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Reminders

This chapter covers everything you need to know about reminders in our ERP solution. It is divided into the following sections:

Defining Reminder Level Texts

This section describes how to define individual reminder level texts. You can define as many reminder levels as needed for each reminder term, though most companies typically use just two or three. The first reminder uses the settings of the first reminder level. When a reminder is sent out, its level number is recorded on the reminder entries, which are then linked to the specific customer ledger entries. If a follow-up reminder is needed, the highest level number from the existing reminder entries is identified and the next level is applied. You can define texts for these reminder levels that are printed on reminder documents. For example, you can state that the first reminder level on the printed reminder document says Payment Reminder instead of Reminder 1. To define a reminder level text, proceed as follows:

  • Use the quick search (ALT+Q) to find the Reminder Terms page.
  • From the table, select one of the reminder terms for which you want to define the reminder level text, or define a new reminder term first.
  • Click Levels in the menu bar.
  • The reminder levels for the selected reminder term are displayed.
  • Enter a text for the corresponding reminder levels in the Reminder Level Text column. This text is printed as a headline on the reminder document.

Tip

On the Customer Ledger Entries page, the Last Issued Reminder Level column shows the last reminder level of a customer ledger entry. If a reminder is canceled, the reminder level of the customer ledger entry is automatically moved down by one level. If a new reminder is sent out, the reminder level remains unchanged unless a different level is entered in the new reminder.

You have successfully entered a reminder level text. From now on, the text that was entered in the Reminder Level Text column is displayed in the reminder documents that were assigned this reminder term. The next section describes how to cancel an issued reminder.

Canceling Issued Reminders

This section describes how to cancel an issued reminder. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Issued Reminders page.
  • Select the reminder you would like to cancel.
  • To cancel a reminder, click Home > Cancel... in the menu bar.
  • Before canceling, compare the document number with the number of the reminder you want to cancel.
  • Click OK to cancel the reminder.
  • The Issued Reminders page is displayed again. The Canceled checkbox is selected for the selected reminder.

You have successfully canceled the issued reminder. The next section describes how to view documents and information via reminders.

Viewing Documents and Information via Reminders

You can access documents and other information via the Reminders page. To view documents and other information on a certain reminder line, proceed as follows:

  • Use the quick search (ALT+Q) to find the Reminders page.
  • Open the reminder from the list for which you would like to see the changes on the documents.
  • Open the FactBox in the open reminder card by pressing ALT+F2.
  • The information in the FactBox changes depending on the document you have selected on the Reminder page.
Information Description
Entry No. Click the colored number to open the Customer Ledger Entries page.
Document Click the colored number to open the document that belongs to the selected reminder line.
Due Date Here you can see the due date of the reminder line.
Payment Discount Date Here you can see the payment discount date of the reminder line.
Reminder/Finance Charge Entries Click the colored number to open the reminder/finance charge entries.
Applied Entries Click the colored number to open the applied customer ledger entries.
Detailed Entries Click the colored number to open the detailed entries.
SEPA Tracking Click the colored number to open the SEPA tracking.
Last SEPA Tracking Click the colored number to open the last SEPA tracking.

You have successfully viewed the documents and information for the reminder lines.