Create and Work with Tickler Note for Contact with Payer and Action Taken

Outcome

A tickler note is created, describing the latest contact with the payer, the result and the last date for an agreed action to be completed.

If the tickler note is connected to one or several specific invoice records, each invoice for which payment is made in 'Payment Received. Record' (ARS110) after it was included in the tickler note has status 9=Closed in 'Payer. Connect Tickler Notes - Details' (RMS441). If all invoices are paid, the entire tickler note is closed automatically.

Invoices that are not paid but connected to a tickler note are marked with an asterisk in 'Accounts Receivable. Display' (ARS200/B) when sorting order 1, 7 or 11 is selected.

Payers with open tickler notes whose action date has passed are flagged with an asterisk in 'Credit Monitoring. Process' (RMS420).

The action date specified, that is the last day for an action to be taken, is used as a selection criteria during credit monitoring:As long as a payer has a tickler note with an action date (that is, the last day for an action to be taken) later than current day, the payer will not be selected when transactions for credit monitoring are generated in 'Credit Monitoring. Create Transactions' (RMS410).

You can print the tickler note for internal purposes or send it to the payer to confirm any agreement made. You do this in 'Tickler Note. Print' (RMS500).

The following files are updated:

• Tickler notes are saved in the tickler file (FCRMTN)
• Invoices connected to tickler notes are saved in the invoices per tickler note file (FCRTND)
• The accounts receivable detail file is updated (FSLEDX).

Before you start

• The starting conditions listed in Reminding Payer about Past Due Customer Invoices by Phone must be met.
• If the tickler note should be printed and sent to the payer, a standard letter of type 4 must be created in 'Payment Received. Open Standard Letter' (ARS050).

Follow These Steps

Create Tickler Note

Select one of the following alternatives:

• Create Tickler Note for Invoices in the Accounts Receivable File

  1. Start 'Accounts Receivable. Display' (ARS200/B).

  2. Select option 19='Tickler notes' for the selected invoices.

  3. 'Payer. Connect Tickler Note' (RMS440) is activated.'

  4. Continue with Create Tickler Note without Direct Connection to Invoice.

• Create Tickler Note in the Credit Monitoring Routine

  1. Start 'Credit Monitoring. Process' (RMS420/B).

     An asterisk is used to identify payers, reasons and invoices with a connected tickler note.

  2. Select one of the following alternatives and continue with Create Tickler Note without Direct Connection to Invoice

     • To create a tickler note or review existing tickler notes for a payer listed, select option 16='Tickler notes'
     • To create/review a tickler note for a credit monitoring reason in 'Credit Monitoring. Display per Payer' (RMS421/B), select option 16.
     • To create/review a tickler note for one or several invoices included in the credit monitoring routine for a payer, select option 19='Create tickler note'.
• Create Tickler Note without Direct Connection to Invoice

  1. Start 'Payer. Connect Tickler Note' (RMS440).

     Panel B is displayed, listing previous tickler notes, with description, information on entry date, action date, and status.

  2. Set the panel sequence.

     This instruction is based on panel sequence E.

  3. Select sorting order 1='Tickler note'.

     Sorting orders 2='Registration date' and 3='Action date' are used for sorting and reviewing purposes only.

  4. Define what previous tickler notes should be listed by changing the status parameter: Open (0), closed (9), or all tickler notes (blank field)

  5. In (RMS440/B), create a new tickler note by giving it an identity, which can consist of up to six alpha-numeric characters. Press Enter.

  6. On the E panel, give the note a description and a name.

  7. Enter registration date and action date; that is, the last day for an action to be taken.

  8. Add your comments. Up to ten lines can be used.

  9. If needed, add an extra text block for further comments in the free text panel. Press Enter to return to panel (RMS440/B).

Add Invoice Records to Existing Tickler Note

1. Repeat the steps for selecting records in the accounts receivable file or the credit monitoring routine, as mentioned above.

2. When (RMS440) is called, select option 21='Add to tickler' for the tickler note.

   The invoices are automatically included in the tickler note.

Review Tickler Note Details and Invoices

1. To review the tickler note, select one of the following options:

   • To see the tickler note text, credit department reference, action date etc., select option Open or Display to call the E panel
   • To see the invoices connected to the tickler note, select option 11='Tickler detail' for the tickler note and continue with the next step.

2. In 'Payer. Connect Tickler Note - Details' (RMS441), review the list of included invoices, their invoice amounts and paid amounts and status.

3. For further details, select any of the following options for the invoice(s):

   • Option 5 to review general data such as invoice date and due date
   • Option 11='Invoice details' to review details in 'Customer Invoice. Display Separate' (ARS215).

Print Tickler Note and Send to Payer

1. In (RMS440), select option Print for the tickler note.

2. In 'Standard Letter. Print' (ARS115/E), that is activated, adjust any of the following values, if necessary: Standard letter, language, fax transmission or not, fax number, the company's credit department reference, and the two additional text lines. Press Enter.

3. Send the printed tickler note to the payer.

Close Tickler Note, Manually or Automatically

1. To indicate manually that action has been taken and that the tickler note is fully processed, select option 9='Close tickler note' for the note on the B panel.

2. To close the tickler note automatically, enter payments received for the invoices connected to the tickler note in 'Payments Received. Record' (ARS110).