Introduction
You can send payment reminders to debtors who have not paid their invoices by the due date. At this screen, you can generate a checklist or an overview of payment reminders for debtors with outstanding payments. You can print later the reminders at Finance ➔ Accounts receivable ➔ Reminders ➔ Print. For more information, see Generating Overview of Payment Reminders to be Printed and Overview of Payment Reminders to be Printed.
Menu path
Finance ➔ Accounts receivable ➔ Reminders ➔ Checklist
Fields
Output section
Reminder date
Type or select the reminder date that will be displayed and printed on each payment reminder. Only payments with due dates earlier than the selected date will be displayed in each payment reminder.
Group by
Select one of the following options to display the outstanding payments in each payment reminder accordingly:
- Invoice total - Select this option to display the outstanding payments by invoice totals.
- Terms - Select this option to display the outstanding payments by terms.
Once you select Terms, the Payments check box will be displayed.
Payments
Select this check box to display the payments for each term in a payment reminder.
Note: This check box will be displayed only if you select Terms at Group by.
Include : Outstanding items
Select this check box to include payments which are not due yet in each payment reminder.
Include : Unmatched payments
Select this check box to include payments which have not been matched to invoices in each payment reminder.
Debtor selection section
Type
Select Associate, Customer, Employee, or Reseller to display the payment reminders for the corresponding type of debtors. Select All to display the payment reminders for all types of debtors in the checklist.
Classification
Click this and select one classification or more to display the payment reminders for debtors from the classification(s). Select All to display the payment reminders for payments from all classifications. For more information, see Creating and Maintaining Classifications.
Debtor
Type or select a debtor or a range of debtors to display payment reminders for the debtor(s). Select the All check box to display payment reminders for all debtors.
Include : Debtors with credit balance
Select this check box to include the payment reminders for debtors with positive and negative credit balance. Clear the check box to include only the payment reminders for debtors with positive credit balance.
Language
Type or select a language or a range of languages to generate the payment reminders in the language(s). Select the All check box to generate the payment reminders in all languages. This option is handy if you use different languages in your payment reminder layouts.
Account empl.
Type or select an employee (for example, an account manager) to display the payment reminders for debtor(s) that are under the custody of the employee.
Sort by
Select Debtor, Name, Address, Postcode, or City to sort the payment reminders in ascending order of the corresponding information.
Outstanding item sorting order
Select Invoice number or Invoice date to sort the order of the payments in each payment reminder accordingly.
Outstanding section
Layout
Click this and select one layout or more to generate payment reminders in the layout. You can select the layout used in the previously processed reminder and proceed with the next level of action. If you use a different layout from the previously processed reminder for the subsequent level of action, a warning will be displayed. The layouts are defined at Reminder, in the Financial section at System ➔ General ➔ Settings ➔ Documents settings. For more information, see Documents Settings.
Range
Select Due date or Invoice date to filter the payments in each payment reminder accordingly. Once selected, the Due date or Invoice date fields, respectively, will be displayed.
Due date
Type or select a due date or a range of due dates to display payments with due dates on or within the defined range for each reminder . Select the All check box to display payments with any due date for each payment reminder .
Note: This is displayed only if you select Due date at Range. The payments will be displayed only if the selected dates are earlier than the reminder date selected at Reminder date in the Output section. For more information on payment due dates, see Creating and Maintaining Payment Conditions in Invoices.
Invoice date
Type or select an invoice date or a range of invoice dates to display payments with invoice dates on or within the defined range for each reminder. Select the All check box to display payments with any invoice date for each payment reminder.
Note: This is displayed only if you select Invoice date at Range. The payments will be displayed only if the selected dates are earlier than the reminder date selected at Reminder date in the Output section. For more information on the invoice date, see Printing and Processing Invoices.
Payment condition
Type or select a payment condition to display payments linked to the payment condition, for each payment checklist. For more information on payment conditions, see Creating and Maintaining Payment Conditions.
No. days since last reminder
Type the minimum number of days that should elapse between reminders. This option, in combination with the Last reminder date, will avoid you from sending a reminder to a debtor for consecutive days.
Last reminder date
Select one of the following options to determine the last date to send payment reminders to debtors:
- Outstanding item - Select this option to send reminders on or before the corresponding invoice dates.
- Debtor - Select this option to send reminders on or before the last date to send reminders to debtors.
Note: You can define the last date to send a reminder to a debtor at Last reminder in the Credit management section of the Financial tab of the corresponding debtor maintenance screen. For more information, see Creating and Maintaining Accounts Receivable.
Scenario
Select Normal, Complaints, Payment agreement, or Transferred to display the payments linked to debtors which have been defined to generate the checklist in the corresponding scenario, for each payment checklist. Select All to display payments linked to debtors which have not been defined to generate the checklist in any specific scenario. This is useful as it provides extra information as to why you need to send a payment reminder to a debtor. For example, if you have a payment agreement with a debtor where he agrees to pay within 30 days of the transaction date but has still not paid after 40 days, then you can select Payment agreement as the type of Scenario.
Note: You can define the scenario when checklists will be generated for a debtor at Scenario, in the Credit management section of the Financial tab of the corresponding debtor maintenance screen. For more information, see Creating and Maintaining Accounts Receivable.
Include blocked items
Select this check box to include payments for blocked payment terms in each reminder. For more information, see Creating and Maintaining Payment Conditions in Invoices.
Include collection items
Select this check box to include payments for payment terms defined with the Collection method of payment in each reminder. For more information, see Creating and Maintaining Payment Conditions in Invoices.
Minimum amount (By debtor)
Type the minimum amount owed by debtors to display the payments with this amount and above in each reminder.
Maximum amount (By debtor)
Type the maximum amount owed by debtors to display the payments with this amount and below in each reminder.
Buttons
Advanced, Simple
Click Advanced to display the advanced criteria.
Click Simple to hide the advanced criteria.
Start
Click this to start generating the checklist.
Close
Click this to exit.
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