This instruction explains how you create a payment reminder proposal for one or several payers.
A proposal for a payment reminder is created in accounts receivable, listing all past due invoices per currency for the selected payers/customers according to their respective payment reminder rule.
The following information is included:
Invoice number, invoice date, due date, currency, currency amount, reminder level (that is the number of reminders created for each invoice), number of days passed since due date, whether the invoice will be handed over for collection after this reminder, invoiced currency amount, outstanding currency amount, cumulative interest, and invoice block code. Additional information may be included, depending on the reminder rule(s) selected.
Review and adjust the proposal before printing the final payment reminder. You can also print a preview of the reminder without updating the invoice status.
No transactions are generated. A payment reminder proposal is created and saved for further processing. The affected invoices receive a block code in the accounts receivable file (FSLEDG) and are consequently blocked from being included in other payment reminder proposals until the the proposal is deleted or the final payment reminder is printed.
Select ‘Payment Reminder. Open’ (ARS150/B).
Panel B lists previous payment reminders and proposals, date when generated, created by, and status. The following statuses are used:
0 = The payment reminder proposal is created and can be processed.
1 = The payment reminder proposal is being created.
2 = The payment reminder or the proposal is being used by another user.
4 = The payment reminder or the proposal is being deleted.
6 = The payment reminder is being printed/created.
7 = The payment reminder is being reprinted.
9 = The payment reminder has been printed. It may not be changed but can be printed again.
Create Payment Reminder Proposal
Create a new payment reminder proposal by giving it a name. Click New.
Note that the Name field may be left blank on this panel. However, it must then be entered during the next step.
On panel (ARS151/E), enter any of the following ranges: To date (required field specifying the latest due date up to when invoices are selected), accounting dimension 2, salesperson, customer group, district, country, postal code, credit department reference, payer, customer number, currency, and invoice number (optional values).
Enter also a range of payment reminder levels (optional).
The payment reminder level can be adjusted manually for each invoice in ‘Customer Invoice. Change’ (ARS201/E). If the reminder level is 2, the invoice will be included when creating a payment reminder for level 3.
Enter a report text to be printed on the proposal only (optional).
Use the columns Sorting order, Page break and Print totals to control how the information should be sorted in the proposal and the final reminder (optional). Press Enter.
Enter Additional Values
On the F panel, enter a grouping method indicating whether the proposal information should be presented per customer or per payer (required).
If you wish to limit the selection of records further, enter up to five payment reminder rules.
The rules must have the same grouping method as entered in the field above. Only records matching the rule definitions are included in the proposal.
If you wish to include only records with a certain payment method, enter an AR payment method.
Select in the ‘Sort on invoice date’ field whether the invoice records should be sorted by invoice number or invoice date (optional).
Define whether internal and/or external text (from ARS201/T) should be included in the proposal.
Valid alternatives: 0 = No text; 1 = External text; 2 = Internal text; 3 = External and internal text. Note that the external text is always printed if this is selected for the payment reminder rule.
Enter the last payment date, that is, until which date the payments have been entered in the company that sends the reminder (optional).
A variable for this date and the following prescribed date can be entered in the opening and closing comments defined in (ARS010).
Enter the prescribed date, that is, the latest date when the invoices past due must have been paid (optional).
In certain countries you are required to set such a prescribed date. After this date you can contact the legal authorities to collect the amounts.
Press Enter to create a proposal for the new payment reminder and to return to panel (ARS150/B).
The proposal is listed if any invoices matching the selection criteria were found. Block codes used are changed from 0 to 3 when a payer or an invoice is blocked after adjusting and reprinting the proposal. Code 5 is set if the total of all invoices for the payer/customer is lower than the minimum amount defined for the reminder rule.
Verify Payment Reminder Proposal
Review the proposal and make notes on which invoices should not be included in the final payment reminder.
To check dubious records, start ‘Accounts Receivable. Display’ (ARS200) to see the original invoices and the transactions included.
(ARS200) can also be used to block an invoice from the payment reminder routine or to change the payment deadline (in the Follow-up date field) and the payment method for a new invoice selection. The number of reminders sent and the latest reminder date can be changed as well (see under step 3). The date in the Due date field should not be changed, however, since the original due date is used for interest calculation.
To include any invoices adjusted in (ARS200), the old proposal must be deleted and a new proposal created in (ARS150).