Enter or Modify Reminder Templates
Explanation
This activity is used to enter
reminder templates. All customers entered should be linked to a reminder
template. Reminder templates are used for creating reminders on outstanding
balances. When a customer is entered for the first time, a default template is
provided. Only one template can be the default template, but it can be replaced
by another. When a new customer invoice is entered, the reminder template
entered for the customer is automatically linked to the invoice. Changing a
reminder template does not change individual invoices previously entered. If
there is a need to update reminder template for open invoices, the function can
be used in Customer/Payment window. Use the reminder template you
define instructions on how open items are loaded into the reminder proposal. You
can connect up to 99 reminder levels with associated text to a single reminder
template. You can select several print options to meet specific needs regarding
content and structure of the reminder printout.
Prerequisites
The entry of a reminder template requires that IFS/Payment is installed. A new template
can be entered at anytime.
System Effects
As a result of this entry, a new reminder templates can be used for sending
reminders for outstanding
customer invoices and balances. When a new reminder
proposal is created, the due open items connected to the reminder template will
be loaded into the reminder proposal according to the parameter specified in the
reminder template. The reminder is printed with content and structure as defined
in the print options.
Window
Reminder Templates
Related Window Descriptions
Reminder Templates
Reminder Templates/General
Reminder Templates/Reminder Levels
Reminder Templates/Print Options
Procedure
To enter a reminder template:
- Open Reminder Templates. Click on New beside the General tab.
- Enter Template ID and Description. Fill in the number of days in the Accepted Delay
field and check the Default Template box if this template is to be the default when a new
customer is entered. Only one template can be a default template. The Create Reminder box
is checked automatically.
- Mark the Invoices Not Due box if these are to be included in the reminder. Mark the
Customer Credits box if credit invoices are to be included.
Select the Include Invoices check box if you want to include all the
invoices that has reached the highest number of reminder levels of the reminder
template. Mark the Accrued Interest box
if accrued interest is to be shown.
- Enter a threshold in Installment Amount Due,
if an open item with amount due less than the threshold shall be loaded into the proposal with status Excluded.
If you leave this field empty, Installment Amount Due below will not be
checked when a reminder proposal is created.
- Enter a threshold in Reminder Amount Due, if
a payer with total amount due per currency and reminder template less than
the threshold shall be loaded into the
reminder proposal with status Excluded. If you leave this field empty,
Reminder Amount Due below will not be checked when a reminder proposal is
created.
- Save entered data by clicking Save.
- Choose the Reminder Levels tab to continue entry.
- Mark the second row and click on New. Enter Title and Min Days to Next Reminder. Note
that level 0 is given automatically when the
system is entered. The level is set by the system in chronological order, depending on how
many reminders are to be included in the reminder template.
- Select the Collection Level check box
for that level for, which a customer shall be loaded into the reminder proposal
with status Excluded. If the collection level has been reached for
this particular customer, the company can initiate a debt collection routine
.- Click Save.
- If you have selected the Collection Level
check box, go to the General tab and select
Customer in Collection
Identity check box, in order to activate the check for that
collection level.
- Save the information in General tab and return to
the Reminder Levels tab.
- Choose the Print Options tab
to continue entry.
- The Layout ID to be used when
printing reminders is displayed by default
if one of the existing Reminder Layouts is indicated as default. You can
also select a layout ID from the list of values.
- Select the Print AR Contact
Data check box if the payer's AR Contact with Name, Phone, Fax and Email
should be printed in the reminder report. If no AR Contact is defined for
the payer then AR contact selected as default in AR Contact window is
printed in the reminder.
- Select the Notes check box if the
notes of the invoice, credit item, payment on account, payment in advance or
difference item should be printed in the reminder.
- Select the Text of Highest
Level check box only, if the reminder text for the highest reminder level of reminder
should be printed only. The reminder text of a lower level will not be
printed in the reminder report and the actual reminder level of the reminded item is
printed in the report line.
- Select the Consider Credit
Items check box for Reminder Text and Fee if you want to print the reminder text and
reminder fee of a
lower level when credit items are included in the reminder for the payer.
The debit items of the highest reminder level are deducted first by the
credit items to lower the reminder level to be used to print reminder text
and fee. This option is available if you
select on tab General the check box
Include Credit Items.
- Click Save.