Itemization Transaction Letter Loops

Itemization Transaction Letter Loops in ACE allow you to include detailed transaction data in your letter templates. This feature is particularly useful when you need to provide itemized information to consumers, such as transaction histories or breakdowns of charges, especially in compliance with validation notices or other regulatory requirements.

This document explains:

• Definition of Itemization Transactions

• Purpose of Itemization Transaction Loops

• Available Itemization Transaction Loops

• Setting Up Itemization Transaction Loops in Letter Templates

• Including Itemization Transaction Data for Letter Vendors

• Tips and Best Practices

Definition of Itemization Transactions

Itemization Transactions include:

• Transactions After the Itemization Date: Transaction values occurring after the Itemization Date provided by the client (also known as the Direct Date).

• Transactions After Assignment Date: Transaction values entered or loaded to the account after the Assignment Date.

These transactions represent the account's activity since the itemization date.

Purpose of Itemization Transaction Loops

Itemization Transaction Loops enable you to:

• Include Detailed Transaction Data in Letters: Automatically populate letters with itemized transaction details.

• Customize Local Print Letters: Incorporate itemization details directly into local print letter templates using loops.

• Provide Data to Letter Vendors: Include itemization transaction data as additional rows in files sent to letter vendors, allowing them to generate comprehensive letters.

Available Itemization Transaction Loops

Seven table loop properties are available for use in local print letters in ACE:

• itemization_trans_loop: Includes all itemization transactions after the itemization date.

• itemization_trans_interest_loop: Includes only interest transactions.

• itemization_trans_fees_loop: Includes only fee transactions.

• itemization_trans_payments_loop: Includes only payment transactions.

• itemization_trans_credits_loop: Includes only credit transactions.

• itemization_trans_owing_loop: Includes all owing transactions (charges).

• itemization_trans_received_loop: Includes all received transactions (payments and credits).

Setting Up Itemization Transaction Loops in Letter Templates

To include itemization transaction data in your local print letters, follow these steps:

1. Prepare Your Letter Template

   1. Open your letter template in LibreOffice Writer.

2. Insert a Table for Headers

   1. Go to Table → Insert Table.

   2. Specify the number of columns you need (e.g., Date, Transaction Type, Amount).

   3. Set the number of rows to 1.

   4. Do not set a table name for this table.

   5. Enter the headers in this table.

3. Insert a Table for Data

   1. Place your cursor below the header table.

   2. Go to Table → Insert Table.

   3. Specify the same number of columns as the header table.

   4. Set the number of rows to 1.

   5. Name the table with the appropriate loop identifier (e.g., itemization_trans_loop).

      1. Right-click the table, select Table Properties, and enter the loop name in the Name field.

4. Insert Data Fields

   1. Use View → Data Sources to access ACE data fields.

   2. Expand the relevant tables to find the fields you need.

   3. Drag and drop the desired fields into the corresponding cells in the data table.

   4. Common fields include:

      1. Date: itemizationTrans.transDate

      2. Transaction Type: itemizationTrans.typeName

      3. Amount: itemizationTrans.amount

5. Format the Tables

   1. Adjust column widths and text alignment as needed.

   2. Apply any desired styling to match your organization's branding.

6. Save and Upload the Template

   1. Save your letter template.

   2. Upload the updated template to the appropriate letter profile in ACE.

Reference Template

For your convenience, we have provided a letter template with examples of the looping tables:

Template File:

You can copy, paste, and alter the looping tables from this template into your own letter templates.

Example Output

In the attached PDF (ITEMIZATION_TRANSACTION_LOOP_EXAMPLES --- EXAMPLE as printed to pdf.pdf), you will find examples of how the different itemization transaction loops appear in a printed letter. The PDF demonstrates:

• Various Loops in Action: Each table corresponds to a different loop identifier (e.g., itemization_trans_loop, itemization_trans_interest_loop), showcasing how each loop filters and presents specific types of transactions.

• Sample Data Presentation: The tables include columns such as Type, Operator, Bucket, Date, and Amount, populated with fictitious data for demonstration purposes.

• Total Calculations: Some tables include total amounts, illustrating how you can display aggregated data within your letters.

• Notes and Tips: The PDF also provides helpful notes on using these loops effectively, such as:

  • Reminders to copy and paste tables carefully to retain table properties.

  • Instructions on ensuring data fields are available in your LibreOffice ACE data source.

  • Cautions about using certain fields that may require specific data loading methods.

By reviewing the attached PDF, you can see how each itemization transaction loop affects the data displayed in your letters. This visual aid can help you decide which loops to incorporate into your templates based on the information you wish to convey to consumers.

Attachments:

Example PDF:

Including Itemization Transaction Data for Letter Vendors

If you work with letter vendors and need to include itemization transaction data in the files you send them, follow these steps:

1. Go to Letters → Vendors, locate the Export Header section.

2. Add the Itemization Transactions Loop

   1. Add a new line (do not include a preceding comma) after the existing letter file fields.

   2. Enter the following value:

      1. ${itemization_trans_loop}

3. Click Apply

Understand the Generated File

• Letter Row: The generated file will include a row representing the letter, containing all the letter file fields specified in the Export Fields section.

• Itemization Transaction Rows: Following the letter row, there will be a row for each itemization transaction, containing the following 15 fields (without column headers):

• ItemizationTranID: Corresponds to either:

  • Itemization Trans ID (if originally entered or loaded as an Itemization Transaction).

  • Spread ID (if originally entered or loaded as an Account Transaction).

• Debt ID

• Client ID

• Customer ID

• Trans Date

• Amount

• Receiver

• Operator

• Bucket

• Type

• Note

• Create Date

• Created By

• Last Update

• Last Updated By

Reference File

We have provided an example letter vendor file demonstrating how the itemization transaction data appears:

Example File:

Note:

The letter file fields in your setup may differ from those in the example.

All data in the example file is fictitious and provided for illustrative purposes only.

Tips and Best Practices

• Separate Headers and Data: Use one table for headers and a separate table for data to prevent headers from repeating with each data row.

• Use Correct Loop Names: Ensure the data table's name exactly matches the loop identifier. Incorrect names will result in the loop not functioning.

• Test Your Templates: Before using the letter template broadly, test it with sample data to confirm that the loops are working correctly.

• Keep Templates Updated: If you make changes to loops or data fields, remember to update your template and re-upload it to ACE.

Additional Notes

• Purpose of the Attachments:

  • The Template File provides examples of looping tables that can be copied and modified for your templates.

  • The Example PDF shows how the itemization transactions appear in a printed letter.

  • The Example Letter Vendor File illustrates how the itemization transaction data is structured when sent to a letter vendor.

• Data Privacy: All data in the example files is fictitious and used solely for demonstration purposes.