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Agreement - Tab 4: AutoPay/Notices (#AGTTAB401)

Last updated:   Applies to:   In industries:   Of versions:   Special contents:
20151016 (Andy)   Pro, MultiUser, MultiSite, MultiView   Self Storage EditionMarina EditionVault Edition   9.3.2 (and higher)   n/a

Understanding the Agreement Screens (Tab 4)

  1. For information about the core window elements (around the edge of the screen), please refer to knowledgebase article #AGTTAB101, which details the first tab.
  2. Other window elements:Agreement - Tab 4
    • Print Form will allow you to quickly & easily print any notice from Notice Plan number 9 (more on Special Notice Plans #NTCPLNSTP01). If you have more than one notice on notice plan 9, you will be asked which notice you wish to print, via a popup selection window. This is handy for printing out a privacy policy, or some kind of pre-filled Agreement - a perfect example being the SSAA Notice Pack (more info on this notice: #NTCSSAANP01).
    • The Notice history section to the top left records all of the letters, emails & TXTs that have been sent to this Agreement from within StorMan. The mobile-phone, email +, letter +, x and printer icons to the top-right of this panel are used to compose a new TXT (if setup), compose a new email, compose a new letter, delete the highlighted item and print the highlighted item (respectively). More on manually adding a notice to the Agreement using these buttons: #CUSMANA01.
    • Days Late shows the number of days that this Customer is late.
    • Late Cycle Start Date shows the date at which the Customer become late, and began on the Late Cycle.
    • Last rent-change date shows the date that the last rental change took place; you can also Disable Auto Rent Changes from affecting this Customer by enabling the checkbox provided.
    • Lien notice date shows the date that the Lien comes into effect for Customers in the USA (this is not used for Australian Customers).
    • The Last notice field shows the number that corresponds to the "number of days" that is set as the timing-point for the last notice that was sent to this Customer. For example, if this Customer has been sent a late letter (and it is setup to send "7 days after becoming late"), then this box will show the number 7.
    • New billing plan allows the user to enter the new billing plan (via its 2-letter, or 3-letter, code) to swap to, after the agreement gets billed next.
    • Next processing due shows the date when this Agreement is next due to be touched (processed) for a notice of some kind, by Daily Processing (more on this: #DLYWISDP01).
    • Enabling Send optional Notices means that this Agreement will receive all Notices on the Agreement's assigned Notice Plan - not just the Notices that have the Send this Notice to all Customers that meet the above criteria option enabled in the Notice setup screens (more on these screens: #NTCSNDINV01).
    • By setting a value for the Receive notices X days before due option, the "number of days before..." value that Notices are setup to trigger by will be ignored; the entered value will be used instead (for this Agreement only). Note: Only Notices that are setup to trigger from the following timing points will use your new trigger value, if entered: "Next Bill Date", "Insurance Expiry Date" and the "CC Expiry Date". For example: An "Insurance Expiry" Notice may normally be setup to trigger 28 days before insurance expires. However, by entering a different number here (such as '7'), the notice will instead be triggered 7 days before insurance expires (for this Agreement only). Note: Only values between 0 and 28 can be used.
    • Notices that trigger Invoices to generate can be setup three ways; to "Always generate an Invoice", to "Never generate an Invoice", or to "Use the setting from Agreements for Invoices". The latter option ("Use the setting from Agreements for Invoices") will only generate & send Invoices to Agreements that have the Send optional Invoices option enabled.
    • This option is very similar to the one above, but applies to the generation & sending of Statements. Notices that trigger Statements to generate can be setup three ways; to "Always generate a Statement", to "Never generate a Statement", or to "Use the setting from Agreements for Statements". The latter option ("Use the setting from Agreements for Statements") will only generate & send Statements to Agreements that have the Send optional Statements option enabled.
    • Send all correspondence via email will send all Notices by email, instead of print. For this to work, you will need to ensure the Customer has an email address entered and that you have a email text setup on each of your applicable Notices on this Customer's Notice Plan (more on setting up a notice: #NTCSTP01). If you do not have an email version of your Notice setup, StorMan will generate the printed version of the Notice instead.Note: Some industry associations, such as the SSAA, require that the Customer consents to receiving these types of messages before you are allowed to send them.
    • Also send correspondence via SMS will send SMS correspondence alongside any letters or emails (depending what you've set in the above option). This will only work if the Customer has a mobile phone entered, if you have the SMS module activated and setup (through a supported 3rd-party provider; more on this: #3PTYCOMP) and finally, only if you have actual SMS text entered for each of your applicable notices on this Customer's notice plan (more on setting up a notice: #NTCSTP01). Note: Some industry associations, such as the SSAA, require that the Customer consents to receiving these types of messages before you are allowed to send them.
    • The Photo & Document Module section lets you add multiple photos to this Agreement (more on adding photos to an Agreement: #CUSPHT01). In StorMan v9.1 (and higher), this module also lets you add PDF files.
    • The AutoPay details section on the right hand side allows you to setup automatic payments for this Customer. There are three types of automatic payment... Credit Cards - Online (through a supported 3rd-party provider; see: #3PTYCOMP), Credit Cards - Offline (more info: #ATPYSTPOFLCC01) and Direct Debits (through a supported 3rd-party provider; see: #3PTYCOMP). Simply activate the checkbox, enter the amount, select the type and set your start & end dates. Note: Credit Cards Online and Direct Debits require a 3rd-party merchant account, such as the one available through one of our providers. You can compare our 3rd-party providers here.
    • The AutoPay form Email and Print buttons will email or print (respectively) an Automatic Payment form with facility bank account data, Customer Agreement information & any rates pre-filled. The Customer can then submit the form with their bank to enable automatic payments from their account, into the Facility bank account. This design of this form is hard-coded into StorMan.
    • The Credit card info and Bank account info fields are used to enter this data, depending on which automatic payment method the Customer wishes to pay by (again, this depends on certain factors; see point above).
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