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Notices - Tab 1: Notice Setup (#NTCTAB101)

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20140320 (Andy)   Pro, MultiUser, MultiSite, MultiView   Self Storage EditionMarina EditionVault Edition   9.1 (and higher)   n/a

Notices - Tab 1: Notice SetupNotice Setup - Tab 1

  • Enter a number into the Notice plan number field; this then assigns this particular Notice to that Notice Plan (Notice Plans are designated by their number). As such, any notices sharing this number automatically become part of the same Notice Plan. You may wish to setup different Notice Plans for different Customers. For example: Notice Plan '0' for Residential Customers, Notice Plan '1' for Business Customers and Notice Plan '2' for Government Customers.Note: There is a special Notice Plan (Notice Plan 9), which is used for forms. Forms can be printed by clicking Print Form on a Customers AutoPay/Notices tab (more on this tab: #AGTTAB401).
  • Enter a name for the Notice in the Name of this Notice field. If the notice is with regard to a late payment, you may wish to name it Late Notice 1, or Late Notice 2, etc. If the Notice is with regard to an invoice for rent, you may wish to name it Invoice or Reminder, etc.
  • In the Send this Notice field, enter the number of days before (or after) a trigger point that you wish to have the Notice sent. Using the next (before / after) dropdown, set whether your 'number of days' trigger point is to occur before or after a specific event. The final dropdown is used to set the actual trigger event - such as an 'Insurance Expiry Date', 'Next Bill Date', 'Date of Birth', etc. Note: Only values between 0 and 28 can be used. Note: If this Notice is not being generated based on a trigger point (such as a Sales Enquiry letter) and you wish to send this Notice on an ad-hoc basis, leave this field blank. Note: If designing a 'late' Notice (for sending when the customer is late in paying their account), it is up to you whether to trigger the Notice off the Paid To Date (PTD), or the Late Cycle Start Date (LCSD). Most people will trigger their notices off the LCSD, as the PTD can jump around a bit - particularly if you have customers that don't pay the correct amount, or make part-payments. As such, we recommend triggering any 'late' Notices off the LCSD.
  • Send this notice to all Customers who meet the above criteria, if ticked, will trigger the Notice to send to ALL Customers that match the criteria at the top section of the screen.
  • Don't send this Notice if Customer is on Autopay, if ticked, will NOT send this Notice to a Customer that has the autopay option enabled on their Agreement (more on this tab: #AGTTAB401). This is generally only used for invoices / reminder notices, or when you wish to refrain from sending an invoice to Customers on autopay.
  • Bill next rent when this Notice is sent during Daily Processing, if ticked, will bill the next rent for any Customers who are sent this Notice if triggered during Daily Processing (more on this: #DLYWISDP01). If the Notice you are currently configuring is an invoice or reminder Notice, you would enable this option.
  • Bill fees only if this Notice is printed/emailed/TXT'd, if ticked, will only bill the fee's if the Notice is sent*. In other words, if a Customer appears on the Daily Processing summary but you choose not to send the Notice to them (by unticking Send the notice to this Customer on the Daily Processing screen), they will NOT be billed any fees attached to the Notice - such as late fees, invoice charges, the next rent, etc (more on running Daily Processing: #DLYRUN01). * A Notice is classified as 'sent' in StorMan when one of the following occurs:
    For printed notices: When the information has been successfully sent to the print spooler.
    For SMS notices: When the info has successfully been handed off to the SMS gateway.
    For emailed notices: When the information has been successfully handed to the email program.
  • Hide Notice from manual use, if ticked, will prevent this Notice from displaying in the Notice Template list in various areas of StorMan - such as when manually adding a Notice to a Sales Enquiry, Reservation or Agreement.
  • Use the Days Prior override from a Customer's Agreement, if ticked, will cause StorMan to ignore the trigger-timer on this Notice and use the Receive notices X days before due option on the Customer's Agreement instead - so long as there is a value present (more on this setting: #AGTTAB401). Note: If there are Customers receiving this Notice who do NOT have anything entered in the Receive notices X days before due field on their Agreements, StorMan will revert back to the default timing point for this Notice instead. Note: Only Notices that are setup to trigger from the following timing points will make use of this setting (if enabled): "Next Bill Date", "Insurance Expiry Date" and the "CC Expiry Date".
  • The lower-left section of this tab contains two dropdown's; the first applies to Invoices. 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 first two options are self explanatory; and define whether this Notice will generate an Invoice when it is triggered. 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 (more on this setting: #AGTTAB401).
  • The second dropdown here applies to Statements. Notices that trigger Statements to generate can be setup three ways; to Always generate an Statement, to Never generate an Statement, or to Use the setting from Agreements for Statements. The first two options are self explanatory; and define whether this Notice will generate a Statement when it is triggered. The latter option (Use the setting from Agreements for Statements) will only generate & send Statement to Agreements that have the Send optional Statements option enabled (more on this setting: #AGTTAB401).
  • Print this Notice on Move Out will print the Notice when a Customer moves out of their Agreement in its entirety. This is handy for Customer feedback surveys, general end-of-lease paperwork, a thank you letter etc.Note: This only applies to complete Agreement move-outs; not the removal of a single Berth / Unit / Vault from an Agreement with many Berths / Units / Vaults.
  • Only send one of this Notice per Customer, when enabled, will only generate one copy of this Notice to every Customer at the time of trigger. Normally, if a Customer had multiple Agreements with you, this Notice would normally trigger multiple times - which is fine for more Notices. However, if you were sending a 'Happy Birthday' style Notice, you probably wouldn't want more than one to be generated - so you would enable this option for those types of Notices.
  • Only send this Notice by letter, when enabled, will print the Notice - even if the Customers Agreement has the Send all correspondence via email option enabled (more on this setting: #AGTTAB401). No email will ever be triggered for Notices with this setting enabled.
  • Don't send this Notice if Balance is zero or in credit, when enabled, will not trigger the Notice to generate if the Customers Agreement has a zero balance, or is in credit.
  • Exclude from Late Cycle, when enabled, allows you to create a Notice as part of a late cycle that, if missed (as in, if never triggered for a Customer), does not impact the late cycle in any way. For example: One such example of this may be a courtesy letter, or an SMS that isn't required by law. Then, if it gets missed (or the Customer don’t have a mobile phone number entered on their Agreement, for example) StorMan will still process subsequent late letters.
  • The Access Control triggers section is only used if StorMan is setup to connect to a supported Access Control System (more on this: #ACCSUPS01). The Yes / No radio buttons are used to set whether the following two options apply (to any Agreements that meet the criteria of this Notice). Flag for replacement of Customer lock is used to inform staff via the Unit Status Report (more on this: #RPTUSR01) as well as the Lockout List (if setup to generate after Daily Processing; more on the setup of this option: #SYSSETTAB1101) that they need to replace the Customers lock with one of the facilities own locks (for whatever reason). The Over-Lock Unit(s) option is used if you wish to inform staff (in the same ways as above) that they need to overlock the Unit.
  • Previous and Next are used to cycle between Notices.
  • Print Notice will print the text for the letter-based version of the Notice; as setup on Tab 2 (more on this tab: #NTCTAB201). Note: If you do not have any text entered for the letter version of this Notice (ie: the version of this Notice that prints - as opposed to email or TXT), then a blank page will print.




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