Printing or E-mailing a Batch of Notices, Invoices, or Reminders

You can print batches of invoices, reminder invoices, notices, or reminders using the Circulation Reports process. If your system administrator has set it up, you can generate and automatically send e-mail notices to your borrowers instead of using printed notices or telephone contact. (For more information, see “Setting Up E-mail Notification” in the “Defining Notices, Invoices, and Reminders” section of the Circulation Setup Guide.)

If your system administrator has set up Horizon to use a flat-file only, Horizon generates an e-mail text file for borrowers who want to use e-mail notification. You can use a third-party program to access the e-mail text file, modify it, and send it as a customized e-mail message.

You generate a batch of notices at a time. A batch includes all notices that you want to print and e-mail. Horizon can handle printing and e-mailing of designated notices in one task.

Do these tasks if you want to e-mail notices:

Have your system administrator set up e-mail parameters. (For instructions, see the “Setting Up E-mail Notification” in the “Defining Notices, Invoices, and Reminders” section of the Circulation Setup Guide.) In the records of the borrowers to whom you want to send e-mail notification, complete these fields:

Field

Action

Notice By

Mark the E-mail option.

E-mail Name

Enter the borrower’s name.

The information in this field is not included in the e-mail address, but becomes part of the e-mail header.

Internet Addr.

Enter the borrower’s entire e-mail address in this field.

Horizon uses this address to send e-mail notices to borrowers.

Note: You must designate that a borrower wants e-mail notification before you create a batch of notices. When you create the notice batch, Horizon identifies the notification method for each notice. You cannot change this method for a created batch.

Have your system administrator run Day End to update blocks. (For instructions, see “Running Day End” in the “Maintenance and Day End” chapter of the System Administration Guide.)

When Horizon creates a notice batch, it creates it for the default location. If you want, you can change the location.

Your system administrator can also configure Day End to print or email overdue, pre-overdue, and hold notices automatically. For more information, see E-mailing a Batch of Pre-overdue Notices Automatically.

To print or e-mail a batch of notices, invoices, or reminders

1 Start the Circulation Reports process.

The default location of this process is the Circulation folder on the navigation bar.

2 Choose Notices, Notice Output.

Horizon displays the Notice Batch List window:

3 Click New Batch.

Horizon displays the Select Notice Type dialog box:

4 Choose the notice type you want to print:
Auto notice. This is a system-generated notice. If you want, you can e-mail this type of notice.
Reminder notice. This is a follow-up notice to one already sent. If you want, you can e-mail this type of notice.
Invoice notice. This is a numbered invoice.
Reminder invoice. This a follow-up invoice to one already sent.
New Debt Collect. This is a Debt Collect notice (which appears if you own the Horizon Debt Collect product).
Upd Debt Collect. This is an updated Debt Collect notice (which appears if you own the Horizon Debt Collect product).

Note: When Horizon creates a notice batch or Debt Collect batch, it creates it for the default location. When Horizon prompts you, you can change the location.

Horizon displays the List Notice Batch List with the new batch displayed as the latest entry:

5 If you want to print and e-mail several batches at once, repeat steps 3 and 4 to create the remaining batches.
6 Do one of these options:
If you want to send an entire batch of notices, highlight the batch you want to print or e-mail, then continue with step 7.

You can choose multiple batches.

If you want to choose specific notices from a batch to send, do these steps:
a Double-click the batch from which you want to choose notices.

Horizon displays a list of the notices in the batch.

b Highlight the notices that you want to send.

Horizon displays a check mark in the Send Email column for those items that you have set up to receive e-mail.

c If you want to print notices even if the borrower has requested e-mail notification, click Force Print; otherwise, skip to step 7 of this task.

If you are printing notices, Horizon displays a print window.

If Family Groups is enabled in your system, forcing the printing of notices causes a somewhat different behavior for designated notice recipients:

If all recipients are set up for print only, Horizon produces one printed notice for each recipient.
If all recipients are set up for email only, Horizon produces one printed notice and one email notice for each recipient.
If some recipients are set up for email and others for print, Horizon produces one printed notice and one email notice for each recipient.
d Follow the procedure to print the notices.

Once you print the notices, the task is done. Skip the remaining steps.

7 Click Output.
8 Do one of these options:
If any of the notices that Horizon has generated should be printed instead of e-mailed, Horizon displays a print window.

Follow the procedure to print the notices.

If any of the notices that Horizon has generated should be e-mailed instead of printed, Horizon displays a progress bar as it sends the e-mail notices.
9 Close any open dialog boxes.

 


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