S237 On Demand Letters

Purposes:

This screen allows MIMS Users to generate a specified letter upon request.

Prerequisites:

1. MIMS user must have applicable security authorization to view files.

The following groups have access to this panel:

· All MEP users

Helpful Hints:

· Letters cannot be generated for Files 18, 26 or 36.

· Letters L6, L7, L8, L16, L17, L21, L22, L25b, L60, L73, L77 and L79 have no added parameters to add and will generate from first screen.

· NOTE: If ‘Immediate Print’ is selected as method of delivery, a PDF image is created. This image can be retrieved for printing from the users’ work list under their own MIMS id.

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Correspondence à Generate On Demand Letter

Procedure:

For letters that don’t require any additional parameters

1. Enter a MEP File Number.

2. Select from the drop down list the letter type to be generated.

3. Select from drop down list the Delivery Method. (See Below for descriptions).

4. Click the Generate button. The letter selected will be generated and delivered via the method selected.

Letter Types requiring additional parameters

1. Enter a MEP File Number.

2. Select from the drop down list the letter type that will require additional parameters.

3. Select from the drop down list the Delivery Method (See below for descriptions).

4. Click the ‘Generate’ button.

5. A parameters screen (dependant on letter selected) will be displayed. Enter the requested information or select from drop down lists.

6. Click the ‘Generate’ button. The letter selected will be generated and delivered via the method selected.

Screen Label	Description/Instructions
Generate on Demand Letter
MEP File Number	Will default to the most recent used file number from previous panel or field will be blank if this is the first screen entered upon logging onto MIMS.
Letter Type	Drop list with all letter types where the on demand flag is set as Yes. Select the applicable letter type from the drop down list.
Delivery Method	Select from the drop down menu one of the following: Email – This will generate an electronic copy of the letter and send by email as defined in the party information. The heading of the e-mail will default to “Alberta Justice – MEP”. Fax – This will generate an electronic copy of the letter and send by fax to the currently effective facsimile telephone number as defined in the party information. Immediate Print – This will generate an electronic copy of the letter and issue a work task to the requesting user providing a link to a .pdf file from which the MIMS user will select the print icon to send the letter to print to their default printer. Letters generated for ‘Immediate Print’ are the responsibility of the MIMS user to print and deliver the letter. MIMS will create an Outbound correspondence log record under the assumption that the user printed and sent the letter. Batch – This will place the request into a batch queue defined as a MIMS Setting for batch letter generation requests. The queue that the letter is sent to depends on the type of letter being sent ( ie. Remittance forms are sent to a special designated printer, as the paper required is different). This is directed via MIMS settings. The on demand letter generation will not follow predefined delivery rules for auto-generate letters. The delivery method selection is the method executed.
	Click this button to generate the requested letter by the selected delivery method.

The following additional parameter screen will appear for Letters

L1- Invite Letter

L2 – Creditor Registration Confirmation

L3 – Family Maintenance Registration

L5 – ISON Registration Confirmation

L9 – Notice New Order Processed

L14 – Settlement Confirmation

L15 – Closure Due to Withdrawal

L18 – No Enforceable Terms

L20 – Debtor Located Outside Alberta Notice to ISON JD

L54 – Creditor Notice of ISO OUT

L65 – Stop Payment Notice to Payee

L69 – Creditor Statement of Account

L72 – Creditor Tax Statement

L80 – Withdrawal Disallowed

L81 – Creditor Confirm Direct Payments

L83 – Debtor Notice Direct Payment

L86 – Family Court Confirmation of QB Filing

L87 – Restricted MEP Contact

L90 – ISON Affidavit Cover Letter

L95 – Request to Register Reciprocally.

Screen Label

Description/Instructions

Party

Select from the drop down list if more than one selection available. Drop Down List populated with the appropriate parties based on: · Letter type selected · Debtor Party · All active creditor parties related to the file · Any Active ISO In or ISO Out parties related to the creditor(s) and debtor (but never the ISO Crown) · Active Income Support parties related to Debtor and Creditor parties · Family Maintenance parties related to Debtor and Creditor parties.

The following additional parameter screen will appear for Letter L76 – Non-negotiable Item Returned

Screen Label	Description/Instructions
Party Nbr	Enter the applicable party number. This letter cannot be sent for Party 98 or 99.
Re Text	This field is optional. Enter text applicable to file and party. Field length 75 characters.
Reason	Select from the drop list of ‘Non Negotiable’ Reason. Field is mandatory.
Free Text	This field is mandatory if Reason selected is “Other”. Text cannot be entered if any other reason is chosen. Field length 75 characters.

The following additional parameter screen will appear for Letter L61 – Income Source Unreferenced Remittance.

Screen Label	Description/Instructions
Income Source	Select from the drop list of debtor party’s active income sources.

The following additional parameter screen will appear for Letter L70 – Debtor Statement of Account.

Screen Label	Description/Instructions
Start Date	Field is mandatory. Cannot be a future date or prior to July 1, 1984 (19840701). Enter the date in YYYYMMDD format, where Y = Year, M = Month and D = Day.

The following additional parameter screen will appear for Letter L74 – Notice of Returned Item.

Payment Date

Field is mandatory Enter the date in YYYYMMDD format, where Y = Year, M = Month and D = Day.

The following additional parameter screen will appear for Letters L71 – Debtor Tax Statement and L72 – Creditor Tax Statement.

Tax Year

Field is mandatory. Must be current year or past year but not earlier than 1986. Enter the date in YYYYMMDD format, where Y = Year, M = Month and D = Day.

The following additional parameter screen will appear for Letters L55 – Affidavit of Arrears without Subrogation, L56 - Affidavit of Arrears with Subrogation and L65 – Stop Payment Notice to Payee.

Manager Name

This field is mandatory. Enter the name of the Manager (Reciprocity Administrator)

The following additional parameter screen will appear for Letters L63 – Provincial Remittance Notice, L65 – Stop Payment Notice to Payee and L68 – Copy of Negotiated Item.

Cheque Number

Field is Mandatory. Enter the cheque number from the cheque that is being returned.

The following additional parameter screen will appear for Letter L67 – Request for Money Order

Amount	Field is mandatory. Enter Amount of Foreign Money Order. Format 999999999.99. No commas are required.
Currency Type	Filed is mandatory. Select the currency type from the drop down list.
Recipient Name	Field is mandatory. Enter name of person who will be receiving the money order. Field length up to 50 characters.

The following additional parameter screen will appear for Letter L95 – Request to Register Reciprocally.

Party

Select from the drop list if more than one selection available. Drop Down List populated with the appropriate parties based on: · Letter type selected · Debtor Party · All active creditor parties related to the file · Any Active ISO In or ISO Out parties related to the creditor(s) and debtor (but never the ISO Crown) · Active Income Support parties related to Debtor and Creditor parties · Family Maintenance parties related to Debtor and Creditor parties.

ISO Jurisdiction

Field is mandatory. Select from the drop down list.

Possible Error Messages/System Warnings:

ID	Error Message Description	Action
269	A Primary Creditor or Creditor Party selection is mandatory.	When a primary creditor/creditor party selection is mandatory for the letter requested but no party was selected this error message will appear. Check Party number.
269	A Manager Name is mandatory.	Error appears when a manager name must be entered for the letter type requested. Enter a manager name. (Reciprocity Administrator)
269	An Income Source Party selection is mandatory.	Error appears when an income source party selection is mandatory and has not been selected. Select the Income Source Party from the drop down list.
269	Recipient Name is mandatory.	Error appears when the recipient name must be entered for Letter type L67 – Request for Money Order. Enter a recipient name for foreign currency money order.
269	Currency Type is mandatory.	Error appears when currency type must be selected for Letter type L67. Select from the drop down the require currency for the money order.
269	ISO Jurisdiction is mandatory	Error appears when the ISO Jurisdiction is not selected from drop down list, when Letter type L95 was selected. Select from the drop down list the applicable ISO Jurisdiction.
469	^ cannot be generated for Incomplete files.	^ = Name of Letter requested. Error appears when the letter type requested is not valid for the current status of the file.
469	^ cannot be generated for Active Files	^ = Name of Letter requested. Error appears when the letter type requested is not valid for the current status of the file.
470	Tax Statements cannot be generated for a year prior to 1986 or for a future year.	Error appears when the tax year entered is not a past year or the year is earlier than 1986. Enter a different year.
471	For the letter requested Start Date cannot be earlier than July 1, 1984.	Error appears when the start date is entered as a date earlier than July 1, 1984. Enter another date after 1984 but not in the future.
475	Enforceable arrears amount must be equal to zero	Check enforceable balance, should be zero.
571	Free Text is only allowed for Reason of Other.	Error appears when Letter Type is L76- Non-negotiable Item Returned and the Reason chosen is not ‘Other’. Either ISONve the free text from the ‘Reason’ field or change reason to ‘Other’.
574	Recipient party address is not good. Click OK to continue with the letter generation. Click Cancel to return to the screen.	Error appears when the party’s address status is bad or there is no current address. Check party’s address.
576	Debtor's address must be outside Alberta with a status of Good	Error appears when Letter Type is L20 – Debtor Located Outside of AB Notice to ISO JD and the debtor does not live outside of Alberta or the debtor’s address status is bad or there is no current address or there is no active ‘ISO In’ on the file. Check party’s address.
581	No existing Interim Family Court Order and QB Court Order with matching Judgment Dates. Cannot generate letter.	Error appears when letter is Type L86 – Family Court Confirmation of QB Filing. Confirm the file has an order type of Filed in Another Court and a court code of QB and that there is an existing order with an order type of Interim Order and a Legislative Act of Alberta Separation Order.
591	The party specified does not exist.	Error appears when letter Type is L76 – Non-negotiable Item Returned and the party number entered does not exist. Confirm Party number and re-enter.
596	Amount invalid. (000.00)	Error appears when the letter type is L67 – Request for Money Order and the incorrect format is used for imputing the amount. Format should have no commas. Enter as 9999.99.
602	Year Number is invalid	Error appears when letter type is L71 – Debtor Tax Statement or L72 – Creditor Tax Statement and any information other than the tax year are entered. Re-enter year with format YYYY
631	Affidavit of Arrears without Subrogation cannot be generated for files without active ISO Out.	Error appears when the letter type is L55 – Affidavit of Arrears without Subrogation and is not an active ISO Out file. Confirm information.
728	Cannot be Party 98 or Party 99	Error appears when the letter type is L76 – Non-negotiable Item Returned and Party 98 or 99 has been selected. This letter cannot be run for Party 98 or 99.
726	The letter selected cannot be faxed	Error appears when letter type cannot be faxed. Party may not have an active fax number. Confirm if active fax number or select a different delivery method.
727	The letter selected cannot be emailed.	Error appears when letter type cannot be emailed. Party may not have an active email address. Confirm if active email address or select a different delivery method.
740	The letter selected cannot be immediately printed.	Error appears when letter type cannot be printed immediately. Confirm if party has active mailing address or select a different delivery method.
758	Enforceable Arrears or Unenforceable Arrears must be greater than zero.	Error appears when the letter type is L55 – Affidavit of Arrears without Subrogation.
793	Debtor Notice of Registration from a ISO Jurisdiction cannot be generated on files where there are no ISO In relationships.	Error appears when the letter type is L8 – Db Notice of Registration from an ISO JD and a file number was selected that has no active ISO In relationships. Confirm information.

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