Bulk Quotations and Letters
Overview
The following should act as an overview of the bulk quotation and/or document run functionality on Mantle.
This guide references the processing of the run only assuming that the set-up has already been completed.
If the set up or template is not available for the bulk process you need to complete, please raise escalate within your team for a user with the appropriate permissions to complete this or for a service request ticket to be raised.
Examples of when this functionality could be used
This is not an exhaustive list.
- Annual Benefit Statement
- Member Newsletters
- Scheme Announcements
- ETV Exercises (provision of transfer values (and retirement options)
- Targeted options exercises i.e. early retirements to all members over age 55
- Pension Increase Letters
Pension increases use the bulk letter functionality but are linked to the payroll run and can be processed via the payroll run.
Where to access Bulk Quotations and Documents
Under Administration on the left-hand side menu, click on Bulk Download and scroll down.
If you have the relevant permissions to set up templates you can do so my clicking on “Templates” and “Add New Template” on the next screen.
How to Process
To process one, click on “Add New Run”, on the pop up screen select the scheme and template you wish to use. The effective and document date will default to the date you are processing this.
Use the Member/Dependant filter if you want to run a set list of member IDs or want to pick a specific status i.e. all active members only.
Any member ID’s to be excluded can be added into the final two boxes. Once completed click “Add”.
The run will show as status queued until it starts to run and then it will update to processed.
Once the status changes from processing the run is ready to be reviewed.
The status may change to failed, if it does you should click into the run and review the failure messages displayed – these will either need to be rectified or if individual members are failing and the error cannot be rectified, they will need to be excluded before the run is re-tried.
Failures are likely to be due to missing data (causing a calculation to fail) or address information (which would stop a letter generating).
If the run is successful the status will show as “Dry Run Complete”. From here if you click into the run you will see a screen similar to the below screenshot. You will note that the quotation/document is not yet saved to the member records.
You should now click on “Run Full” to save to the member records.
Once the full run is completed you will see a screen similar to the below screenshot.
At this stage if you enter a member record you will see a draft quotation/letter on the record. There will be an additional line in either the document or quotation details to show it was created as part of a bulk exercise to distinguish it.
You can now “Download Quotations” and view the calculations outputs in excel. If an administrator want to drill into a calculation they need to do so on an individual record through the quotation. This allows for spot checks to be carried out.
Once the run is confirmed, you can do the same with the letters by clicking “Download Documents” to view the PDFs, the “Download Manifest” will provide an excel detailing each member included in the documents.
If there is a delay and the documents need to be re-produced to date them at the current date, click on “Recreate Documents” to refresh the documents only before it is confirmed.
Provided you are happy at this stage a second user will now need to confirm the both quotations and documents.
Once confirmed, the letters can be downloaded and manually issued (the user should click on Manually Mailed” to reflect this on the documents. Alternatively, the user can click on “Request Bulk EOD Mailout” to send this for bulk mailing to a third party if this is in operation (again that will be reflected on the documents).
If My Pocket Pension is live on a scheme the documents can also be set to display on the app by clicking “Show on Member Portal”.
Once issued the run will update to reflect this.
