Define Letters

Letters are created and stored on the system using Word (Note: this feature requires Word 2002 or higher). Debtor and Account information stored in Revenue Results will be automatically inserted into your letters using merge fields within the text of your letters. There is no limit to the number of letters that you can create.

Letters are created using Word, but when the letter is printed it is converted to PDF to print. The system uses a behind the scene program called Aspose for the transfer to PDF to print.

To Define a Letter:

Step 1: Navigate to Administration > Correspondence > Define Letters.

Step 2: In the Define Letters window, click the “+” icon to add a new letter. 

NOTE: To copy an existing letter, select the letter from the list of letters and click the copy   icon.

Step 3:  Enter a name for the new letter in the ‘Add Letter” dialog box, and click “OK”.

Step 4: Define the rules that apply to this letter by working through the three tabs at the bottom of the window: Settings, Statuses, and Merge Fields.

Settings Tab:


Description of letter (optional)

Use this printer for this letter
Select a printer on your system from the drop-down list. This will be the default printer for this letter, but can be manually changed during a Letter Request from Action panel.
Click on the next to the printer selection to choose advanced printer options.

  • Select the Paper Tray Source if you have multiple trays and the letter should print from a specific tray.

    • Select the Size of the paper, this will allow you to print on Postcards or other special sizes
    • Check to Print Colors, if the letter should be in color
    • Click OK to save these Advanced Printer Settings


Minimum balance for letter to be sent
Enter the minimum balance the debtor must owe to receive this letter. This balance could be a total of more than one account balance if more than one account is included in the letter.

Copies to print
Enter the number of copies to print each time the letter is printed. This number is a default quantity and it can be adjusted per the letter at the time of printing.

Letter is active
This feature gives you the ability to create and work on a letter before making it “Live” to the collectors to use. When the letter is complete and ready to use check “letter is active” and it will appear in all letter request options.

Allow letter to be sent to forwarded accounts
Even if a debtor has been forwarded to an OCA you would still be able to send them a letter.

This letter can contain only one account
Select the check box if this letter can only reference one account. This will provide you with new Account level Merge Fields.

This is a Victim Letter
This will be available only if you have the Victim Restitution Module installed, and it will create a letter that only available from a Victim letter request.

Save letter before Printing
This will save an electronic copy of the letter each time it prints to a folder on your computer. This would allow you to recall it again later to reprint, or even for auditing purposes. Click here to learn where to select your folder for saving in the Organization Setup menu.

This letter is for an OCA only.
This will allow you to create a letter that you will include in OCA forward and recalled accounts. In setup OCA section you will have the option to select this automatically. See OCA for more information.


Create a CSV file
This option will give you the ability to generate Letters to .csv file for print outsourcing. This is a file that could electronically send your debtor merge fields to an outsourcing group for the mass printing of your letter.

  • If you select this option when you do a Letter Request from the debtor folder if will automatically save that debtors merge field into a file.
  • Keep in mind you cannot have a letter that goes both to .csv and prints, so if you have a letter that you use for both purposes you will need to Copy and Rename it to distinguish one as CSV and one for printing.

Statuses Tab:


Debtor statuses that would prevent letter from being sent
Select any, or all, of the statuses. If the debtor status is equal to any of the selected statuses, the letter will not be sent.

Account statuses that would prevent the letter from being sent
Select any, or all, of the statuses. If the account status is equal to any of the selected statuses, the letter will not be sent.

Payment plan statuses that would prevent the letter from being sent
Select any, or all, of the statuses. If the payment plan status is equal to any of the selected statuses, the letter will not be sent.

Merge Fields tab:
Before defining the text of the letter, select the merge fields. To do this, click the Merge Fields tab. The merge fields enter data from Revenue Results directly into your letters.


Use the “+” sign to open up each specific topic to view the fields included. Click the Blue arrow to move over a field to the Selected Merge fields area. Highlight a full group if you would like to more everything in that group.
All fields that are shown in the selected merge fields area will be available in Word while creating your letter.
Custom Fields are available under Debtor or Account depending on the type of custom field needed.

To define the letter text:

Step 1: Click Launch Word to create the letter


Step 2: Verify that you can see the Merge Fields Tool bar
(In Word 2003 - View àToolbars àMail Merge.)

(In Word 2007 and 2010, Navigate to Mailings Tab at top, then Insert Merge Field)


Step 3: Create your letter as you would like it to look when printed. If you have an existing letter saved somewhere else you can copy/paste the content into this document.

Step 4: Click Insert Merge Fields on your Tool Bar. Highlight and Insert fields where you need them in the document

Step 5: Save Word document and Close Word
**Always to a SAVE, Not Save As! You want the document to remain the same name you created in Revenue Results to save properly in the product.

Step 6: Click OK to save the letter in Revenue Results.

Merge Fields that have EXCLUDE conditions
Revenue Results has two available merge fields that will allow you to EXCLUDE certain conditions on letters. The <Accounts> and <AccountList> merge field have previously been available and display all of a Debtors accounts. Often it is needed to exclude some of the accounts for the debtor from a letter, for that reason <QBAccounts> and <QBAccountList> were created.

If a debtor has more than one account, this merge field will exclude accounts based on the parameters defined. Common attributes you may want to exclude are Paid in Full accounts, Forwarded Accounts, or particular Account types.

Step 1: The Ccorrespondence  merge fields have 2 available merge fields for exclusions; QBAccountList and QBAccounts. They are found by clicking on the + next to Account fields.


Step 3: Move the QB merge field into the selected Merge field list. You will notice a   button is now available.


Step 4: Click on   button and you will see the Exclusion Parameters box.

Here you will define the attributes to EXCLUDE an account from the merge field.

Step 5: Define attributes similar to below. Remember these are EXCLUDING from the field. For example if you want to Exclude Paid in Full accounts you will set it up as; Account status EQUAL Paid in full, because if the status equals paid in full we want to exclude it.


Step 6: Click OK to save these attributes for this letter.
QBAccountsListwill display Account Ref 1 and Account Balance.

QBAccounts- will display Account type, Account Ref 1, and Account Balance.

Main Support Line:

All Support Team Members (866) 684-7387
Chris Stickney (Support) Ext. 5673
Angel Davis (Support) Ext. 5756
Brooks Robinson (Support) Ext. 5748
Kellie Mendenhall (Consultant)      Ext. 5676
Aaron Burge (Installation) Ext. 5710


Mailing Address

4400 NE 77th Avenue, STE 100
Vancouver, WA 98662