Creating a payment reminder
Modifying a payment reminder
Removing an invoice from a payment reminder
Changing the payment reminder type
Deleting a payment reminder
Sending a payment reminder
Sending selected payment reminders
Payment reminder image and its visibility in Sales Invoices
When payment reminder types have been set up in the Settings - Demands for payment view, actual payment reminders can be created. Creation can be done either in the view; Accounts receivable - Invoices - Due Invoices or Accounts receivable - Demands for payment - Incomplete. Note! This function does not send reminders yet.
On the payment reminder you define
- the customers for whom the payment reminder is created.
- which collection level is used, i.e., whether the first, second, or third payment reminder is sent.
Payment reminders are created by clicking the Done button, which moves them to the Incomplete state. They can still be modified or deleted. The created payment reminder will display a report, which is also visible in the Reports - Transfer reports view.
Creating a payment reminder
- Select the Sales Invoices Accounts receivable - Demands for payment - Incomplete OR Accounts receivable - Invoices - Due invoices view
- Click the Create demands for payment button
- Complete the information in the pop-up window
- Save the information with the Done button.
Customer groups/Customers - With this selection, you can choose one, several, or all customer groups/customers based on Sales Invoices.
Selecting one Customer group/Customer
Click the name of the customer group/customer in the list -> the customer group/customer displayed in blue is selected. Then click the Selected arrow to the right -> the name of the customer group/customer moves to the Selected customer groups/- customers window.
Selecting multiple scattered Customer groups/Customers
Hold down the CTRL key on the keyboard and click the names of the customer groups/customers that will be included in the mass invoicing. The selected customer group/customer row will always turn blue. Then click the Selected arrow to the right -> the names of the selected customer groups/customers move to the Selected customer groups/- customers window.
Selecting multiple consecutive Customer groups/Customers
Click the name of the first customer group/customer, then hold down the SHIFT key on the keyboard and click the name of the last customer group/customer to be included -> all customer groups/customers between them will be selected (the rows of customer groups/customers will appear in blue). Then click the Selected arrow to the right -> the names of the selected customer groups/customers move to the Selected customer groups/- customers window.
Selecting all customer groups/Customers
No need to select the name of any customer group/customer from the list
Just click the All arrow to the right of the customer groups/customers window -> the names of all customer groups/customers will move to the Selected customer groups/- customers window.
Canceling customer selection - If necessary, you can change the selected customers or customer group selections by clicking the corresponding arrows to the left.
Debt collection level - Select the collection level to be used in the payment reminder from the drop-down menu. The collection levels used in the payment reminder (1, 2, 3) must be set up first in Settings - Demands for payment.
Transfer reports are created from the created payment reminders:
Modifying a payment reminder
After creating a payment reminder, it can still be modified before sending. This guide also includes instructions on what to do if a payment reminder made for an invoice needs to be changed.
- Select the Sales Invoices Accounts receivable - Payment reminders - Incomplete view.
- Double-click the payment reminder to be modified.
You can modify the address information of the opened reminder and, if necessary, remove an invoice associated with the payment reminder.
- Save the information with the Save button.
Removing an invoice from a payment reminder
If a payment reminder has multiple invoices, you can remove one of them before sending the reminder, if necessary.
- Click the row of the invoice to be removed in the opened payment reminder.
- Remove the invoice with the Delete invoice button above the invoice rows.
- Save the changes made to the payment reminder with the Save button.
Changing the payment reminder type
Example - A customer has an invoice that has been archived, and a payment reminder has been created for it. However, the wrong payment reminder type has been accidentally selected for the customer, and now there is a need to change the payment reminder type, for example, to English. However, the invoices that are now desired to be reminded with another payment reminder type have been archived, so assistance from Heeros application support is needed for the change.
1. Correct the payment reminder offered to the customer on the (Customers - By ID or by name) Additional information tab.
2. Correct the billing language in the customer's Invoicing information tab (e.g., if English payment reminder).
3. Delete the previously created 'erroneous' payment reminder in the Demand for payments - Incomplete view by clicking the payment reminder and selecting Delete selected.
4. Contact Heeros application support, where the desired payment reminder type is changed for the desired invoices.
5. After the support actions, new payment reminders will be created for the desired invoices, which will now be formed with the desired payment reminder type.
Deleting a payment reminder
Payment reminders that have been sent and archived cannot be deleted anymore. Information about deleting an Incomplete payment reminder is stored in the Reports - Deleted invoices view.
- Go to the Accounts receivable - Demands for payment - Incomplete view
- Select the payment reminder(s) to be deleted
- Click the Delete selected button
- You will be asked to confirm if you really want to delete the selected documents
Sending a payment reminder
Before sending, payment reminders must be created with the Create demands for payment function. After that, they can be sent with the Send demands for payment option. Either all unsent payment reminders can be selected for sending or specific payment reminders can be selected for sending. Note! Payment reminders are sent electronically from Sales Invoices but are always transmitted to the recipient on paper.
After sending, payment reminders will move to the Accounts receivable - Demands for payment - Sending view, from where they will be sent automatically within about an hour. After sending, payment reminders will not be archived but will only be visible in Sales Invoices Accounts receivable - Demand for payments - Archived view.
Sending selected payment reminders
- Select the Sales Invoices Accounts receivable - Demand for payments - Incomplete view
- Select the payment reminders to be sent
- Click Send demands for payment - Selected demands for payment
Sending all payment reminders to be sent
- Select the Sales Invoices Accounts receivable - Demands for payment - Incomplete view
- Click Send demands for payment - All to be sent
Payment reminders will move to the Accounts receivable - Demands for payment - Sending view, from where they will be sent automatically within about an hour. A report will be generated from the sending, which can also be read in the Reports - Transfer reports section.
Payment reminder image and its visibility in Sales Invoices
The PDF image of the payment reminder is a replica of the payment reminder sent to the customer. The PDF image file is created when the archive copy of the payment reminder returns to Sales Invoices, usually about 1-2 hours after the payment reminder is sent.
The PDF of the payment reminder can be viewed in Sales Invoices Demands for payment - Archived view, on the Archive tab of the opened payment reminder
Example image of a payment reminder.