Debtor reminders are a useful tool in Workbook to be able to email multiple debtor reminders. You can select which debtors you want to include, which invoices, the number of days they’re overdue by and amounts.
ON THIS PAGE YOU WILL FIND: |
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NAVIGATING THE REMINDER MODULE
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) |
PREPARING THE REMINDER
Finance and Administration > Debtor reminders
Click on create new reminder
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 YOUR DEBTOR 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
In the bottom part of the screen you can select the invoices that will be captured in the reminder.
Select your debtor and then tick/untick Include on the invoices you want to send
SENDING YOUR REMINDER
Once you’re you’re ready to send, click on the email icon:
OPTIONS | FUNCTIONALITY |
|---|---|
Create email to: | All debtors or just the debtor you’ve highlighted |
From | This is pre-set in your system |
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 the email as well |
Send test email to: | It is recommended that you use this when sending your first reminder to make sure that everything looks OK. |
The email drafts will appear on the left of the screen and you can click to check the details.
If you’d like to send in bulk, select all the emails and click the button at the top, or send each individually
