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General, Renewals, Print Invitations

View Renewal Versions & Base Policies

Before starting the letter writing process it’s important to understand the difference between base policies and renewal versions. To view the renewal versions, which are usually hidden, starting from the Main Menu…

You can use this filter to include or exclude base policies and /or renewal versions from your scrolling list. You may double-click either the base policy or the renewal version to check or edit its details, as required.

Word Templates

You can print renewal invitation letters either one at a time, or in bulk. In either case, before starting you must prepare a Word template for each renewal type (e.g. one for “Renewal, Motor, DD”, then another for “Renewal, Motor, Cheque”, etc, see “Templates, New”, “Templates, Inserting A Durell Data Field” and “Templates, Increasing Durell Data Fields”). Some useful data fields for these templates are…

One-off Letters

To print a one-off letter, first complete all the details in the “renewal version”, then without exiting the renewal version, use the black “Curve Right Arrow” button to return to the screen before Premium Details, then click the green “W” button to load Word as usual. Ensure you do this from the renewal version, not the base policy, or you’ll get the wrong details in your Word document.

Mailshot Letters

To print letters in bulk, you will need to complete the three processes described below…

a) Mark “renewal versions” to be included in mailshot (e.g. Motor, DD)

b) Print Word document to the selected renewal versions

c) Reset policy stages from “Renewal prepared” to “1 reminder sent”

a) Mark “renewal versions” to be included in mailshot (e.g. Motor, DD)

Starting from the Scrolling List of Policies…

To refine the selection further (e.g. to Motor ones not paid by DD), repeat this process but…

  • use the criterion “Paid by”, setting the value accordingly (e.g. “DD”)
  • set the matched records to No (e.g. if DD then reset to N)
  • set the unmatched records to “Leave as set” (e.g. if not DD then leave as set)
  • click “OK”
  • b) Print Word document to the selected renewal versions

    To print the letters to the marked renewal versions, as shown below, starting from the Main Menu…

    c) Reset policy stages from “Renewal prepared” to “1 reminder sent”

    So that you can tell which policies have had renewal letters issued, immediately after you return from Word to the Scrolling List of Policies you should reset the policy stages of the mailshotted policies. Note that the mailshot you’ve just done was based on the mailshot markers of the renewal versions, not the base policies. So you’ll need to set the mailshot markers in the equivalent group of current policies, as shown below.

    Use the mailshotting facilities as before, but this time with the “Include policies” drop-down set to “Current policies”. The first criterion should be for “Stage” from “Active, renewal prepared” to “Active, renewal prepared”. Thereafter you should repeat the same selections as previously for the renewal versions, in each instance leaving the matched records as set, while turning-off the unmatched ones. Once you have the same set of policies marked, to change their stages, starting from the Main Menu…