A/P-A/R accounting > Open items > Reminder campaigns 

Use this function to manage reminder campaigns:

  • Select non closed open items, then modify and post them.
  • Generate letters and send emails using the FUP workflow.
  • Create tasks in the CRM module.

All phases of a campaign can be launched in batch mode: select open items, validate the campaign, send letters or emails.

Currencies in reminder letters

The currency used is determined by the Reminder by transaction currency and Balance in transaction currency fields in the Reminder groups function.

French fixed allowance penalty

Reminder letters must include a legal notice and a 40 €* penalty for each overdue open item when the following conditions are met:

  • Bill-to or Pay-to business partner is a French legal company, not an individual.
  • An early discount or late charge code is present in the invoice header of the reminder open item.
  • The reminder is for an invoice, not a credit memo.
  • This amount does not change with the reminder level.

Use the FUP- Reminder management report to include the legal notice and fixed allowance penalty in the report.

*Note: 40 € is the minimum required by French law.

    Prerequisite

    SEEREFERTTO Refer to documentation Implementation

    Screen management

    Header

    Fields

    The following fields are present on this tab :

    Reminder of the campaign number.

    • Comment (field CMT)

    Free comment field associated with the current object.

     

    • Date created (field CREDAT)

    This field displays the creation (entry) date of the object.

    • Change date (field UPDDAT)

    This field displays the date of the last modification entered for the object.

    Enter the screen code used to view the open items. This screen can be modified.

     
    • Validated campaign (field VALIDE)

    A validated campaign can no longer be modified.

    Close

     

    Tab Entry of the main criteria

    Fields

    The following fields are present on this tab :

    • All sites (field ALLFCY)

    Select this check box to include all sites for the selected company.

    When this field is populated with a site code, the inquiry is filtered in order that only those data concerning the selected site are displayed.

    • All control accounts (field ALLSAC)

    If this box is checked, the processing is launched for all control accounts (otherwise, they have to be specified).

    • Control (field SAC)
    • Reminded BP (field BPRFUP)
    • All customers (field ALLBPC)

    Enter the From license plate number to select the records to be processed.


    Enter the To license plate number to select the records to be processed.

    • All users (field ALLUSR)

    When this box is checked, all open items are involved, irrespective of the user that created it.

    User responsible for the creation of the open items.

    • All payment methods (field ALLPAM)

    This field is used to launch the campaign on all the payment methods.

    Only the open items of the entered payment mode will be selected.

    • All reminder groups (field ALLFGP)

    This field is used to launch a campaign on a group of bill-to-customers managed by the same rules.

    • Reference date (field REFDAT)
    • From reminder level (field FUPLEVSTR)
    • To reminder level (field FUPLEVEND)

     

    • Customer prepayments (field ACCLI)
    • Criteria (field CRI)

    Close

     

    Tab Entry of the secondary criteria

    Fields

    The following fields are present on this tab :

    • All group customers (field ALLBPCGRU)

     

    Group customer code.

    • All risk customers (field ALLBPCRSK)

     

    Code of the risk customer, used to refine the reminder campaign regarding a risk BP or a range of risk BPs.

     

    • All representatives 1 (field ALLREP1)

     

    Use this field to launch a reminder campaign on a group of invoiced customers with the same sales representative.

     

    • All representatives 2 (field ALLREP2)

     

     

     

    • All classes (field ALLCLS)

     

    • Class (field CLS)

    This field is used to launch a reminder campaign on a group of invoiced customers belonging to the same category.

    • All stat groups (field ALLTSCCOD)

     

     

    • Late charge calculation (field AGIO)

    Select this check box to start the late charge calculation when an open item has an early payment or late charge code.

    SEEINFO This check box is selected by default.

    • Include open items not to remind (field FLGFUP)

    This check box is used to include in the selection the open items whose reminder flag is set to no, but where the customer should be reminded.

    Close

     

    Tab Business partner listing

    Presentation

    This screen opens when you click OK. It displays a summary of reminder balances for each BP + Company + Site combination. The information displayed, such as by Bill-to BP or Pay-by BP, depends on your selection criteria.

    The content on this screen is display-only and cannot be modified.

    SEEWARNING The amounts are expressed in company currency.

    The FUPSIM report is linked to this screen. It summarizes within a single document the open items to be reminded by BP + Company + Site combination.

    Close

     

    Fields

    The following fields are present on this tab :

    Block number 5

    • Campaign number (field QURNUM)

    Reminder of the campaign number.

    Send

    • Letters (field NBL)

    This field displays the number of letters or emails to be generated for the current campaign. These calculations take into account the number of copies requested in Reminder groups.
    The letters and emails are generated by the FUP report.

     
    • Mails (field NBM)

     

    Grid List of BPs for reminding

    • Select (field SEL)

    This field specifies the number of open items to be reminded.
    Three values are available:

    • Total: All the open items are selected.
    • None: All the open items are excluded from the campaign.
    • Partial: Only certain open items are included according to the reminder type.

    BP being the object of reminders regarding the current campaign.

    • Company name (field BPCNAM)

     

    Reminder of the company(ies) involved in the current campaign.

    Reminder of the site(s) concerned by the current campaign.

    • Reminder type (field FUPTYP)

    Reminder type for the customer.

    • Comment (field CMT)

    Free entry field linked to the Customer + Company + site combination.

    • Balance for reminding (field SOLREL)

    This field displays the total amount for the reminder based on the open items selected for the customer. You can see the list of open items by selecting Customer open items from the Action icon menu on the line.

    • Balance not for reminding (field SOLNONREL)

    This field displays the total amount not included in the reminder based on the open items not selected. You can see the list of open items by selecting Customer open items from the Action icon menu on the line.

    • Late charges (field AGIOS)

    This field displays the amount calculated based on the early discount/late charge code associated with the open items if the Late charge calculation check box is selected.

    • Total for reminding (field TOTFUPLIG)

    This field displays the total of the balance to be reminded and the late charges.

    • Total balance arrears (field CLEFUPTOT)

    This field displays all the open items overdue for the customer (balance to be reminded + balance not to be reminded).

    Totals

    • For reminding (field LIB2)

     

    • field LIB1

     

    • Open items (field ECH2)

     

    • field ECH1

     

     

    • Late charges (field TOTAGIOS)

    This field displays the late charge amount calculated based on the early discounts/late charges associated with the open items.

    • Total (field TOTFUP2)

     

    • field TOTFUP1

     

    Comment

    • field CMT2

    This comment field is limited to 1,022 characters and is linked to the BP + Company + Site combination. It displays as long as the campaign exists.

    Close

     

    Action icon

    Open Items

    Fields

    The following fields are included in this window :

    BP

     

    • field BPCSHO

     

    • Minimum reminder (field FUPMINAMT)

     

    This field displays the currency of the reminder threshold, based on the value of the CURSHRFLD - Common field currency parameter.

    Contact

    • Contact / e-mail (field CNT)

    This automatic field indicates the default contact of the bill-to customer, along with its title and telephone number.

    • field WEB

     

    • Function / phone (field FNCCNT)

     

    • field TEL

     

    Grid

    • Select (field SEL)

     

    • Document no. (field NUM)

     

     

     

    • Comment (field CMT)

    First characters of the possible comment associated with the open item.

    • Due date (field DUDDAT)

    This field displays the open item payment due date. If the open item date is modified here, and if the HDU code is active, the open item archiving table is updated.

     

    • Currency amount (field AMTCUR)

     

    • Currency balance (field CLECUR)

     

    • Company balance (field CLELOC)

     

    • Level (field LEVFUP)

     

    • Days late (field DEL)

     

    Code used by default for the current BP to identify a series of early discount and late charge rates (up to 12) to be applied to a payment according to a number of days early or days late with respect to the open item date.

    • Discount/Late charge amount (field AGIOS)

     

    • Amount for reminding (field TOTCLELIG)

     

    • Address code (field ADD)

    The Pay-by BP address value is based on the BP reminder address parameter (TRS chapter, FUP group) value if it matches a Pay-by BP address or the Pay-by BP default address.

     

     

     

     

    Language code of the pay-by BP.

    • Reminder method (field FUPMOD)

    Reminder method associated with the reminder group.

    • Credit control (field OSTCTL)

     

    • Recipient e-mail (field EMAIL)

    Email associated with the address.

    For reminding

    • Total (field TOTCLELOC)

     

     

    • Total discount/late charges (field TOTAGIOS)

     

    • Total for reminding (field TOTCLE)

     

    Comment

    • field CMT2

    This comment field limited to 1,022 characters is linked to the open item; it can be displayed as long as a campaign exists.

    Close

    Select Open items to view the list of the selected open items based on the campaign criteria for the BP + Company + Site combination.

    Reminder campaigns detail

    Only open items with the check box selected in the first column are included in the campaign.

    From this screen, you can:

    • Enter or modify a comment. This text is linked to the open item and is displayed with the next reminder.
    • Modify the due date and the reminder level.
    • Modify the charge code and the dispute code.
    • Modify the address code for letters and the reminder method to be applied.

    Options from the Action icon menu on each line:

    • Customer invoice: View the related invoice.
    • Open item management: Access the open item detail.
    • Select all, Unselect all, or Reverse selection: These actions apply to all lines in the grid.
    • Update discounts/charges rates: Update the Charge code column using the current line. If the line does not have a late charge code, the late charge code on the following line is removed.
    Customer Record

    Click this button to access the customer record.

    BP situation

    Click this button to access the Customer situation query to view the balance of pending invoice payments by period.

    CRM task

    For validated campaigns, click this button to view related CRM Tasks.

    SEEREFERTTO See the Link between reminders and CRM parameter (TRS chapter, FUP group) documentation for more information.

     

    Close

     

    Reports

    By default, the following reports are associated with this function :

     FUPSIM : BPs for reminding

     FUPRC : Reminder management

     FUP : Reminder management

    This can be changed using a different setup.

    FUP – Reminder management: Use this report to generate reminder letters that include late charges and the legal notice including the 40 € penalty per open item for French companies. This is generated automatically if an open item meets the requirements noted above. The report does not include interval management.

    • Entry reference
    • Open item amount
    • Due date
    • Document amount in either transaction or company currency depending on the Reminder by transaction currency field setting in the Reminder groups function.
    • Due date balance in transaction or company currency depending on the setting above
    • Amount in company currency
    • Late charges if applicable
    • Legal notice: “Any late payment will require that a fixed allowance be paid for the recovery of costs, of 40 EUR” (for French companies) if applicable.
    • Running totals per page that include open item amounts, late charges, and the 40 € if applicable
    • Totals including open item amounts, late charges, and the 40 € if applicable, with a line for each and then a grand total.

    This is the only report that includes the penalty amount and legal notice for French companies.

    FUPRC – Reminder management: This report is used to generate reminder letters that include late charges. It also includes interval management when the Reminder frequency type is Interval.

    This report does not include the penalty amount and legal notice for French companies.

    Reports for BP reminder campaigns

    The reports for BPs listed below do not generate reminder letters nor do they include the penalty amount and legal notice for French companies. These reports can only be accessed from the Reminder campaign function. To print these reports for the current campaign, click OK to display the List of the BPs for reminding in the campaign on the Business partner listing screen. From this screen, click the Print icon. The report displays the list of the selected open items to launch in the campaign for each client in the campaign.

    FUPSIM – BPs for reminding: This report prints all the open items suggested in the reminder campaign, but does not generate a reminder letter. For each company, the report includes a total including the late charge for each open item and:

    • Entry reference
    • Bill-to BP
    • Pay-by BP
    • Due date
    • Level – Gravity level according to the Reminder frequency
    • Amount in company currency
    • Amount in EUR
    • Late charge percent and amount

    FUPSIML– BPs for reminding (detailed): This report prints the details for each open item, totals, and comments. Data for each BP starts on a new page.

    FUPSIMP– BPs for reminding (portrait): This report only prints totals for BPs in the campaign. Totals for each BP start on a new page.

    Specific Buttons

    Click this button to validate the campaign. By doing this, the campaign can no longer be modified, except for the comment field.

    Validating updates open items and generates letters or emails and CRM tasks.

    Click this button to reprint letters or emails for a validated campaign.

    Click this button to go back to the previous screen.

    After selecting or creating a reminder campaign number, click OKto open the Business partner listing screen, which provides a summary of information related to the current campaign.

    Limits

    For open items that are not locked: If an open item is modified between the selection and the validation of the campaign (e.g., changing the due date), this modification is not taken into account.

    When launching a reminder campaign, only Pay-by/Bill-to BPs whose role is Customer can be included in the campaign. Other BP roles, such as Miscellaneous BP, are not considered.

    Error messages

    In addition to the generic error messages, the following messages can appear during the entry :

    "No open item matches the chosen criteria, please verify the criteria"
    "Full grid"

    The size of the grid (3000 lines upon delivery) is exceeded. The maximum grid size must strictly stay below 32767 lines.

    Tables used

    SEEREFERTTO Refer to documentation Implementation