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How to set up Reminder Terms

This topic focus on the creation of reminder terms which need to be configured before creating reminders in the system. Reminder terms work with several levels of reminder. Each level will determine when and how reminders are created. For each reminder level, you can specify text that will be printed before or after the entries on the reminder.

Create reminder terms

Search for the page “Reminder terms” and then choose the related link.

New reminder terms can be created by clicking on button “+ New”. A code (mandatory) must be typed in completed with following information:

  • Description;
  • Max No. of Reminders: maximum of reminders that can be created for an invoice;
  • Minimum Amount: minimum amount that must be owed before send a reminder (if zero, there isn’t minimum amount to reach).

Create reminder levels

Several levels of reminders can be set up. Levels correspond to the different periods that will be used for the reminders (for instance: first reminder after one week when an invoice is overdue, second reminder one month after the first reminder, etc.).

When a reminder is issued, the level number is registered on the reminder entries that are created and link to the customer ledger entries. If an additional reminder is sent, the system check for the highest-level number inside reminder entries to determine the next level number.

If more reminders are created (maximum is set in reminder terms with field “Max. No. of Reminders”) than the number of levels designed, the conditions for the highest level will be used.

When creating a new level (button “+ New”), field No. is automatically completed (start at one) and following information can be completed:

- Grace Period: the time that must pass from the due date of the original overdue invoice (or the due date of the previously issued reminder). Date formula are used with Unit Time format (D = day (3D for 3 days), W = week and M = month). Succeeding reminders are created if the document date is after the due date of the last issued reminder plus the grace period;

- Due Date Calculation: used to determine how the due date is calculated on the reminder. The due date is calculated from the document date. Like grace period, value is expressed in Unit Time format;

- Addition Fee (LCY): to automatically add fee to the reminder;

Beginning and ending text

On the Reminder Levels page, select the line with the level for which beginning and ending text have to be added. Then click “Navigate / Level” and then select “Beginning text or Ending Text.

Placeholders can be used to reference some data in the reminder (see page 16). In the example, we add a line in ending text for the level 1 with the total amount of the reminder.

Assign reminder terms to a customer

To assign a Reminder Terms to a customer, open the customer card and set the code “Reminder Terms Code” in “Payments” section.

Create reminder

Reminders can be created manually or with a process. To create a reminder for a customer, search for the page “Reminders” and create a new one by clicking on button “+ New”.

When the customer is selected, the system will automatically select the good Reminder Terms code.

Lines can be added manually or automatically (with functionality suggested lines based on overdue invoices). On the example below we have added new line based on an invoiced that we have selected.

For suggested lines we have to use the “Actions” button and then select the functions “Suggest Reminder Lines…”. The system creates a line for each overdue invoice based on the reminder terms code selected (a popup appears with options, values by default can be kept).

From the reminders list we also have the possibility to create reminders with the process “Create Reminders”. It will open a popup (options by default can be kept, just pay attention to the posting date on which system rely on to calculate overdue amounts).

System will create a reminder for each client with overdue entries.

Update reminder

Here is an example of reminder based on an overdue invoice with an amount of 5000 plus additional fees of 5. If additional fee line is removed, ending text that shows the total amount must be updated. For that purpose, there is the function “Update Reminder Text”.

Level of reminder must be selected. If the option “Update Additional Fee” is selected, system will (re)load additional fee linked to the reminder terms.

Issue and review reminder entries

Issue reminders

Reminders have to be issued by clicking on the “Process” and “Issue” buttons. This action can also be done from the list of reminders (same process). When a reminder is issued, it can’t be edited anymore.

List of issued reminders is accessible on page “Issued Reminders”.

Reminder entries

When a reminder is issued, a reminder entry is created on the “Reminder / Fin. Charge Entries” page for each reminder line that contains a customer legder entry. For each line, we have the level of the reminder, the amount and the number corresponding to the customer entry.

To get an overview of the created reminder entries for a specific customer :

- Open the relevant customer card;

- Select the “Ledger Entries” action;

- Select the line with the ledger entry we want to see entries for and then select the “Reminder / Fin. Charge Entries” action (or click on the number of “Reminder / Fin. Charge Entries” in the “Customer Ledger Entry Detail”).

Print reminders

Issued reminders can be printed using action “Print”. A popup with several options appears (options by default can be kept) and let the user directly print; send or preview. By default, this action is registered in logs of the system.

Giving example is the template used by default by the system to print information about a reminder. Those template can be designed for customer’s needs.

Annexe

 

Placeholder

Value

%1

Content of the Document Date field on the reminder header

%2

Content of the Due Date field on the reminder header

%3

Content of the Interest Rate field on the related finance charge terms

%4

Content of the Remaining Amount field on the reminder header

%5

Content of the Interest Amount field on the reminder header

%6

Content of the Additional Fee field on the reminder header

%7

The total amount of the reminder

%8

Content of the Reminder Level field on the reminder header

%9

Content of the Currency Code field on the reminder header

%10

Content of the Posting Date field on the reminder header

%11

The company name

%12

Content of the Add. Fee per Line field on the reminder header[1]