window opens, which allows you to choose which clients to send the letter to. When you select OK, the letter template opens in Microsoft Word, allowing you to change it. The template contains the layout and text of the letter type and information about which fields are present and their position. A field represents an item from a client's data, such as their name or a line from their address. In the final copy of the letter, the field is replaced by the actual data for the appropriate client.
Important: You can only modify templates using Microsoft Word. You cannot do this using a different word processor.
Adding a New Custom Letter
Custom letters are created using the Create New Letter wizard. This wizard is started by selecting the Add Letter icon and selecting the OK button or by double-clicking the select mouse button on the Add Letter icon.