Dunning

Store your reminder settings in the master data to create your reminders exactly the way you want them.

Reminder settings

Select Organization > Master data > Manage accounting > Dunning.

Most of the settings are self-explanatory. We explain with reference to the numbering in the screenshots.

Under (1), specify whether you want to create a separate dunning letter for each individual invoice for which a reminder has been sent or whether several unpaid items are to be sent in one dunning letter.
If you opt for the "Creation per customer" variant, i.e. several items, you can also activate the display of credit balances (from correction invoices or unallocated payments) under (2). Under (3) you specify the address for the dunning letter; the "Address from invoice" variant only makes sense if the dunning letters are also created per invoice (1).
Under (4) you also specify the preferred dispatch type for the dunning letter, but the dispatch type in the respective customer master has priority.

Under Output format (5) you determine whether the PDF follows a predefined system layout or whether you want to use an individually customized document layout.
For more information, see Document layouts for reminders.

You can combine all dunning letters of a dunning run in one large PDF (6), which is practical if you still want to print on paper. Individual files are recommended for sending e-mails from Scopevisio.

The document number selection (7) only has an influence if you select the system format (5); when using an odt file, you determine the output content using placeholders.

Dunning frequency and dunning costs

The dunning frequency (8 ) serves as a filter criterion for dunning. A sensible dunning frequency allows more frequent dunning, which reduces the item quantity under consideration.

If you give your customers 10 days to pay and send reminders every Friday, set the dunning frequency to 10 days. This means that the items dunned last Friday can simply be filtered out during the next dunning run and will not be dunned again too early.

The dunning costs (9) and dunning interest (10) can be printed on the receipt from a certain dunning level. These amounts are not posted.

Dunning levels

Three dunning levels are already preset. You can add more and edit or remove existing ones. You can change the order using the arrow buttons.

You can rename the dunning level via Edit ; this name is used in the system template and can be addressed using a placeholder. You can also see the dunning texts and their language assignment. These can be edited by double-clicking.

Edit dunning texts

Double-click or select and edit to call up a simple text editor. If you want to use placeholders, you can display the dunning-specific placeholders via a button (CTRL + spacebar is even faster).
Placeholders are identified in the text by a leading $ sign and a colored background.

The $Table placeholder is a special feature, as it represents the entire table with the contents of the dunning items. It is absolutely necessary for the system layout; with individual odt files, the table can be created individually.

If you are working with an odt template, you can use the dunning level text via the {Text} placeholder. It is then recommended to use the dunning level text as the introductory text, followed by an item table and closing text.

Document layouts for reminders

To use an individual template, click on Select at (5). A selection of reminder type layouts is available to you. You can display the selected layout via the Preview tab.

Document layouts in Scopevisio are created as openoffice documents (file extension .odt). The free LibreOffice software is available for both Windows and Mac. However, other word processing programs can usually also handle odt files.

Further information on creating and editing templates can be found in the section on document layouts.