Accounting > Reminders

Reminders can be printed for outstanding invoices. The function is started from the menu Bookkeeping > Financial > Reminders.

Reminders can only be printed for outstanding invoices in the current bookkeeping.

Seven terms (for example: 30, 60, 90,120, etc. days) can be defined. They will be used for reminding debtors. The terms can be maintained via the menu Maintenance > Financial > Diagrams.

Grouping reminders

Reminders can be grouped by debtor or by cover letter address.

The cover letter address can be entered at the debtor. This makes it possible to group reminders of different debtors to one address.

How the reminders are grouped depends on what option has been selected in Maintenance > Settings > Invoicing > E-mail > Address to send invoice by e-mail.

For grouping by debtor choose one of the other options:
- To: Account manager
- To: RM file: Other relation

For grouping by cover letter one of the following options can be chosen:
- To: Person cover letter address
- To: Person CL, CC: Account manager

When no cover letter address is entered in the debtor addresses screen, the address of the debtor will be used instead.

The outstanding invoice that is due the longest determines the term and text printed on the reminders report.

Layout

The reminder layout can be specified in the settings via Maintenance > Settings > Invoicing > Layout.

The file of this layout must be saved in the Mill7\Reports\Custom folder.

If no layout is specified Aanmaningen.rpt will be used. This file is expected to be present in the Mill7\reports folder.

Tabpage Selection

Reminder Date

The reminder date is default the current date but can be set manually. The date will be used to define how long an invoice is overdue and in which term the reminder belongs.

Selections can be made by the following fields:

Last reminder date

By using this option debtors with a reminder date equal or after the last reminder date in the selection will be excluded from the proposal.
This option only works properly when during creating reminders the option 'Log reminder date outstanding invoices' is set.

Account manager

Selections can be made for all account managers or for one account manager.

Cover letter address

This is the firm in cover letter address entered at debtor tabpage addresses.

Debtor

To prevent certain debtors from receiving reminders activate the setting Block reminders in the Invoicing tab of the debtor maintenance screen.

Incorporation date

To be able to use this selection the relation management file 111 field 11 should be entered.

User text to be printed

Different texts can be printed for each term by selecting the texts in the corresponding fields. These texts are maintained via menu maintenance> User Texts. Text numbers 1 to 9 are reserved for reminders.

Tabpage Proposal

Based on the selections a proposal is made. Initially all debtors in the proposal will be selected. If one or more debtors should not receive a reminder they can be excluded from the reminders by removing the check marks.

Tabpage Create

Reminders can be printed on paper, sent by e-mail or saved.
The used grouping selection is shown left at the top of the information container.

Print reminders

A single document will be created when the reminders are to be printed on paper. All reminders can be found in this document. The document will be shown on screen. Then it can be printed or exported to for example PDF en saved.

Save reminders

The reminders will be saved in the chosen format at the selected location.

E-mail reminders

Reminders are sent to the e-mail address as set in Maintenance > Settings > Invoicing > E-mail.

If no person or e-mail address is found the reminder will be printed.

The reminder will be added to the e-mail as an attachment.

The E-mail will be sent using SMTP or the local client depending on the chosen setting.

Subject text

A free text can be entered to use as subject in the e-mail.

Subject

The subject can be supplemented with the Company code and company name of the cover letter address. When these are not found the Code and name of the debtor will be used.

Body text e-mail

A user text can be selected to be used as body text for all reminders. When no text is selected the body of the e-mail is filled with the user text set at tab page Selection.

As opening the field 'Opening' from the person the email is sent to will be used.

Location files

For each address one document is created that can be saved or sent.

The location to save the files can be changed.

Export format

The attachment can be created in different kinds of formats.

PDF and RTF are export formats which can be created only when the corresponding driver is registered on the workstation. Registration can be done via Maintenance > Settings > Relations.

For more information on the format of the attachment read the Reports> E-mail topic.

Name file

Also the name of the attachment can be selected.

If no Cover letter code is filled in the debtor code/name will be used.

In order to attach the reminder a document will be created.

Delete files afterwards

When this option is selected the files will be deleted after the files have been attached to the e-mail.

Log reminder date outstanding invoices

This option cannot be used together with the option Show test example.

When this option is set the term and reminder date will be logged for each invoice.

The screen Relations > Debtors > Outstanding invoices shows how often an invoice is reminded.

On the report Outstanding invoices debtors it is possible to print per invoice the last reminder dates per term.

Overwrite reminder date

If desired, a reminder date for a particular term, registered for an invoice, can be overwritten when a new reminder is made for the same term.

The old registration, the former reminder date and the fact that the reminder for the term had already been made, will be lost in this procedure. Additional reminders for the same term will not be counted when the number of reminders made for the invoice is established.

Send e-mail direct

This option is only available when the e-mail settings are set for using the local email client instead SMTP.
With this option the reminders are send automatically without interference of the user.

Otherwise for each reminder an e-mail will be presented to the user in the local e-mail client (like Outlook). The user must close or send each e-mail him self.

Marges

The print margins are used for all options.

These margins determine where the address is printed on the reminder and can be useful when using window envelopes.

The address can printed on the left or on the right side.

Show test example

If the option Show test example is selected only the first e-mail will be created as an example.

The example will popup without being sent automatically. This example can be used to check if the result is satisfactory.

Be careful because this example can be sent manually.