Creating reminders
Automatic creation - Create Reminders... and Create Reminders from Sales Advances function
These batch jobs create reminders for customers with overdue balance. They can be found on the Reminders page, under the Process button.
On the batch job tabs it is possible to specify filters, that will be applied when launching the action. For example, before launching, you must enter the Document Date that the batch job will apply.
The batch job will use the customer card information to determine the related reminder terms. The batch job uses the reminder terms code and advance reminder terms code assigned to the customer to gain the following information related to the reminder:
- Reminder due date.
- Interest percentage, if any.
- Whether additional charges are to be included.
- Whether to use a predefined text.
- Whether to calculate the interest.
- Whether the interest and additional charges shall be posted.
The batch job checks open customer ledger entries or sales invoices in Issued state to determine whether some entries are already payable. If there is an open customer ledger entry that is overdue, the batch job will insert all open entries into the reminder lines (even if the entries are not payable yet), unless you check the Only Overdue Entries box.
⚠️ The batch job only inserts customer ledger entries that are in the same currency, as the currency in the reminder header. The batch job creates one reminder for each currency, for which some payable customer ledger entries exist. If you select Calculate interest on reminders and if the Interest Calculation field in the Finance Charge Terms table contains the Closed entries option, the batch job will also calculate interest from the closed part (paid amount) of the open entries.
If you check the Only Overdue Entries box on the Options tab, the batch job will enter only open overdue entries. By setting up proper filters, you can specify which entries will be included in the batch job. You can add additional fields to the Customer and Cust. Ledger Entry tabs by clicking the Add Filter button.
On the Reminders page, the Sales Advance Reminder field then indicates which reminders were created by the Create Reminders from Sales Advances batch job.
Manual creation - Suggest Reminder Lines function
The Suggest Reminder Lines function can also be found in the Process menu on the Reminders page. Based on the information in the reminder header, this batch job will check the open customer ledger entries to determine all overdue payments. It is necessary to enter the document date and the reminder terms code to the reminder header.
When you run the batch job, the Grace Period field in the Reminder Level table specifies when the first and the following reminders shall be suggested.
If the batch job finds an open overdue entry, all open customer ledger entries will be inserted into the reminder lines (even if the entries are not overdue yet).
⚠️ The batch job deletes existing reminder lines before inserting the newly generated lines. The batch job only inserts customer ledger entries that are in the same currency, as the currency in the reminder header. If you invoice a customer in more currencies, you will need to create a separate reminder for each of these currencies. If you select Calculate interest on reminders, and if the Interest Calculation field in the Finance Charge Terms table contains the Closed entries option, the batch job will also calculate interest on the closed part (paid amount) of the open entries.
If you check the Only Overdue Entries box on the Options tab, the batch job will enter only open overdue customer ledger entries.
By setting up proper filters, you can specify which entries will be included in the batch job. You can add additional fields to the Reminder and Cust. Ledger Entry tabs by clicking the Add Filter button.
On the reminder page, use the Actions - Issuing - Test Report option. The Reminder - Test report window will open, which is specified on the Report Selections Reminder/Finance Charge page.