Dunning System

Although you can edit the description of a dunning group, you cannot edit the dunning group code.

Yes, you can delete a dunning group even if statuses and/or stationery are linked to the group.

Dunning letters are only sent to the dunning fax and email. If no Dunning fax or Dunning email is specified in the Customers program, a warning message is displayed and the Dunning letter is not sent to the customer.

You can only include invoices that have a positive balance. Invoices with a zero balance can't be included in the dunning run.

All future invoices will be linked to the new dunning group and all historic invoices will be linked to the previous dunning group (or no dunning group if this is the first time the customer is being placed in a dunning group).

Use the AR Dunning Group for Invoices program to update the dunning group of all historic invoices, or use the AR Invoices for Customer program to update the dunning group on a single invoice.

This may occur in the following instances:

• No dunning group was saved against the invoice. Use the AR Dunning Group for Invoices program to update the dunning group of all historic invoices, or use the AR Invoices for Customer program to update the dunning group on a single invoice.
• No dunning fax or dunning email was specified against the customer. Use the the Customers program to specify this information.
• No dunning status was saved against the invoice.

• The selected customer's invoices are categorized in different dunning groups and you have selected to generate a single dunning letter per customer containing all outstanding invoices (i.e. you selected Customers at the Option field of the AR Dunning System program).

  The dunning system can't generate a single dunning letter if invoices are in different groups. Deselect to exclude invoices that are in a different dunning group and/or generate one letter at a time per dunning group.

Setting up the Dunning system involves creating Dunning groups, statuses and letter formats (Dunning Group Maintenance, AR Dunning Statuses and AR Dunning Letter Format programs).

Once implemented, you must do the following to use the Dunning system:

• Link customers to Dunning groups.
  This ensures dunning letters are created for all new invoices saved against the customer.
• Link individual invoices to Dunning groups.
  This ensures that a dunning letter is created for that specific invoice.
• Link historical unpaid invoices to a Dunning group.
  This ensures that dunning letters are generated and distributed for all invoices processed prior to categorizing the customer in a dunning group.
• Run the Dunning process to generate letters.
  This creates the dunning letters and either faxes or emails them to the customer, or prints them.

1. Open the Dunning Group Maintenance program.

2. When adding a new dunning group, enter an alphanumeric code at the Dunning group field.

   When maintaining an existing dunning group, search for and select the code at the Dunning group field.

3. Capture or maintain the description for the dunning group.
4. Save your changes.

1. Open the AR Dunning Statuses program.
2. At the Dunning group field, search for and select the dunning group.

3. When adding a new status, enter a numeric code for the dunning status at the Dunning status field.

   When maintaining an existing status, search for and select the status at the Dunning status field.

4. Capture or maintain the status details.
5. Save your changes.

1. Open the Customers program.
2. Locate the required customer.
3. Enter and or select the following detail in the Dunning section at the General Details pane:
   • Dunning group into which you want to categorize the customer.
   • Dunning fax to which the dunning letter will be faxed.
   • Dunning e-mail to which the dunning letter will be emailed.
4. Save your changes.

1. Open the AR Dunning Group for Invoices program.
2. In the Criteria section, select the customer(s) who have invoices you want to link to a dunning group.

3. Click Start Processing.

   The customers are listed in the Report pane.

4. Expand the customer to display all unpaid invoices.

   The invoices are now included in the dunning group into which the customer has been categorized.

1. Open the AR Dunning Group for Invoices program.
2. Select the customer in the Criteria pane.

3. Select Start Processing.

   If invoices were updated, the customer will be displayed in the Report pane.

   The current and previous dunning groups are displayed.

4. Select the customer to display a list of invoices.

1. Open the AR Dunning System program.
2. Use the fields on the Selection Criteria pane to indicate which dunning letters you want to generate.

3. Select Start Review.

   The invoices are displayed on the Invoice Review pane, which lists all invoices with the dunning status. These invoices are checked (included) by default.

4. Choose to include or exclude invoices.

   Highlight an invoice and select Exclude Invoice to remove it from the dunning run.

   To manually add an invoice that is not in the list, select Include Invoice to search for and include an invoice in the dunning run.

5. Choose the invoices and select Print / Send to generate and print or send dunning letters.

   The number of letters that were printed or sent are displayed on the Report output pane.

   Once the letters are printed or sent, the status on the invoice is updated.