Mail Merge Setup

Before creating Special Assessment bills, information to be included on these forms must first be set up in a template. Editable templates are available under Maintenance > new world ERP Suite > System > Mail Merge Templates. The following templates are available:

  • Sample FM Special Assessments Bill
  • Sample Special Assessments Customer Statement
  • Sample Special Assessments Delinquent Invoice Notice
  • Sample Special Assessments Installment Billing Schedule
  • Sample Special Assessments Payment Installments Form

Saving a Template

  1. If not already selected in the Mail Merge Types drop-down, select Sample Templates.
  2. Select the sample mail merge document for the item you would like to create (one of the four items in the bulleted list above).
  3. A dialog will appear asking if you would like to open or save the XML file.
  4. Click Save and rename the file.

Editing a Template

  1. Open the file from the location it was saved on your computer.

Note: Settings need to be modified in Microsoft Word to prevent hyperlink paths in the document from pointing to your local computer. Follow the steps below to change the settings for the version of Word you are running.

Word 2010

  • On the File menu, click Info.
  • Click the Properties drop-down under the document window.
  • Click Advanced Properties.
  • Click the Summary tab.
  • In the Hyperlink Base field, type x, and then click OK.

Continue with step 2 of the Editing the Template process.

Word 2007

  • Click the Microsoft Office Button, point to Prepare, then click Properties.
  • Click Document Properties, then click Advanced Properties.
  • Click the Summary tab.
  • In the Hyperlink Base box, type x, and then click OK.

Continue with step 2 of the Editing the Template process.

  1. Edit the XML form as needed.
  2. Click Save.

Uploading a Template

  1. Make sure you are still on the Mail Merge Templates page or return to it by navigating to Maintenance > new world ERP Suite > System > Mail Merge Templates.
  2. In the Mail Merge Types drop-down, choose the corresponding selection for the item you are creating (choose from FM Special Assessment Bill, Special Assessments Customer Statement, Special Assessments Delinquent Invoice Notice, or Special Assessments Installment Billing Schedule).
  3. Click New on the Mail Merge Templates page. The Upload Document pop-up will appear.
  4. In the File Type drop-down, select xml-XML file. This field is required.
  5. Enter a short Description for the template.
  6. Click Browse next to the File field to navigate to the location of the file on your computer.
  7. Click OK on the dialog to add the file location.
  8. Click OK to add the edited form.
  9. The new file will appear in the list of Mail Merge Templates.
  10. The new file must be checked in before it can be used. Click on the new file and click the Check In button. The Upload Document pop-up will appear.
  11. Click OK on the Upload Document pop-up.

 

See Also

Special Assessments Overview