Create dunning run - Dunning notices

Owned by Peter Schöll
Last updated: Nov. 05, 2024
5 min read

Let us take the tedious work off your hands! In Scopevisio, you can display overdue receivables in a dunning list and send reminders individually or in bulk in a dunning run according to your individual dunning settings.

First deal with the master data settings as described under Dunning.
Before the first dunning run, check whether your customers all have a dunning dispatch type (post or e-mail).

Dunning list

Select Finance > Receivables > Dunning.

The open items are displayed in a table. Items can be filtered out based on

  • the customer's dispatch type (1)
    You can find this in the customer role of your contact file in the Customer payment terms business object, Dunning letter dispatch data field.
    This allows you to create homogeneous dunning runs with exactly one dispatch type.

  • the due date (2)

  • of the dunning frequency defined in the master data (2)
    dunning frequency means that a number of days must pass after a dunning notice for an open item before it is proposed again. 10 to 14 days are common values.

  • The dunning block for the item
    A dunning block can be limited or unlimited in time.

  • The assignment to the collection list
    The assignment to the collection list has the same effect as an indefinite dunning block.

Use the checkboxes at the start of the line (3) to select items to be included in the dunning run. Use the checkbox in the header to select all items, you can then simply deselect items.

  1. At (5) you can enter dates and output these via corresponding placeholders in the dunning text of the respective dunning level.

  2. Create a dunning run (6) with all selected items.

  3. Display the dunning runs (7). You can also initiate the (mass) dispatch from here.

Change the dunning status of an item

  • Use Increase or decrease dunning level to change the next dunning level of the items selected in the checkbox.

  • You can assign dunning blocks to items using the multi-way switch (4). Either indefinitely or up to a certain date or put them on the collection list. The items to which dunning blocks are applied no longer appear in the dunning proposals.
    The collection list has the same effect in dunning as an indefinite block, but by assigning it correctly you have a useful data format for preparing individual value adjustments.

  • You can view blocked items separately under (8) and (9).

Execute dunning run and print/send

If you have marked items as described above and created a dunning run (6), clicking on the Show dunning runs button (7) takes you to the Confirmed dunning notices form.

  1. The details and optional actions for a selected dunning run are displayed here. More on this in the next sub-chapter "Dunning run details".

  2. Remove it if required or

  3. instruct Scopevisio to print all dunning notices contained in the selected dunning run for dispatch by post or to send them directly by email. For dunning runs with the dispatch setting "Postal dispatch", Scopevisio creates PDFs and saves them in a folder defined by you for later printing. If the dispatch setting for the dunning run is "E-mail dispatch", Scopevisio also generates PDFs and sends them. This all takes place in accordance with the default settings you have previously defined under System menu > Manage accounting > Dunning settings.
    However, if you would first like to check the generated PDF or the accompanying e-mail text or change the latter, select Show (1).

Dunning run details

By clicking on Show , you can use the following options to check your reminders further.

  1. Click on the "Send e-mail" form, in which you can view and edit the sender and recipient data as well as the text accompanying the reminder (see the following sub-chapter "Sending e-mails").

  2. allows you to send selected reminders directly without further review, as in the previous form,

  3. removes the selected dunning run and

  4. allows you to view the generated PDFs.

E-mail dispatch

After clicking on Send individual reminder, the following form opens for sending the reminders by e-mail. Here you can change the cover letter of the e-mail or add further attachments if required.

  1. The recipients are added automatically.

  2. You can enter a sender and a reply e-mail address.

  3. You can customize the subject line in a meaningful way by using the placeholders suitable for reminders. To do this, click on the Select text module link, click on Add in the new form and then select "Reminder (email subject)" in the Standard field. In the large yellow text area, create your subject line using the placeholders $customer_number, $ownGS_name, $customer_number_external, $customer_surname, $customer_company_name, $document_number and $document_date. Name and save the new text module.

  4. Write an accompanying text for your reminder or edit the existing text.

  5. Here you can access and insert existing placeholders and text modules. Find out more under Document layouts.

  6. The dunning letter is already attached in PDF format.

  7. You can use the three icons to add another attachment, select a document from Teamwork or remove the attachment in question.

  8. The Select and attach ODT document layout link takes you to the layout selection described in the previous article.

  9. When everything is ready, send your reminder(s).

Dunning history

If you would like to display the dunning history of an individual item on the dunning list, click on the link that takes you to a detailed form.

The Booking form opens with all the details of the item in question. Here you can display the dunning history for this item with all the details about the dunning process.