Setting Up Collection Letters

To begin using collection letters, the Collection Letters check box must be selected in the Products section on the Credit Union Profile - Products & Services tab. Collection letter printing requires Microsoft Word.

Collection letters are created using bookmarks defined by Portico. The bookmarks retrieve data such as the member name, address, share information, and loan information for the collection letters.

Bookmark	Description
AccountBalance	Current balance of share or principal amount due on the loan. You can add 4 additional instances of this bookmark in a single letter.
AccountRank	Rank assigned by the officer
AddressLine1	Address line 1
AddressLine2	Address line 2. If no member data exists for address line 2, the bookmark will be deleted from the member's letter.
AddressLine1And2	Address line 1 and 2
AssignedBranch	Branch associated with the collection officer ID assigned to the account
AssignedCollectionID	Collection officer ID assigned to the account
BranchID	Branch associated with the collection officer
CardExpirationDate	Expiration date on card
CCCreditLimitAvailable	Available credit limit (CPS)
City	City
ChargeOffDate	Charge off date for the loan or share account
CoBorrower01Name -CoBorrower10Name	Name of co-borrowers 1-10. If no member data exists for co-borrower 1-10, the bookmarks will be deleted from the member's letter. You can add 4 additional instances of the CoBorrower01Name bookmark and CoBorrower02Name bookmark in a single letter.
CollateralDescription1 – CollateralDescription5	Description of collateral held on the loan for collateral 1-5. If no member data exists for collateral description 2-5, the bookmarks will be deleted from the member's letter. You can add 4 additional instances of the CollateralDescription1 bookmark and CollateralDescription2 bookmark in a single letter.
CollateralName1 –CollateralName5	Name of collateral 1-5. If no member data exists for collateral name 2-5, the bookmarks will be deleted from the member's letter. You can add 4 additional instances of the CollateralName1 bookmark and CollateralName2 bookmark in a single letter.
CollateralPropertyAddressLine1_1 - CollateralPropertyAddressLine1_5	Address line 1 for collateral property 1-5. If no member data exists for collateral property address line 1 (2-5), the bookmarks will be deleted from the member's letter.
CollateralPropertyAddressLine2_1 –CollateralPropertyAddressLine2_5	Address line 2 for collateral property 1-5. If no member data exists for collateral property address line 2 (2-5), the bookmarks will be deleted from the member's letter.
CollateralPropertyCity1 – CollateralPropertyCity5	City for collateral property 1-5. If no member data exists for collateral property city 2-5, the bookmarks will be deleted from the member's letter.
CollateralPropertyCounty1 –CollateralPropertyCounty5	County for collateral property 1-5. If no member data exists for collateral property county 2-5, the bookmarks will be deleted from the member's letter.
CollateralPropertyParcelNumber1 – CollateralPropertyParcelNumber5	Parcel number for collateral property 1-5. If no member data exists for collateral property parcel 2-5, the bookmarks will be deleted from the member's letter. You can add 4 additional instances of the CollateralPropertyParcelNumber1 bookmark and CollateralPropertyParcelNumber2 bookmark in a single letter.
CollateralPropertyResidenceType1 –CollateralPropertyResidenceType5	Residence type for collateral property 1-5. If no member data exists for collateral property residence type 2-5, the bookmarks will be deleted from the member's letter. You can add 4 additional instances of the CollateralPropertyResidenceType1 bookmark and CollateralPropertyResidenceType2 bookmark in a single letter.
CollateralPropertyState1 – CollateralPropertyState5	State for collateral property 1-5. If no member data exists for collateral property state 1-5, the bookmarks will be deleted from the member's letter.
CollateralPropertyType1 –CollateralPropertyType5	Property type for collateral property 1-5. If no member data exists for collateral property type 1-5, the bookmarks will be deleted from the member's letter. You can add 4 additional instances of the CollateralPropertyType1 bookmark and CollateralPropertyType2 bookmark in a single letter.
CollateralPropertyZip1 – CollateralPropertyZip5	ZIP code for collateral property 1-5. If no member data exists for collateral property Zip 2-5, the bookmarks will be deleted from the member's letter.
CollateralType1 – CollateralType5	Type of collateral held on the loan for collateral 1-5. If no member data exists for collateral type 2-5, the bookmarks will be deleted from the member's letter. You can add 4 additional instances of the CollateralType1 bookmark and CollateralType2 bookmark in a single letter.
CollateralValue1 – CollateralValue5	Value of collateral held on the loan for collateral 1-5. If no member data exists for collateral value 1-5, the bookmarks will be deleted from the member's letter. You can add 4 additional instances of the CollateralValue1 bookmark and CollateralValue2 bookmark in a single letter.
CollateralVehicleFirstRegisteredOwner	First, middle, and last name of first registered owner of vehicle collateral.
CollateralVehicleMake1 – CollateralVehicleMake5	Make of vehicle collateral 1-5. If no member data exists for collateral vehicle make 2-5, the bookmarks will be deleted from the member's letter. You can add 4 additional instances of the CollateralVehicleMake1 bookmark and CollateralVehicleMake2 bookmark in a single letter.
CollateralVehicleModel1 – CollateralVehicleModel5	Model of vehicle collateral 1-5. If no member data exists for collateral vehicle model 2-5, the bookmarks will be deleted from the member's letter. You can add 4 additional instances of the CollateralVehicleModel1 bookmark and CollateralVehicleModel2 bookmark in a single letter.
CollateralVehicleSecondRegisteredOwner	First, middle, and last name of second registered owner of vehicle collateral
CollateralVehicleStateAssignedTitleNumber	State-assigned title number
CollateralVehicleStateOfTitleIssue	State where the vehicle title is issued
CollateralVehicleTitleAddressLine1	Line 1 of the address for the individual listed as the vehicle owner
CollateralVehicleTitleAddressLine2	Line 2 of the address for the individual listed as the vehicle owner
CollateralVehicleTitleCity	City of the address for the individual listed as the vehicle owner
CollateralVehicleTitleState	State of the address for the individual listed as the vehicle owner
CollateralVehicleTitleZip	ZIP code of the address for the individual listed as the vehicle owner
CollateralVehicleType1 –CollateralVehicleType5	Type of vehicle collateral 1-5. If no member data exists for collateral vehicle type 2-5, the bookmarks will be deleted from the member's letter. You can add 4 additional instances of the CollateralVehicleType1 bookmark and CollateralVehicleType2 bookmark in a single letter.
CollateralVehicleYear1 – CollateralVehicleYear5	Year of vehicle collateral 1-5. If no member data exists for collateral vehicle year 2-5, the bookmarks will be deleted from the member's letter.
CollateralVIN1 – CollateralVIN5	VIN of vehicle collateral 1-5. If no member data exists for collateral VIN 2-5, the bookmarks will be deleted from the member's letter. You can add 4 additional instances of the CollateralVIN1 bookmark and CollateralVIN2 bookmark in a single letter.
CollectionsCriteriaMetDate	Date the share fell into collections. You can add 4 additional instances of this bookmark in a single letter.
CreditLimit	Total credit limit (CPS)
CUID	Credit Union ID
CurrentDate	Current date
CurrentLoanOfficer	Current loan officer assigned to the loan
DelinquentAmount	Amount the loan is delinquent. You can add 4 additional instances of this bookmark in a single letter.
DelinquentNoticeCount	Number of delinquency notices (Report 440) produced during the current delinquency period
DelinquentPeriod	Number of days or months that the loan is overdue (Loan Profiles window determines if days or months). You can add 4 additional instances of this bookmark in a single letter.
DrawPeriodExpirationDate	Date on which the draw period for funds on a loan will expire
FirstPaymentDueDate	First payment due date on the loan
FormattedAddress	The Address Line 1, Address Line 2, City, State and Zip for the member or Address of the Co-Borrower that has been selected using the Use Addr check box.
InterestDueAmount	Interest amount required to pay off the loan
InterestPaidToDate	Amount of interest paid to date
LastAccessedDate	Last activity date on the account.
LastPaymentAmount	Last amount paid against the loan
LastPaymentDate	Effective date of the last payment made on the loan
LateChargeAmount	Amount to be assessed as a late charge
LetterAuthor	Portico user name. You can add 4 additional instances of this bookmark in a single letter.
LetterCode	Letter number used to identify a Collection Letter in Portico
LetterCode1 - LetterCode5	The three-character alphanumeric code assigned to the collection letter.
LoanDescription	Description of the loan
LoanInterestRate	Primary interest rate used to calculate the amount of interest due on the loan
LoanOfficer	Loan officer who approved the loan
LoanPaymentFrequency	Payment time interval on the loan
LoanType	Loan type
MaturityDate	Maturity date for loan
MemberFullName	Member full name. This is a concatenation of the prefix, first, middle, last, and suffix of the member's name. You can add 2 additional instances of this bookmark in a single letter.
MemberPrefix	Member prefix. If no member data exists for member prefix, the bookmark will be deleted from the member's letter. You can add 4 additional instances of this bookmark in a single letter.
MemberFirstName	Member first name. You can add 4 additional instances of this bookmark in a single letter.
MemberMiddleName	Member middle name. If no member data exists for member middle name, the bookmark will be deleted from the member's letter. You can add 4 additional instances of this bookmark in a single letter.
MemberLastName	Member last name. You can add 4 additional instances of this bookmark in a single letter.
MemberSuffix	Member suffix. If no member data exists for member suffix, the bookmark will be deleted from the member's letter. You can add 4 additional instances of this bookmark in a single letter.
MemberStatementName	Member statement name. You can add 4 additional instances of this bookmark in a single letter.
MemberNumber	Member number. Multiple member numbers are possible. You can add 4 additional instances of this bookmark in a single letter.
NextPaymentDueDate	Payment due date. You can add 4 additional instances of this bookmark in a single letter.
NextPaymentDueDayOfMonth	Day of the month the payment is due. You can add 4 additional instances of this bookmark in a single letter.
NoteNumber	Note number. You can add 4 additional instances of this bookmark in a single letter.
NumberOfPaymentsPastDue	Number of payments the loan is past due
NumberOfRemainingPayments	Number of scheduled payments remaining to pay off the loan
OneDaysInterest	Interest amount on the loan for one day
OriginalLoanAmount	Original amount of the loan
OriginalLoanDate	Original date of the loan
OwnerofLoan	Owner of the loan. You can add 4 additional instances of this bookmark in a single letter.
PartialPaymentAccumulator	Amount received which was less than the scheduled payment amount
PaymentAmount	Scheduled payment amount on the loan. You can add 4 additional instances of this bookmark in a single letter.
PayoffAmount	Total amount required to pay off the loan (Principal + Interest due + late charges). You can add 4 additional instances of this bookmark in a single letter.
PayoffDate	Pay off date of the loan
PhoneNumber	Member phone number
PrimaryOwnerAndCoOwner	Primary owner and co-owner name. You can add 4 additional instances of this bookmark in a single letter.
PrimaryDebtor	Under normal circumstances this will be the member statement name. For shares, if the Use Addr check box is selected, this will be the statement name for the joint member or a concatenation of the first, middle and last name on the non-member. For loans, this will be the name from the Borrower information if that borrower is the owner of the loan. You can add 4 additional instances of this bookmark in a single letter.
PrimaryJointName	Joint debtor name or joint name on share account. You can add 4 additional instances of this bookmark in a single letter.
ReferenceNumber	Reference Number
ShareCloseDate	Date the share account was closed
ShareDaysNegative	Number of days the share account has been negative
ShareJointPrefix	Joint owner prefix. You can add 4 additional instances of this bookmark in a single letter.
ShareJointFirstName	Joint owner first name. You can add 4 additional instances of this bookmark in a single letter.
ShareJointMiddleName	Joint owner middle name. You can add 4 additional instances of this bookmark in a single letter.
ShareJointLastName	Joint owner last name. You can add 4 additional instances of this bookmark in a single letter.
ShareJointSuffix	Joint owner suffix. You can add 4 additional instances of this bookmark in a single letter.
ShareJointShortName	Joint owner short name. You can add 4 additional instances of this bookmark in a single letter.
ShareOpenDate	Date share account was opened
ShareTypeNmber	Share type of the account. You can add 4 additional instances of this bookmark in a single letter.
SSN	Social Security Number
SSN Masked	Prints a masked SSN
State	State code
TicklerDate	Review date established by the collection officer
TotalBalanceOfOutstandingLoans	Total amount of all loans outstanding for the member
TotalBalanceForAllShares	Total of all current balances for the members share accounts
TotalDelinquentAmountDue	Total amount delinquent on all loans. You can add 4 additional instances of this bookmark in a single letter.
UncollectedLateCharges	Late charges deferred or late charges calculated, but not collected
ZIP	9 digit ZIP code

The bookmarks are included in a CollectionLetter.dotm template. To install the Collection Letter template, you need to add a new folder to your C drive called Letters (C:\Letters).

Next, you need to add the collection letter path to the Application Profile dialog box. Application Profile - Apps - Collection Letters

Then, in Windows Explorer, copy the CollectionLetter.dotm file from the C:\Fiserv\PNG Client\20XX.0.XX\Misc directory to the C:\Letters folder. Before creating a new collection letter, we recommend checking the latest version of Portico (C:\Fiserv\PNG Client\20XX.0.XX\Misc directory) to insure you have the most recent version of the CollectionLetter.dotm file.

Now, you can proceed with creating a collection letter.

Office 365 Microsoft Word Instructions:

1. When you open Microsoft Word, select Open, then Browse to locate the C:\Letters directory. Select the CollectionLetter.dotm template and select Open. You will notice a new tab on the Word ribbon called Collections.

2. Select the Collections tab. Select the Collection Letter Bookmarks button to display the Collection Letter Bookmarks dialog box.
3. In the Bookmarks to Add box, select CurrentDate and click Add to add the current date to the top of the letter. The CurrentDate field appears on the new document.

4. Continue to add bookmarks and text to the body of your letter as needed. The Collection Letter Bookmarks dialog box will stay open and on top of your letter. To select a new location for another bookmark, click on your Word document and navigate to the desired location for the next bookmark then click the bookmark you want to transfer to the document. If you wish to enter several bookmarks in a list, you may select multiple bookmarks in the Bookmarks to Add box, then click the Add button. Each bookmark will be placed on the Word document with a line feed after each bookmark. To locate a bookmark in the Bookmarks to Add box, type the first letter of the bookmark to go directly to the bookmarks beginning with that letter in the list.

5. When complete, select Close to close the Collection Letter Bookmarks dialog box.
6. Select File, then select Save As.
7. Save the document to C:\Letters and name the document using the appropriate prefix, followed by 3 alphanumeric characters, and a description.
   • For a loan collection letter, use the prefix LCLTR (e.g. LCLTR090-90DayLetter.docx).
   • For a share collection letter, use the prefix SCLTR (e.g. SCLTR090-90DayLetter.docx).
   • For a credit card collection letter, use the prefix KCLTR (e.g. KCLTR090-90DayLetter.docx).
   • For a mortgage loan collection letter, use the prefix MCLTR (e.g. MCLTR090-90DayLetter.docx).

Then, close the document.

Tips

• Use the FormattedAddress bookmark to insert the entire current address of a recipient and remove any empty address lines.
• The PrimaryOwnerAndCoOwner bookmark will insert both the primary owner and co-owner/joint names. If there is no co-owner or joint, only the primary owner name will appear.
• If you want the date to automatically populate when the letter is opened, on the Insert tab, click Date and Time. Select the date and time format, select the Update automatically check box and click OK.
• If you need to add a comma, you must add it in front of the bookmark. You do not need to add dollar signs ($) or percentage (%) signs. Portico will automatically add the $ and % sign for you.
• A bookmark with a number after it indicates that it can be used more than once.
• Be sure to have an identifier/label before the bookmark. The system will only display the data for the field, not the label describing the data.
• On the Dear line, you can leave it generic with Dear Member or you can insert the PrimaryOwnerAndCoOwner bookmark again.
• If you need a promise to date, Fiserv recommends adding a general statement in the body of the letter indicating that the promise to date is ten (10) days from the date of this letter. This prevents you from manually typing a date each time.
• The Zip code is listed together with no dash separating out the zip plus 4. This cannot be changed.
• If a message appears indicating that the document will be saved as a macro-free document, click Yes.

Creating a Return Address

Complete the following steps to create or modify a return address in Microsoft Word:

1. From the Microsoft Word menu bar, Select File, then select Options. The Word Options dialog box appears.
2. Select the Advanced tab. Scroll down to the General section.
3. Type the information that you would like to appear as a return address in the Mailing address field and select OK.