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 articles Tab Attributes, Tab Attachments, Tab Associated Documents and History.

[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.