BILLING NOTICES

 The FSPC program can generate four billing notices: Bill, Knight Alert, Notice of Intent to Suspend, and 2^nd Notice.  To view these notices, go to the Output menu, choose Reports, Labels, Letters, and then click on Notices on the left side. 

Bill 

The bill is the first notice sent to all members who are assessed dues.  The Bill is designed to be printed on Bill Statement forms (item 2726) available through the Supply Department.   

Members must meet several requirements for a Bill to be printed for them.  In the member’s ledger, there must be an amount due.  Also in the ledger, the Status (top center) must be set to 1^st Notice.  The member must be an active member with their Type set to Associate or Insurance.  If all these requirements are met, the program will print out a bill for the member.  Even though the Query is set to All Records, a bill will only print out for the eligible members. 

The message that appears on the bottom of the Bill notice comes from the Process Member Dues screen.  (See Billing Your Members help sheet for more information) 

An additional message can be printed for certain members if desired.  To add a message for a single member, go to the member’s Miscellaneous screen and type the message in the Invoice Message area.  This message will print on the bill notice, above the general message. 

The council’s name and address should print out at the top of each notice, underneath the Knights of Columbus header.  This information can be altered by going to the Setup menu and choosing Council.  The council information appears in the upper left section of the window. 

For more information about billing members, see the help sheet titled Billing Your Members. 

2^nd Notice 

The 2^nd Notice is nearly identical to the Bill except that **2^nd Notice** is printed on it.  The 2^nd Notice is also designed to be printed on the same Bill Statement forms as the Bills are printed on. 

To ensure that a 2^nd notice prints for a member, their Status must be set to 2^nd Notice.  For more information, see the Updating Billing Status help sheet. 

Knight Alert 

The Knight Alert is the third notice sent out to members who still have not paid their dues.  The Knight Alert notice takes the form of a letter.  In order for a Knight Alert to print for the desired members, these members must have a billing Status of Knight Alert set in their ledgers.  (See Updating Billing Status help sheet)   

The council name and address printed at the top is taken from the Council Setup window, located under the Setup menu.  The date printed in the upper right is drawn from the member’s ledger screen, from the As Of field located to the right of Status where Knight Alert appears.  This date reflects when the member’s present Status was set.  The date can be altered by clicking in the As Of box and typing in a new date. 

The body of the Knight Alert letter cannot be altered.  The names of the appropriate officers must be signed in the lower right of the page.  This is also where the Grand Knight’s telephone number must be written.

Notice of Intent to Suspend 

The Notice of Intent to Suspend is the fourth and final notice sent to alert the member of outstanding dues.  This notice includes elements that appear on the other notices, such as the council name and address (modifiable in Council Setup, in the Setup menu) and the member’s name and address.   

Two dates appear in this notice.  The date in the upper right is drawn from the As Of field in the member’s ledger screen.  This date indicates when the member achieved his present billing Status.  This date can be altered.  Another date is printed in the first sentence of the body of the letter.  This date is the Retention Committee Contact date, located in the lower left area of the ledger screen for each member.  This needs to be typed in individually for each member. 

The Notice of Intent to Suspend letter has two phone numbers included in it.  These phone numbers do not include the area codes.  It is expected that area codes will be added in a future release of FSPC. 

Note:  When the Notice of Intent to Suspend in generated for a member, an amount due for each available year is listed, even if the amount due is $0.00. 

Remember… 

Remember that to print any of the four billing notices for a member they must have the correct billing Status in their ledgers.  This status can be set individually for each member or globally for all members at once.  If set globally (see Updating Billing Status help sheet) the correct number of days must pass before processing the next notice.  The time frames are listed below: 

*30 days must pass from date billed to date of 2^nd Notice
*15 days must pass from date of 2^nd Notice to date of Knight Alert
*30 days must pass from date of Knight Alert to date of Notice of Intent to Suspend

6/28/06