Debtors > Debtor Reminders
- Kat Grinter
- Kye Hush
Debtor reminders are a useful tool in Workbook to be able to email multiple debtors reminders of their overdue invoices. You can select which debtors you want to include, which invoices, by the number of overdue days and amounts.
Debtor reminders can be created in the finance & administration module. They are usually created by designated role(s) or person(s) within each agency or office.
NAVIGATING THE REMINDER TAB
To access debtor reminders go to:
The finance & administration module > debtors > debtor reminders
In the debtors in reminder tab > there are 4 key functionality buttons
NUMBER | FUNCTIONALITY |
|---|---|
1 | Create new debtor reminder |
2 | Delete the debtor reminder |
3 | Email the debtor reminders |
4 | Approve and lock (emails can still be sent) |
Approve and lock prevents any changes being made to the debtor reminder. This is a good process if you need a manager to approve the reminders but they need to be sent later.
PREPARING THE REMINDER
Go to the finance & administration module > debtors > debtor reminders
In the debtors in reminder tab > click the create button
Make sure all debtor payments are up-to-date before setting up the debtor reminders.
SPECIFYING WHICH DEBTORS NEED TO BE INCLUDED
NUMBER | FUNCTIONALITY |
1 | Reminder date - when you want to create the reminder from |
2 | Min. total days from last reminder - if you’ve sent a reminder previously, you can decide the minimum days since the last reminder |
3 | Min. no of days due - you could elect to have this set at 1 if you’d like to send a reminder as soon as an invoice is due |
4 | Max. no of days due - this can be left blank if you want to capture all overdue invoices |
5 | Min. due amount on debtor - leave this blank if you want to capture everything |
6 | Debtor - Leave this blank if you want to capture everything or you can select an individual debtor |
7 | Posting group - leave this blank or select one of your specific posting group |
8 | Reporting group - leave this blank or select one of your specific reporting group |
9 | Include blocked debtors - a debtor may be blocked from receiving further invoices but still require a reminder so tick this if required |
SELECTING THE INVOICES FOR REMINDERS
In the top part of the screen, you can see which debtors have been picked up by the parameters you set when creating the reminder > select the debtor
In the bottom part of the screen > select the invoices you want to include in the reminder by ticking/unticking the checkbox
Repeat for each debtor
SENDING YOUR REMINDER
Once you’re you’re ready to send, click on the email button
And select the appropriate options
OPTIONS | FUNCTIONALITY |
|---|---|
Create email to: | All debtors or just the debtor you’ve highlighted |
From | This is pre-set in your system settings |
Include report invoice list | See example screenshot below |
Include copy of selected invoices | This will attach all the invoices in individual pdfs |
Include my signature | If you have your signature template set up in Workbook you can add it here |
CC email to my email address | This will send you a copy of the email |
Send test email to: | It is recommended that you send yourself a test when sending your first reminder, to make sure that everything looks as expected |
Once the email drafts are created you can:
You can send the emails individually, by clicking the send email icon or…
If you’d like to send in bulk, select all the emails by holding down the shift key > and click the send selected emails icon at the top
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