New and undelivered posted mail

New and Undelivered Posted Mail in Utilmate refers to physical documents—like invoices, letters, or notices—that the system has generated but not yet marked as printed, posted, or sent to a mailing provider (Bing mail).

New Posted Mail
These are newly created documents that are queued for posting but have not yet been processed. They might be:

• Awaiting download for manual printing and mailing
• Pending processing by an external print/post service

Undelivered Mail
Occasionally, mail may fail to print and will display a status of “Error.” This means Utilmate was unable to send the mail to the external mail house (Bing mail) for printing, and requires attention.

New and undelivered posted mail (Bing mail) is located on the Dashboard screen.

Mail generated by Utilmate will appear in the New and undelivered posted mail screen for review and approval to be printed. These will have a status of NEW and may include: 

• Invoices
• Welcome notices
• Treatment notices
• Payment plan notices

Posted mail will appear at various times of the day depending on when processes are run, so it is a good idea to check this screen regularly.

• Account Number
• Name
• Status
• Current Balance - shows the current total balance for the customer, allowing you to check if the customer has made a payment since the mail was generated
• File Name - name of the file that is attached
• Address - the address that the mail will be sent to
• Attachments - the PDF attachments that will be printed

Note: If you do not use Bingmail for letter printing and posting, use the print icon in your dashboard.

Send a mail to be printed

To send mail to be printed, select the row(s) you want to send then click the Send button.

Manually approved correspondence on the Undelivered Bingmail dashboard won't be sent to Bingmail straight away. A timer runs every 30 minutes and will send the correspondence you have manually approved.

You can set a flag in the system where it will automatically retrieve and send any correspondence to Bingmail to be posted without manual approval. However, you can also choose hybrid options if you still want to manually approve some types of correspondence.

The 4 option flags are:

1. Auto-send all correspondence automatically.
2. Auto-send all correspondence automatically except treatments and invoices.
3. Auto-send all correspondence automatically except treatments, invoices and disconnection notices.
4. Don't auto-send any correspondence unless it has been manually approved.

Please raise a support ticket to have your Bingmail settings changed.

Do not send mail 

To NOT send mail, select the row(s) you do not want to send then click on the Do Not Send button. The mail will disappear from the screen and NOT be sent.

Tip: To select multiple rows, you can either SHIFT+click to select all rows in a range or CTRL+click to select multiple rows.

Posted mail not printed

From time to time, the mail isn't able to be printed and will be displayed with the message status Error. Utilmate wasn't able to send the mail to Bing Mail to print. 

If the customer's address is incorrect and needs correcting, you can use the hyperlinked Account Number to go to the customer, click on the Contact Details screen and change the address.

If the issue still hasn't been solved, please raise a support ticket.