11.10. Dunning

In SocrateCloud, the Dunning functionality is used to inform business partners, manually or automatically, of due payments or requests. Dunning letters can be printed or can be sent by email as a PDF attachment. The letter format and contents are customisable. Each business partner or business partner group can be associated with a dunning type.

Donning letters can be entered and operated manually in the Dunning Run window or automatically, using the Generate Dunning Letters process.

Dunning configuration setup:

• Define Mail Template

• Define Dunning

• Select the default Dunning;

  • for business partners - Dunning field in the Business Partner window, Customer tab;

  • for business partner groups - Dunning field in the Business Partner Group window;

• Define a Contact - in the Business Partner window, Contact tab:

  • • Name

    • Invoice Contact checkbox

    • Email

    • Notification Type = "Email+Notification"

Dunning Mail Template

The Mail Template window can be used to define a specific mail template for sending dunning letters. The following fields are available:

• Organization - the template can be used for the tenant (*) or for a specific organization;

• Subject - the email subject;

• Text mail - email contents in HTML;

  • starting 15.11 more than 2000 characters can be entered in the text mail fields;

Dunning

The Dunning window, located in the Partner Relations - Business Partners Rules -> Business Partner Setup menu, is used to define the format, content and parameters used for dunning. The following fileds are available:

• Name, Description

• Send dunning letters - if checked, the dunning letter will be sent by email as a PDF attachment;

• Create Levels Sequentially - if checked, only a single level will be used at a time. The levels with the highest value in the Days after limit date field will be used;

• Include Effects - starting with SocrateCloud 15.10, if checked, the dunning will include "Check" documents not yet cashed (no bank statement match) and their allocated invoices.

The Levels tab is used to define the dunning rules. The following fields are available:

• Name, Description

• Days After Due Date - number of days since the first due date for a business partner required for dunning. If a negative number s entered, the dunning will be sent before the invoice due date;

• Days between dunning - a new dunning letter can be sent or printed for a business partner only after the number of days entered here;

• Show Not Due - if checked, the dunning will contain all the unpaid invoices, including invoice not due;

• Show All Due - if checked, the dunning will contain all due invoices, not taking in consideration the value in Days After Due Date;

• Charge fee, Fee Amount, Charge Amount - not usable in the current SocrateCloud version;

• Print Text - the title on the dunning letter;

• Note - additional note printed on the dunning letter;

• Dunning Print Format - print format used for the dunning letter (Dunning_Header ** TEMPLATE **);

• Credit Stop - if checked, after sending a dunning letter, the credit status for the business partner will become "Credit Stop";

• Set payment Term, Payment Term, Collection Status - not usable in the current SocrateCloud version;

Dunning Run

The Dunning Run window, located in the Open Items -> Customer payment menu, is used to manage dunning runs for open invoices. Dunning runs are generated based on dunning levels and are used to send or print dunning letters. The following fields are available:

• Dunning Date - due payment notification date;

• History Date - date used to determine the number of due days (if not selected, the dunning date will be used);

• Dunning Level - dunning level based on which the dunning run will be generated;

• Create Dunning Run button - starts the process used to generate dunning run entries. Before running the process you can specify the following parameters:

• • Include Disputed - if checked, dunning entries will be generated for disputed invoices also;

  • Only Sales Invoice - if checked, dunning entries will only be generated for customer invoices;

  • Only Orders Invoices - if checked, dunning entries will only be generated for vendor invoices;

  • Default Sales Rep - sales representative that will be notified after printing or sending dunning letters;

  • Include All Currencies - check to generate dunning entries for documents, regardless of currency. If not dunning entries will be generated only for documents with the currency selected in the Dunning Currency field;

  • Dunning Currency - currency used on the dunning letters;

  • Business Partner, Business Partner Group - select the business partners for which dunning entries will be generated;

The Entry tab contains the business partners in the dunning run. The Details tab contains, for each business partner, the due invoices.

Print Dunning Letters

The Print Dunning Letters process, located in the Open Items -> Customer Payments menu, is used to print dunning letters or send them by email as a PDF attachment, based on a dunning run. Before running the process you can specify the following parameters:

• Email PDF - check to send dunning letter by email as a PDF attachment;

• Mail Template - used when sending dunning letters by email;

• Dunning Run - select the dunning run based on which the dunning letter will be sent or printed;

  • Only if BP has Balance - if check, dunning letters will not be sent to business partners with a positive balance;

• Include BP Invoice contacts - an email will be sent to all the business partner contacts with Invoice Contact checked. Otherwise, an email will be sent only to the contacts on dunning run entries;

• Unprocessed Entries Only - if checked, only unprocessed dunning runs will be used to generate dunning letters. This is useful when run the process a second time for a dunning run that was not completely processed (e.g. due to an invalid email address);

After running the process, the dunning run details for which dunning letters were sent or printed will be marked as "Processed".

Starting with v14.09 the process will generate an archive with the dunning letters that were sent or printed. The archive will be named "Dunning.zip" and it's contents will include the duning letters in PDF format.

Generate and Print Dunning Letters

The Generate and Print Dunning Letters process, located in the Open Items -> Customer Payments menu, is used to automatically send or print dunning letters based due invoices and dunning runs. The process parameters and functionality are described above, for the Dunning Run window, Generate Dunning Run button and Print Dunning Letters process.

If run manually, in order to determine the due invoices, the process will use the organization selected at login.