In the system, it is possible to generate debt collection documents serially, that is for many payments of different customers.

Such serial operations can be performed from the level of Finances → Receivables.

Batch generation of payment reminders

In order to perform batch generation of <<payment reminders>>, it is necessary to select appropiate payments on the list and select [Payment Reminders] button. A window for generating payment reminders is opened.

The window for generating payment reminders is composted of the following fields:

• Payment Reminder Content − e-mail message content
• Payment Reminder Costs
• Days of Delay:
• By document definition – settings from document definition are retrieved
• By filter settings – by filter settings regarding days of delay which are set on the list
• Indicated range – upon selecting this option, two addition columns are displayed: From/To. If there are values in the columns, then, when generating payment reminders, only payments meeting the criteria are taken into account.

After completing the fields and selecting the [Generate] button, payment reminders are created separately for each customer and payment currency. Generated payment reminders have Unconfirmed status, so it is possible modify them.

Batch generation of dunning letters

In order to perform batch generation of <<dunning letters>>, it is necessary to select appropriate payments on the list and select [Dunning Letters] button. A window for generating dunning letters is opened.

The window for generating dunning letters is composted of the following fields:

• Dunning Letter Content − e-mail message content
• Dunning Letter Costs
• By document definition – settings from document definition are retrieved
• By filter settings – by filter settings regarding days of delay which are set on the list
• Indicated range – upon selecting this option, two addition columns are displayed: From/To. If there are values in the columns, then, when generating dunning letters, only payments meeting the criteria are taken into account.
• Interests:
• From customer form – interest is calculated the same way as when adding a dunning letter from the level off Finances → Dunning Letters
• Individual – an additional column for entering a value appears
• Minimum Interest Amount – dunning letters are generated only for those receivables, for which the value of calculated interest is greater or equal to the entered value.

After completing the fields and selecting the [Generate] button, dunning letters are created separately for each customer and payment currency. Generated dunning letters have
Unconfirmed status, so it is possible to modify them.

Batch generation of late fees

In order to perform batch generation of <<late fees>>, it is necessary to select appropriate payments on the list and select [Late Fees] button. A window for generating late fees is opened.

Window for generating late fees from the list of receivables

Window for generating late fees from the list of receivables contains the following fields:

• Late Fee Content − e-mail message content
• Late Fee Costs
• Days of Delay:
• By document definition – settings from document definition are retrieved
• By filter settings – by filter settings regarding days of delay which are set on the list
• Indicated range – upon selecting this option, two addition columns are displayed: From/To. If there are values in the columns, then, when generating late fees, only payments meeting the criteria are taken into account.
• Interests:
• From customer form – interest is calculated the same way as when adding a dunning letter from the level off Finances → Dunning Letters
• Individual – an additional column for entering a value appears
• Minimum Interest Amount – late fees are generated only for those receivables, for which the value of calculated interest is greater or equal to the entered value.

After completing the fields and selecting the [Generate] button, late fees are created separately for each customer and payment currency. Generated late fees have Unconfirmed status, so it is possible modify them.

In case if a payment is not paid within its due date, an additional fee is charged for each day of delay – so-called interest on arrears. The amount of such additional fee results from the interest rate outlined in statutory regulations and trade agreements. The interest rate can change in time since each interest rate has its validation dates determined. Defined interest rates are common for a whole company structure. An arrear amount is calculated on the basis of given document’s payment value.

In the system, there are three statutory interest rates available, effective in particular periods. These rates can bee freely edited. The list of interest rates is available from the level of the menu Configuration → Finances, under the button [Interests].

To define new interest rate, it is necessary to select the button [Add] from the List group of buttons and complete the following data:

• Value [%] – interest rate with two decimal places precision. The system controls the uniqueness of values in case of the same date and type.
• From – interest effective date
• Type – indicates type of interest rate. It is possible to select values entered in <<generic directories>>.

Interest on customer form

In the system, it is possible to assign statutory interest type or define new contractual interest for a customer. It can be done on customer form, in the tab Accounting, in the Interest panel.

To do so, it the field Interests, it is necessary to select one of the following values: Contractual or Statutory. If the option Statutory is selected, the Type field is automatically filled in with default value form Interest Rate Type directory, with a possibility to change it.

If the option Contractual is selected, the Type field is not available, however, the user can define own interest values. To do so, it is necessary to select [Add] button and complete the following columns: Value [%] and From.

A payment reminder reminds the payer of receivables not paid within their due date.

Configuration of parameters on Payment Reminder document type

Payment reminder document definition is available from the level of the menu Configuration → Company → Documents → Payment Reminder.

On Payment Reminder document type, in the tab General, a user can set:

• Exchange Rate Type – for payment reminders issued in foreign currency. It is possible to select one of the <<exchange rates defined in the system configuration>>.
• Date Type – for payment reminders issued in foreign currency.
• Number of Days Before the Date – for payment reminders issued in foreign currency.
• Number of Days After Due Date – number of days after which a payment reminder will be sent. An integer number from the range (-99:99) should be entered in this field. When a negative value is entered, it is possible to start debt collection actions yet before the due date.
• Obligatory minimum retention period
• Subject – e-mail message subject. The values defined in <<generic directories>> are available.
• Message – e-mail message content. The values defined in <<generic directories>> are available.

List of payment reminders

The list of payment remidners is available from the level of Finances → Payment Reminders. The list contains <<standard buttons>.

The list is composed of the following columns:

• Document Number
• Date of Issue
• Customer Code
• Customer Name
• Address – customer’s address
• Arrears – total of amounts to be paid for receivables indicated in the payment reminder
• Costs
• Total – total of arrears and costs
• Currency
• Status

Detailed description of functioning of the filters can be found in category <<Searching and filtering data>>>

Adding payment reminder

In order to add a payment reminder, click on [Add] from the List button group.

Tab General

• Number – number consistent with the numerator
• Payer – selection of a customer from the list of customers
• Content – e-mail message content
• Delay – number of days after due date, specified in the Payment Reminder document definition. Default values is 14 days and it can be changed at any moment. For example, if in the field Delay, number of days 10 is indicated, it means that a payment reminder document can include payments whose due date is expired for at least 10 days.
• Payment Form – retrieved from the form of a customer indicated as a payer
• Due Date – retrieved from the form of a customer indicated as a payer
• Owner – center of the company structure which is the issuer of a document
• Document status
• Date of Issue – the current date is set by default, without a possibility of changing it
• Overdue – a total of remaining amounts from receivables list
• Costs – it is possible to define a numeric value of costs associated with
  maintenance of a specific payment reminder document
• Total – a total of values Overdue and Costs

General → Receivables

The list is composed of the following columns:

• No. – ordinal number of added payments
• Document Number – system number of a receivable’s source document
• Reference Number – number of the receivable’s source document, provided by a user
• Due Date – payment due date
• Days of Delay – number of days between due date and payment reminder date of issue
• Receivable – receivable amount
• Amount Remaining – receivable amount to be paid

In order to add a receivable, click on [Add] from the Receivables button group. The button opens the list of receivables of a customer selected in the payment reminder with number of days of delay bigger or equal to the value indicated in the payment reminder. Only payments of confirmed documents can be added to a payment reminder. Exception is opening balance document.

Tab Customer

In this tab, there is data of a customer selected as the payer in the tab General displayed.

Tab Currency

In this tab, there is information regarding exchange rate and date of the currency of a payment reminder.

Tab Payments

Upon completing payment reminder costs, in this tab, payments of receivable type equal to the amount of costs appears. Their currency and exchange rate are consistent with values in the document.

Tabs Attributes, Attachments, Associated Documents, Change History

Detailed description of the tabs can be found in <<Article>>.

[Alert]In the system, payment reminders can also be generated in a single batch with the help of a BPM process named Notify About Arrears – Payment Reminders (PR). A debt collection document is generated for each customer based on the carried-out analysis.

A dunning letter is the subsequent reminder sent to a payer notifying him about receivables not paid within their due date and it may also include interest charged due to lack of payment within specified time.

Configuration of parameters on Dunning Letter document type

On Dunning Letter document type, in tab General, it is possible to specify the following:

• Exchange Rate Type – for dunning letters issued in foreign currency. It is possible to select one of the <<exchange rates defined in the system configuration>>.
• Date Type – for dunning letters issued in foreign currency.
• <<Number of Days Before the Date>> – also for dunning letters issued in foreign currency
• Calculate To – possible dates are:
• Due Date – calculates interest for the number of days from an invoice payment date until the date of issue of a dunning letter
• Dunning Letter Due Date – calculates interest for the number of days from an invoice payment date until the payment date of a dunning letter
• Include interest for late payment – the parameters indicates whether the value of interest for a payment should include interest on overdue payment or interest on arrears only
• Include interest in amount due – the parameter indicates whether the interest value should be included in the amount Total on dunning letter
• Number of Days After Due Date – number of days after which a payment reminder will be sent. An integer number from the range (-99:99) should be entered in this field. When a negative value is entered, it is possible to start debt collection actions yet before the due date.
• Obligatory minimum retention period
• Subject – e-mail message subject. The values defined in <<generic directories>> are available.
• Message – e-mail message content. The values defined in <<generic directories>> are available.

List of dunning letters

The list of dunning letters is available from the level of Finances → Payment Reminders. The list contains <<standard buttons>.

The list is composed of the following columns:

• Document Number
• Date of Issue
• Customer Code
• Customer Name
• Address – customer’s address
• Arrears – total of amounts to be paid for receivables indicated in the dunning letter
• Interest – total of interest calculated for payments added to the dunning letter
• Costs
• Total – depending on the setting of the parameter Include interest in amount due in the <<dunning letter definition>>, this is a total of values Arrears and Costs or total of values of Arrears, Costs and Interest
• Currency
• Status

Detailed description of functioning of the filters can be found in category <<Searching and filtering data>>>

Adding a dunning letter

In order to add a dunning letter, click on [Add] from the List button group.

Tab General

• Number – number of subsequent dunning letter, consistent with the numerator
• Payer – selection of a customer from the list of customers
• Content – e-mail message content
• Zwłoka – liczba dni po terminie płatności określona na definicji dokumentu Wezwanie do zapłaty. Domyślnie jest to 28 dni, z możliwością zmiany. Przykładowo, jeżeli w polu Zwłoka zostanie wskazana liczba 10 to na dokument monitu mogą zostać dodane wyłącznie płatności, których termin płatności minął co najmniej 10 dni temu.
• Delay – number of days after due date, specified in the Payment Reminder document definition. Default value is 28 days and it can be changed at any moment. For example, if in the field Delay, number of days 10 is indicated, it means that a payment reminder document can include payments whose due date is expired for at least 10 days.
• Payment Form – retrieved from the form of a customer indicated as a payer
• Due Date – retrieved from the form of a customer indicated as a payer
• Owner – center of the company structure which is the issuer of a document
• Document status
• Date of Issue – the current date is set by default, without a possibility of changing it
• Overdue – a total of remaining amounts from receivables list
• Costs – it is possible to define a numeric value of costs associated with
  maintenance of a specific payment reminder document
• Total – depending on the setting of the parameter Include interest in amount due in the <<dunning letter definition>>, this is a total of values Arrears and Costs or total of values of Arrears, Costs and Interest

 General → Receivables

The list is composed of the following columns:

• – ordinal number of added payments
• Document Number – system number of a receivable source document
• Reference Number – number of the receivable’s source document, provided by a user
• Due Date – payment due date
• Days of Delay – number of days between due date and payment reminder date of issue
• Receivable – receivable amount
• Amount Remaining – receivable amount to be paid
• Rate [%] – applicable <<interest rate>> retrieved from the form of a customer indicated as a payer
• Interest – interest amount charged for payment

 In order to add a receivable, click on [Add] from the Receivables button group. The button opens the list of receivables of a customer selected in the dunning letter, with number of days of delay bigger or equal to the value indicated in the payment reminder. Only payments of confirmed documents can be added to a payment reminder. the exception is an opening balance document.

Tab Customer  

In this tab, there is data of a customer selected as the payer in the tab General displayed.

Tab Currency

In this tab, there is information regarding exchange rate and date of the currency of a dunning letter.

Tab Payments

Upon completing dunning letter costs, in this tab, payments of receivable type equal to the amount of costs appears. Their currency and exchange rate are consistent with values in the document.

Tabs Attributes, Attachments, Associated Documents, Change History

Detailed description of the tabs can be found in <<Article>>.

A late fee is a document in which interest associated with a late payment for receivables are charged.

Configuration of parameters on Late Fee document type

On Late Fee document type, in the tab General, a user can set:

• Exchange Rate Type – for late fees issued in foreign currency. It is possible to select one of the <<exchange rates defined in the system configuration>>.
• Exchange Rate Type – for late fees issued in foreign currency.
• Number of Days Before the Date – for late fees issued in foreign currency.
• Number of Days After Due Date – number of days after which a late fee will be sent.
• Obligatory minimum retention period
• Subject – e-mail message subject. The values defined in <<generic directories>> are available.
• Message – e-mail message content. The values defined in <<generic directories>> are available.

List of late fees

The list of late fees is available from the level of Finances → Late Fees The list contains <<standard buttons>.

The following columns are presented for particular documents on the list:

• Document Number
• Date of Issue
• Customer Code
• Customer Name
• Address – customer’s address
• Arrears – total of amounts to be paid for receivables indicated in the late fee
• Interest – total of interest calculated for payments added to the late fee
• Costs
• Total – total of arrears and costs and interests
• Currency
• Status

Detailed description of functioning of the filters can be found in category <<Searching and filtering data>>>

Adding a late fee

Tab General

• Number – number consistent with the numerator
• Payer – selection of a customer from the list of customers
• Content – e-mail message content
• Delay – number of days after due date, specified in the Late Fee document definition. Default values is 1 day and it can be changed at any moment. For example, if in the field Delay, number of days 3 is indicated, it means that a late fee document can include payments which were made at least 3 days after the due date.
• Payment Form – retrieved from the form of a customer indicated as a payer
• Due Date – retrieved from the form of a customer indicated as a payer
• Owner – center of the company structure which is the issuer of a document
• Date of Issue – the current date is set by default, without a possibility of changing it
• Overdue – a total of remaining amounts from receivables list
• Interest – total of interest calculated for payments added to the late fee
• Costs – it is possible to define a numeric value of costs associated with
  maintenance of a specific late fee document
• Total – a total of values Overdue, Costs and Interest

General → Receivables

The list is composed of the following columns:

• No. – ordinal number of added payments
• Document Number – system number of a receivable’s source document
• Reference Number – number of the receivable’s source document, provided by a user
• Due Date – payment due date
• Days of Delay – number of days between due date and late fee date of issue
• Receivable – receivable amount
• Amount Remaining – receivable amount to be paid
• Rate [%] – applicable <<interest rate>> retrieved from the form of a customer indicated as a payer
• Interest – interest amount charged for payment

In order to add a receivable, click on [Add] from the Receivables button group. A list with receivables which fulfill the following conditions is opened:

• were issued for the customer indicated as a payer on the late fee
• were entirely or partially paid after their due date
• the number of days of delay is bigger or equal to the value in the column Delay of the late fee document

Days of delay for particular receivables are calculated as a difference between the date of payment and the due date. Column Debt Collection indicates whether a debt collection document has been already issued for a given payment. Above the list of receivables, there is Payments associated with late fees parameter which decides whether on the list there are also displayed receivables which were already included in another late fee.

Only payments of confirmed documents can be added to a late fee. The exception is an opening balance document.

Tab Customer  

In this tab, there is data of a customer selected as the payer in the tab General displayed.

Tab Currency

In this tab, there is information regarding exchange rate and date of the currency of a late fee.

Tab Payments

In this tab there are displayed payments of receivables type for the amount of late fee costs. Their currency and exchange rate are consistent with values in the document.

Tabs Attributes, Attachments, Associated Documents, Change History

Detailed description of the tabs can be found in <<Article>>.

From the level of the lists of debt collection documents and from the level of the debt collection documents, it is possible to send e-mails to customers selected as payers on those documents. It can be done with the use of the [Send] button, which is available in the Printouts group of buttons.

Sending of documents is performed on the basis of the following rules:

• There is a possibility of sending marked documents in a single batch
• The e-mail address is retrieved from the form of the customer selected as payer in a payment reminder/ dunning letter/late fee
• The description retrieved from the value of E-mail Subject directory assigned to the definition of a given document type is set as the message subject
• Message subject is set on the basis of the settings on the defition of a given document type
• E-mail content contains:
• Description retrieved on the basis of the settings on the defition of a given document type
• Default printout of the document saved in PDF format, enclosed as an attachment