Verify and Adjust Payment Reminder Proposal and Create Final Payment Reminder for a Customer or Payer in (ARS650)

This document explains how to adjust a previously created payment reminder proposal in 'Payment Reminder. Open' (ARS650) for one or more customers or payers, and then create the final payment reminder based on the proposal.

Outcome

See Creating 'Open Item' Payment Reminder for a Customer or Payer in (ARS650).

Before you start

You must meet the starting conditions listed in Creating 'Open Item' Payment Reminder for a Customer or Payer in (ARS650)'.

You must create a payment reminder proposal in (ARS650). After creation, you can adjust the new payment reminder proposal and further processed when it reached proposal status 20='New' and proposal progress 0='The proposal can be processed'.

Follow these steps

Review the proposal
  1. Start 'Payment Reminder. Open' (ARS650).

    The B panel is displayed, listing previous payment reminders and proposals, their generation dates, created by, and status.

  2. Review the proposal and make notes on which invoices you do not want to include in the final payment reminder. For example, if a payment has already been received as a check but has not been allocated to the invoice yet.

    You can do your review based on the printed proposal (ARS653PF) or you can use option 5='Display' on (ARS650/B) to display the proposal in 'Payment Remider– Open Details' (ARS651). On (ARS651/B), the content of the proposal is sorted by customer or payer depending on the grouping method selected for the proposal. You can also sort the content by division and number of reminders if 'Split by div' and 'Split by rem' is used during creation of the proposal (ARS655/E).

    By using related option 11='Invoices' on (ARS651/B), all invoices for a customer or payer are listed in 'Payment Reminder. Open Invoices' (ARS652). On (ARS652/B), the invoices for the customer or payer are sorted by invoice number.

    Note: (ARS652/B) that contains the listing of the invoices of a customer or payer is also displayed when using option 5='Display' or option 2='Change' on (ARS651/B) if panel '1' is included in the panel sequence defined on (ARS651/P) reached from (ARS651/B) with F13='Settings'.

    You can configure your own user-defined sorting orders in 'Sorting Order. Open' (CRS022), reached from (ARS651/B) or (ARS652/B) by prompting the 'Sorting Order' field twice.

    For the sorting orders, you can configure your own user-defined views in 'View. Open' (CRS020), reached from (ARS651/B) or (ARS652/B) by prompting the 'View' field twice.

Adjust customers or payers in the payment reminder proposal in (ARS651)

  1. To do adjustments to a proposal in (ARS650), use option 2='Change' on (ARS650/B) to reach (ARS651) in edit mode. The customers or payers are listed on (ARS651/B) with either of these Proposal line statuses:
    • 0='Included': The customer or payer is included in the final payment reminder.
    • 1='Excluded': The customer or payer is manually excluded by the user or during payment proposal creation because the sum of the invoice amount is less than zero due to credit notes and is not included in the final payment reminder.
    • 4='Collection': The customer or payer is not included in the final payment reminder because all invoices for the customer or payer are included in a collection assignment.
    • 5='Excluded due to minimum amount': The customer or payer is excluded during payment proposal creation because the sum of the invoice amount is less than 'Min amt remindr' on the payment reminder rule (CRS465). The customer or payer is not included in the final payment reminder.
  2. On panel (ARS651/B), use F13='Settings' to set the panel sequence on (ARS651/P). This instruction is based on panel sequence EF1. Press Enter.
  3. Select any of these options on (ARS651/B) for the customer or payer to adjust in the proposal:
    • 2='Change': Use to add or adjust the introductory comment and closing comment for a payment reminder. Panels (ARS651/E) and (ARS651/F) are displayed. If this option is selected, continue to the next step.
    • 4='Delete': Use to delete a customer or payer completely from the payment reminder proposal. Panel (ARS651/D) is displayed.
    • 7='Exclude': Use to exclude a customer or payer from the payment reminder proposal. The 'Proposal line status' is changed to 1='Excluded'.
    • 8='Include': Use to include a customer or payer that is excluded from the payment reminder proposal. The 'Proposal line status' is changed to 0='Included'.
    • 11='Invoices': Use to list all invoices included in the payment reminder proposal for a customer or payer without displaying the introductory comment and closing comment. Panel (ARS652/B) is displayed. If this option is selected, proceed to Adjust separate invoice in the payment reminder proposal in (ARS652).
    Note: You can only use options 2, 4, 7, and 8 if (ARS651/B) is reached in edit mode through option 2 on (ARS650/B). If a proposal is displayed with option 5 on (ARS650/B), you cannot use these options on (ARS651/B).
  4. On panel (ARS651/E) specify an introductory comment in the nine text fields, and, optionally, two additional lines of text. If a standard introductory comment is defined for the language used on 'Payment Reminder Rule. Enter Text' (ARS010/E), the text is automatically retrieved but it is changeable. Press Enter.

    On panel (ARS651/F) specify a closing comment in the nine text fields, and optionally, two additional lines of text. If a standard closing comment is defined for the language used on 'Payment Reminder Rule. Enter Text' (ARS010/E), the text is automatically retrieved but it is changeable.

    On panel (ARS651/F), specify whether an optional payment reminder date text or optional payment reminder heading is printed on the final payment reminder. If a standard closing optional reminder date text or optional payment reminder heading is defined for the language used on 'Payment Reminder Rule. Enter Text' (ARS010/E), the text is automatically retrieved but it is changeable.

    Press Enter to proceed to (ARS652/B), where the invoices for the customer or payer are listed.

Adjust separate invoice in the payment reminder proposal in (ARS652)
  1. On (ARS652/B), the invoices for a customer or payer are sorted by invoice number. The proposal line status indicates the status of a specific invoice in the proposal, and filtering is available for this field. These are the statuses of this field:
    • 0='The invoice will be included in the final payment reminder'
    • 1='The invoice will not be included in the final payment reminder'
    • 4='The invoice will not be included in the final payment reminder, because the invoice for this customer (or payer) will be included in a collection assignment'
    • 5='Excluded due to minimum amount'
  2. To adjust an invoice in the proposal, select any of these options on (ARS652/B):
    • 2='Change': Use to specify or change a comment and line text in the three text fields for a specific invoice. The panel (ARS652/E) is displayed.
    • 4='Delete': Use to delete an invoice completely from the payment reminder proposal. The panel (ARS652/D) is displayed.
    • 5='Display': Use to display a comment and line text in the three text fields for a specific invoice. The panel (ARS652/E) is displayed.
    • 7='Exclude': Use to exclude an invoice from the payment proposal. The 'Proposal line status' is changed to 1='Excluded'.
    • 8='Include': Use to include an invoice that is excluded earlier from the payment proposal. The 'Proposal line status' is changed to 0='Included'.
    Note: If you change the due date for an invoice in 'Customer Invoice. Change' (ARS201), an already existing proposal in (ARS650) is not automatically updated. To make the payment reminder reflecting the new due date, you must create a new proposal in (ARS650).
  3. When you are done with the adjustments for the payment reminder proposal, return to panel (ARS650/B). If required, use related option 7='Print proposal' to reprint the payment reminder proposal (ARS653PF).
  4. You can view the final payment reminder documents from (ARS650/B). Use related option 6='Print reminder' to print the payment reminder (ARS659PF).
    Note: Preview of the payment reminder do not use settings from 'Std Document. Connect Media Ctrl Object' (CRS945) or 'Email Address. Open' (CRS111).
Create the final Payment Reminder
  1. Select related option 9='Confirm' on (ARS650/B) for the payment reminder proposal in proposal status 20 to print the final payment reminder (ARS659PF) for the customers or payers included in the proposal. Acknowledge the confirmation on (ARS655/G) by entering payment reminder date.
    Note: If the payment reminder proposal is created on the blank division, the charge is then created on the reporting division that is specified when confirming the proposal (ARS655/G) or when creating the proposal with the parameter 'Auto upd prop' enabled (ARS655/E). If the payment reminder proposal was created with split by division, the charge will instead be created in each division.
  2. If required, use related option 6='Print reminder' on (ARS650/B) to reprint the payment reminder (ARS659PF) for an already confirmed proposal in proposal status 90.
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