Messages and Reminders

  • System facilitates user to send reminders for unpaid invoices.
  • Apart from that system allows to setup notifications to the admin notifying the reminder schedules.
  • There is an automatic function in the system to send payment reminders.
  • In case if the user wishes to override the automated reminder process, the system facilitates user to send manual reminders.

There are four checkpoints where the user can send manual reminders.

  1. Send pre-reminder before the invoice reaches the due date.
  2. First reminder (no charge applied)
  3. Second reminder (with penalty fee)
  4. Third reminder (Inkassokrav – with penalty fee)

 

Path:

Kontrollpanel >> Inställningar >> Faktura >> Meddelanden och påminnelser

 

Send reminders to admin

1. This will enable whether the system needs to send reminder notifications to admin or not. By ticking the checkbox, system enables options 2,3,4,5 and 6.

2. This will define whether the system needs to send the reminder notification when its generated in the system or not.

3. This will define whether the system needs to send the reminder notification if the admin didn’t approve the reminders. The text box to set number of days is defined at point 4. (Example: in above case, the reminder will be sent to admin 1 day before reminders are to be sent out.)

5. If the admin didn’t approve the reminders and the send date of the reminders are passed, then send repeat notifications to the admin. The text box to set frequency of sending notifications is defined at point 6. (Example: in above case a repeat notification will be sent to admin on each day until he approve the reminders.)

 

Reminder settings (for the subscribers)

1. This is a global parameter which defines how many days system needs to wait to generate the next reminder.

2. This is a global parameter which defines how many days admin needs to the approve the reminders.

3. This will enable sending notice of upcoming due date. If the check box is ticked, then text box indicated by pointer no 4 is enabled.

4.  This will define the send date of the notice of upcoming due date to the invoice receivers, if the invoice is unpaid.
Send date of the notice = Invoice due date – No of days define here

5. These optioned will be displayed only if pointer no 3 is selected. This will define the communication method when the system sends the Notice of upcoming due date to the invoice receivers. There are three communication options available (mail, email and SMS).

6. This section will only display if ‘E-post‘ checked. If this is selected then the pre reminder should send only through email if the member invoice communication method is both email and post.

 

First Reminder

1. Enables sending the first reminder after the due date. By clicking the checkbox, system enables pointer no 2.

2. This will define the send date of the notice of first reminder to the invoice receivers, if the invoice is unpaid.
Send date of the notice = Invoice due date + No of days (define in the text box).
This no of days cannot be less than no of days define in the global parameters. (i.e. No of days to create reminders + no of days to admin to approve).

3. This section defines the communication method when the system sends the Notice of first reminder to the invoice receivers.

4.This enables sending the reminder only by e-mail if an e-mail address is available.

5. This parameter defines how many days it is given to settle the invoice after the first reminder.

6. This parameter defines whether it needs to display the “[Vid betalning inom [5 dagar] slipper du påminnelseavgift.]” in the content of the first reminder. (i.e. No fee is charged if payment is received by us on the payment date)

 

Second Reminder

This is the second reminder after the due date if the invoice is unpaid yet. If the first reminder not selected above then this should be the first reminder and the label of this check box changes accordingly.

1. Enables sending the second reminder after the due date. By clicking the checkbox, system enables pointer no 2 and the rest of the sections.

2. This will define the send date of the next reminder to the invoice receivers, if the invoice is still unpaid.

IF the first reminder is enabled:
Send date of the notice = first reminder payment due date + No of days define here

{This no of days cannot be less than no of days define in the global parameters. (i.e. the number of days to admin to approve)}

ELSE
Send date of the notice = Invoice due date + No of days define here

{This no of days cannot be less than no of days define in the global parameters. (i.e. the number of days to create reminders + no of days to admin to approve)}

3. Sets the communication method – ‘mail’. by clicking the checkbox, system enables pointer no 4.

4. Reminder fee for the communication method ‘mail’. User is given option to set the fee.

5. Sets the communication method – ‘e-mail’. by clicking the checkbox, system enables pointers no 6 & 7.

6. Reminder fee for the communication method ‘e-mail’. User is given option to set the fee.

7. This enables sending the reminder only by e-mail if an e-mail address is available.

8. Sets the communication method – ‘SMS’. by clicking the checkbox, system enables pointer no 9.

9. Reminder fee for the communication method ‘SMS’. User is given option to set the fee.

10. This will only display if more than one communication method is selected. This section indicates the maximum reminder fee.

11. User is given the option to set the maximum reminder fee. system automatically suggest the total of all selected communication methods as the maximum reminder free, but user is given the option to change the value. The value cannot be less than the value of the largest individual reminder fee. EX: in this scenario this cannot be less than 60. Furthermore it should be equal or less than the combine fee of all selected communication methods. Ex: In this scenario this cannot be more than 90. System validates the input and give user the error message if the value entered by the user is not within the correct range.

12. This parameter defines how many days it is given to settle the invoice after this reminder.

13. Message template for ‘mail, ‘e-mail’ and ‘SMS.

14. User should set the accounting & tax details for the reminder chargers

Inkassokrav (Claim)

This is the inkassokrav (claim) after the due date if the invoice is unpaid yet. If the first and second reminders not selected above then this should be the first reminder and the label of this check box changes accordingly.

1. Enables sending the claim reminder after the due date. By clicking the checkbox, system enables pointer no 2 and the rest of the sections.

2. This will define the send date of the this reminder to the invoice receivers, if the invoice is still unpaid.

IF the first reminder or second reminder is enabled:

Send date of this reminder = last reminder payment due date + No of days define here

{This no of days cannot be less than no of days define in the global parameters. (i.e. the number of days to admin to approve)}

ELSE

Send date of this reminder = Invoice due date + No of days define here

{This no of days cannot be less than no of days define in the global parameters. (i.e. the number of days to create reminders + no of days to admin to approve)}

This no of days cannot be less than no of days define in the global parameters. (No of days to create reminders + no of days to admin to approve)

3. Sets the communication method – ‘mail’. by clicking the checkbox, system enables pointer no 4.

4. Collection fee for the communication method ‘mail’. User is given option to set the fee.

5. Sets the communication method – ‘e-mail’. by clicking the checkbox, system enables pointers no 6 & 7.

6. Collection fee for the communication method ‘e-mail’. User is given option to set the fee.

7. This enables sending the reminder only by e-mail if an e-mail address is available.

8. Sets the communication method – ‘SMS’. by clicking the checkbox, system enables pointer no 9.

9. Collection fee for the communication method ‘SMS’. User is given option to set the fee.

10. This will only display if more than one communication method is selected. This section indicates the maximum Collection fee.

11. User is given the option to set the maximum Collection fee. system automatically suggest the total of all selected communication methods as the maximum Collection free, but user is given the option to change the value. The value cannot be less than the value of the largest individual Collection fee. EX: in this scenario this cannot be less than 60. Furthermore it should be equal or less than the combine fee of all selected communication methods. Ex: In this scenario this cannot be more than 90. System validates the input and give user the error message if the value entered by the user is not within the correct range.

12. This parameter defines how many days it is given to settle the invoice after this reminder.

13. Message template for ‘mail, ‘e-mail’ and ‘SMS.

14. User should set the accounting & tax details for the reminder chargers