How do I design a QuickBooks letter ?

To design a new QuickBooks letter, you can either begin from scratch, convert a Word document, edit an existing letter, or you can move/copy letters into different categories. Choose 'Design QuickBooks Letters' option in the Write Letters wizard, click Next, and then pick one of the following.

Create a New Letter From Scratch.

Convert an Existing Microsoft Word Document to a QuickBooks Letter.

View or Edit an Existing Letter.

Organize Existing Letters ( Delete, Rename, Duplicate, or Move).

QuickBooks stores all letters in a QuickBooks Letters folder where you save your company data file. Subfolders contain each different group of letters (customer, vendor, employee, and so on).

How do I prepare another type of letter?

1. Display the Write Letters window.

2. Then choose Prepare Another Type of Letter.

3. Click Next

4. Select one of the 'QuickBooks Name Lists' to view the letters available for that list. The list of letters for the selected list changes to reflect your choice.

5. Select the letter you want to use and click Next.

6 Choose who you want to write to.

Click Select All to send a letter to all checkmarked names.

Click Clear All to clear all the checkmarks and select specific recipients by clicking on the name.

You can narrow your choice by including names that are active, inactive, or both. If you are using the Customer:Job names list, you also have the option to create a letter for each customer or for each job.

7. Click Next and enter your preferred signature (name) and title for this letter. If you want to be notified when data needed to create the letter you have chosen is missing, click the checkbox. If this notification appears when you start Word, you'll be told how to correct the omission.

8. Click Create Letters to launch Word.

9. From the View menu in Word, choose Toolbars to see the QuickBooks toolbars added for creating your letters. The toolbars are based on the QuickBooks names list you selected You'll use these choices to insert fields into your letters.

10. When you complete the letter, save your work using one of these methods:

Choose Save if you want to replace an existing letter with one that uses the same name.

Choose Save As from the File menu so that you can give the letter a unique name. You'll then be able to locate your new letter easily.

11. Print the letter using the File menu in Word.

How do I insert fields into QuickBooks Letters ?

Predefined QuickBooks Letter fields are available from the QuickBooks toolbar.

Viewing the QuickBooks toolbar

When you choose Edit Letter or Create Letter from the Write Letters wizard, Word opens with the QuickBooks toolbar visible near the top of the window. If you have closed the toolbar and want to redisplay it:

1. Display the View menu, and then choose Toolbars.

2. Select the QuickBooks toolbar for the type of letter you're using.

The QuickBooks toolbar represents the choices you made when you entered information in the Write Letters wizard.

Using the QuickBooks toolbar

If you are preparing one of the preformatted letters, such as a collection letter, your Word document will appear with the fields already filled in. However, if you are creating a different kind of letter, use this procedure to insert fields.

1. Display the View menu, then choose Toolbars and select the appropriate toolbar.

2. Choose the toolbar that contains the names you want to use. Your choice will appear in the upper right area of your document. You can move it to a more convenient place, or add it to the Microsoft toolbar so that it doesn't overlay your document.

3. Place the cursor at any point in the QuickBooks Letter where you want to insert a field.

4. Select the QuickBooks field from a the drop-down menu in the QuickBooks letter fields toolbar.

The selected field appears at the insertion point. In the final letter, QuickBooks information will appear where you've inserted the field. Remember to add a space between fields just as you would if you were manually entering the information.

5. Depending on the kind of letter you are creating, format and edit the letter.

Format the fields as you would in any Word document. Your formatting selections will appear in the final letter.

How do I prepare a collection letter ?

1. Display the Write Letters window.

2. Then choose Prepare a Collection Letter.

3. Click Next

4. Choose from the options for the collection letters.

Specify whether customers or jobs are active, inactive, or both.

Specify whether to create a letter to the customer or job.

You can Limit the letters to customers or jobs according to how overdue payments are.

5. Click Next to review the list of recipients.

Note: If there is a customer (or customers) with unapplied payments or credits, QuickBooks displays a Warning.

6. You can sort the list by clicking on the Customer or Amount check box.

7. Click Select All to send a letter to all check marked names.

8. Click Clear All to clear all the checkmarks and select specific recipients by clicking on the name.

9. Click Next to choose the type of collection letter you want to send.

10. Click Next and enter your preferred signature (name) and title for this collection letter. If you want to be notified when data needed to create the letter you have chosen is missing, click the checkbox. If this notification appears when you start Word, you'll be told how to correct the omission.

11. Click Create Letters to launch Word.

12. From the View menu in Word, choose Toolbars to see the QuickBooks toolbars appropriate for creating your collection letters. You'll use these choices to insert fields into your letters.

13. Save your work using one of these methods:

a. Choose Save if you want to replace the existing letter with one that uses the same name.

b. Choose Save As from the File menu so that you can give the letter a unique name. You'll then be able to locate your new letter easily.

14. Print the letter in Word.

How do I write letters ?

This feature is only available in the Pro, Premier, and Enterprise Solutions editions. And requires Microsoft Word 97,2000, or 2002.

You can easily send letters to customers or vendors with QuickBooks Letters, a set of prewritten, preformatted business letters. These letters include collection letters, thank you notes, and more.

To create a letter, do the followings,

1. Display the Write Letters window.

2. Select one of these options from the QuickBooks Write Letters wizard and then click Next.

a. Preparing a collection letter

b. Preparing another type of letter

c. Designing a letter

Once you choose one of these options, step through the wizard specifying choices appropriate for the letter you are creating.

3. After creating your custom letters, save your work as you would any Word document.

a. Choose Save if you want to replace the existing letter with that name.

b. Choose Save As from the File menu so that you can give the letter a unique name. This will help you locate your new letter easily.

c. You can print the document using the File menu in Word.

Writing Letters.