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<< Click to Display Table of Contents >> Navigation: Accounting > Reminders |
Reminders can be created for outstanding invoices that are overdue. The function is started from the menu via Bookkeeping > Financial > Reminders.
A maximum of seven terms (for example: 30, 60, 90,120, etc. days) can be defined. These can be maintained via Maintenance > Financial > Diagrams.
Texts communicated to client can vary based on the terms that payments of invoices are overdue.
The texts are maintained via Maintenance > User Texts.
Text numbers 1 to 7 are reserved for reminders. Text 1 relates to term 1, text 2 to term 2, etcetera.
The oldest outstanding invoice determines the term and the text to be selected.
A user text can be used in the reminder layout and as an e-mail body text.
In addition, it is possible to regulate the contents of reminder letters via the layout.
Reminder Date
By default the current date is used but this can be changed. This date is used to calculate if an invoice is overdue and in which term the reminder belongs.
Output
Reminders can be printed, sent by e-mail or saved to file.
Printer
This will create a single document when grouped by Debtor or CL Address and when grouped by Salesman (AM) a document per salesman will be created.
The document(s) can then be printed or saved to file.
Reminders will be sent to the e-mail addresses as set at the E-mail options.
The reminder will be added to the e-mail as an attachment.
When choosing SMTP the SMTP settings will be applied.
If no e-mail address is found, the reminder cannot be selected in the proposal.
Save to file
The reminders will be saved in the chosen format at the selected location at File options.
Group per
Reminders can be grouped as following:
–By debtor
–By cover letter address (CL)
–By salesman (AM)
The Cover letter address and Salesman can be entered at the debtor. This makes it possible to group reminders of different debtors to one reminder address.
When grouping by Cover letter address or Salesman (AM), Debtors that have no cover letter address or account manager, will be grouped to one line in the proposal. This line cannot be selected to be processed.
For each sending address, it is determined which invoice is outstanding the longest, expressed in terms. The text assigned to this term is applied to the reminder.
Group by debtor
The invoice address is always printed if this has been entered, for the attention of the CL person.
If no CL person has been set up, or if the Attn field for the CL person has not been filled in, then no person will be mentioned in the address.
Group by cover letter address (CL)
The CL address is always printed, for the attention of the CL person if that data has been entered.
Group by salesman (AM)
This will print the address of the employer of the account manager if entered, for the attention of the account manager.
If the Attn field is not filled in for the account manager, the search name of the account manager will be used instead.
Selections
Cover letter
This is the firm in cover letter address entered at debtor tabpage Addresses.
Salesman (AM)
Selections can be made for all account managers or for one specific account manager.
Debtor
Selections can be made for all debtors, all debtors without a CL address filled in, or for one specific debtor.
The second option is useful when grouping by debtor to send reminders to all debtors without CL address, after you have finished sending reminders to all cover letter addresses by using group by CL address first.
Note: To prevent certain debtors from receiving reminders, activate the setting Block reminders in the Invoicing tab of the debtor maintenance screen.
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.
Options
Save reminder date in invoice
When using this option the term and reminder date will be logged for each invoice, this only works when you have have selected E-mail as output.
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.
Margin options
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.
File options
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, please read the Reports > E-mail topic.
File location
For each address, one document is created that can be saved or sent.
The location to save the files can be changed.
File name
The name of the attachment can be selected.
In order to attach the reminder a document will be created.
E-mail options
Address e-mail
While using output to email the To and CC address are selected here.
When grouping by CL Address or Salesman (AM) these settings cannot be changed, these are always to Person cover letter and Account manager.
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.
User text body
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.
Rich text body
This option makes it possible to provide text for the email body with various formatting properties such as color and font. Images are also supported.
Use the prompt button to create, select or maintain body texts. With the 'New' button in the toolbar, a new text can be created.
English and Dutch texts are supported. The language applied in the e-mail is determined by the language of the recipient.
Body texts can be saved and edited for future usage.
To select a body text, use the Open button in the toolbar.
The phrase "{opening}" can be incorporated into a body text. When generating an email, this code is replaced by the opening sentence that can be entered by the person for this purpose.
Delete files afterwards
When this option is selected the files will be deleted after the files have been attached to the e-mail.
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.
In the standard layout, space is reserved for introductory and closing user texts. These depend on the ages of the outstanding invoices.
User texts 1 to 7 are reserved for reminders. Text 1 refers to term 1, text 2 to term 2, and so on.
With a custom report, the content of a reminder letter can be arranged entirely according to your requirements.
Proposal tab
Based on the selections, a proposal is made. If the output is Printer or file, all groups in the proposal will be selected, otherwise none will be selected.
Debtors can be included and excluded by removing the check marks in the column selected.
Send e-mail direct
This option is only available when using output E-mail (local client).
With this option, the reminders can be send or saved as draft 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 send or close each e-mail to continue the processing.