AR Dunning Statuses

Exploring

This program lets you capture and maintain statuses that are assigned to dunning groups and to the invoices of customers who are categorized within those groups.

When creating statuses, you can specify which dunning letter is generated for the invoice. This means different letters can be generated for different statuses so that the tone of the letter can progressively get sterner, as an unpaid invoice falls further into arrears.

Things you can do in this program include:

  • Capture dunning statuses
  • Specify when and which letter will be generated
  • Maintain dunning details

Dunning statuses are captured per dunning group and applied to customer invoices.

You need to create more than one dunning status per group, as a different letter is linked to each status. The invoice's dunning status is updated by running the AR Dunning Group for Invoices program. As the invoice falls further into arrears, an increasingly demanding letter (that is linked to the status) is generated.

  • This program is accessed from the Program List of the SYSPRO menu:

    Program List > Accounts Receivable > Setup

The dunning status is linked to a dunning group and the invoices within that group. It contains the specifications and format of the dunning letter that will be generated.

A dunning letter is a notification letter or a payment reminder that is sent to customers when payment is due or overdue.

A dunning group is a category into which you can group customers. Dunning letters are issued to all customers in the selected dunning group.

Topics

Dunning System

Processing programs

AR Dunning System

Report programs

AR List of Dunning Groups

General topics

SYSPRO Terminology

PDF and Video Resources

Feature Guides

Starting

You can restrict access to the eSignature transactions within a program at operator, group, role or company level (configured using the Electronic Signature Configuration Setup program). Electronic Signatures provide security access, transaction logging and event triggering that gives you greater control over your system changes.

Controls access to the New Dunning Status function in the AR Dunning Statuses program.

Controls access to the Edit function in the AR Dunning Statuses program.

Controls access to the Delete function in the AR Dunning Statuses program.

Controls access to the Add function in the AR Dunning Status Maintenance business object.

Controls access to the Edit function in the AR Dunning Status Maintenance business object.

Controls access to the Delete function in the AR Dunning Status Maintenance business object.

  • The Message field is limited to 50 characters.

Solving

A dunning status is always linked to a group and, therefore, to the invoices of the customer who is categorized in that group.

Individual invoices can also be linked to a dunning group (and therefore to a dunning status) even if the customer is not part of the dunning group.

Using

  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.
  • The Due date is determined from the invoice terms.
  • The Invoice date is calculated from the date the goods were invoiced.
  • The Minimum balance amount is VAT-inclusive.
  • The standard dunning letter that is shipped with this functionality can be customized using the AR Dunning Letter Format program.

Referencing

Field Description

New

This creates a new dunning status.

Delete

This deletes an existing dunning status.

Save

This saves your changes.

Dunning group

Enter the code for the dunning group to which you want to link the dunning status.

Dunning status

Enter the code for the dunning status.

This status is linked to the dunning group and can be linked to individual invoices, regardless of whether the customer they belong to is categorized in that dunning group.
Field Description

Dunning group

This is the code of the dunning group you are currently adding or maintaining.

Dunning status

This is the code of the dunning status you are currently adding or maintaining.

Message

Enter a 50-character message that will be displayed/printed on the dunning letter to highlight the reason the letter was sent.

Invoice selection

These criteria will be used to calculate when the invoice will be included in the dunning run.

Select this to calculate the date from the day the invoice was created.

This means the Number of days will be counted from the invoice date.

Select this to calculate the date from the due date of the invoice (e.g. from 30 days).

This means the Number of days will be counted from the day payment of the invoice became due.

Number of days

Enter the number of days that must elapse from the invoice date or due date before the invoice is included in the dunning run.

Minimum balance

Enter a minimum amount (VAT inclusive) for the invoice to be included in the dunning run (e.g. if this amount is 100, only invoices with a total amount exceeding 100, will be included in the dunning run).

If left blank, all invoices are included (regardless of their total amounts).

Document format

Select the format of the dunning letter.

You can use the AR Dunning Letter Format program to format your dunning letters.

Document method

Indicate how you want to send the letter.

Prints a hard copy to either hand to the customer or send by post.

Generates a digital copy that will be faxed to the customer automatically, if a dunning fax number is defined for the customer.

Generates a digital copy that will be emailed to the customer automatically, if a valid dunning email address is defined for the customer.