Reminder campaigns

Use this function to manage reminder campaigns:

• Select non closed open items, then modify and post them.
• Generate letters and send emails using the FUP workflow.
• Create tasks in the CRM module.

All phases of a campaign can be launched in batch mode: select open items, validate the campaign, send letters or emails.

Currencies in reminder letters

The currency used is determined by the Reminder by transaction currency and Balance in transaction currency fields in the Reminder groups function.

French fixed allowance penalty

Reminder letters must include a legal notice and a 40 €* penalty for each overdue open item when the following conditions are met:

• Bill-to or Pay-to business partner is a French legal company, not an individual.
• An early discount or late charge code is present in the invoice header of the reminder open item.
• The reminder is for an invoice, not a credit memo.
• This amount does not change with the reminder level.

Use the FUP- Reminder management report to include the legal notice and fixed allowance penalty in the report.

*Note: 40 € is the minimum required by French law.

Prerequisite

Refer to documentation Implementation

Screen management

Header

Tab Entry of the main criteria

Tab Entry of the secondary criteria

Tab Business partner listing

Select Open items to view the list of the selected open items based on the campaign criteria for the BP + Company + Site combination.

Reminder campaigns detail

Only open items with the check box selected in the first column are included in the campaign.

From this screen, you can:

• Enter or modify a comment. This text is linked to the open item and is displayed with the next reminder.
• Modify the due date and the reminder level.
• Modify the charge code and the dispute code.
• Modify the address code for letters and the reminder method to be applied.

Options from the Action icon menu on each line:

• Customer invoice: View the related invoice.
• Open item management: Access the open item detail.
• Select all, Unselect all, or Reverse selection: These actions apply to all lines in the grid.
• Update discounts/charges rates: Update the Charge code column using the current line. If the line does not have a late charge code, the late charge code on the following line is removed.

Click this button to access the customer record.

Click this button to access the Customer situation query to view the balance of pending invoice payments by period.

For validated campaigns, click this button to view related CRM Tasks.

 See the Link between reminders and CRM parameter (TRS chapter, FUP group) documentation for more information.

Reports

By default, the following reports are associated with this function :

  FUPSIM : BPs for reminding

  FUPRC : Reminder management

  FUP : Reminder management

This can be changed using a different setup.

FUP – Reminder management: Use this report to generate reminder letters that include late charges and the legal notice including the 40 € penalty per open item for French companies. This is generated automatically if an open item meets the requirements noted above. The report does not include interval management.

• Entry reference
• Open item amount
• Due date
• Document amount in either transaction or company currency depending on the Reminder by transaction currency field setting in the Reminder groups function.
• Due date balance in transaction or company currency depending on the setting above
• Amount in company currency
• Late charges if applicable
• Legal notice: “Any late payment will require that a fixed allowance be paid for the recovery of costs, of 40 EUR” (for French companies) if applicable.
• Running totals per page that include open item amounts, late charges, and the 40 € if applicable
• Totals including open item amounts, late charges, and the 40 € if applicable, with a line for each and then a grand total.

This is the only report that includes the penalty amount and legal notice for French companies.

FUPRC – Reminder management: This report is used to generate reminder letters that include late charges. It also includes interval management when the Reminder frequency type is Interval.

This report does not include the penalty amount and legal notice for French companies.

Reports for BP reminder campaigns

The reports for BPs listed below do not generate reminder letters nor do they include the penalty amount and legal notice for French companies. These reports can only be accessed from the Reminder campaign function. To print these reports for the current campaign, click OK to display the List of the BPs for reminding in the campaign on the Business partner listing screen. From this screen, click the Print icon. The report displays the list of the selected open items to launch in the campaign for each client in the campaign.

FUPSIM – BPs for reminding: This report prints all the open items suggested in the reminder campaign, but does not generate a reminder letter. For each company, the report includes a total including the late charge for each open item and:

• Entry reference
• Bill-to BP
• Pay-by BP
• Due date
• Level – Gravity level according to the Reminder frequency
• Amount in company currency
• Amount in EUR
• Late charge percent and amount

FUPSIML– BPs for reminding (detailed): This report prints the details for each open item, totals, and comments. Data for each BP starts on a new page.

FUPSIMP– BPs for reminding (portrait): This report only prints totals for BPs in the campaign. Totals for each BP start on a new page.

Specific Buttons

Limits

For open items that are not locked: If an open item is modified between the selection and the validation of the campaign (e.g., changing the due date), this modification is not taken into account.

When launching a reminder campaign, only Pay-by/Bill-to BPs whose role is Customer can be included in the campaign. Other BP roles, such as Miscellaneous BP, are not considered.

Error messages

In addition to the generic error messages, the following messages can appear during the entry :

The size of the grid (3000 lines upon delivery) is exceeded. The maximum grid size must strictly stay below 32767 lines.

Tables used

Refer to documentation Implementation