Checking suppliers and customers arrears

Important

The dunning levels and options must be set up to be able to dun. For more information, see Dunning levels and Dunning options.

An invoice cannot be dunned if its payment method is in Direct debit.

In Akuiteo, you can use your aging schedule to access all customers or suppliers accounts with unpaid invoices.

You can also dun your customers regarding invoices that were not paid according to the due date.

1 To display the aging schedule, go to Dashboard > Banking > Aged customer / supplier trial balance.
2 In the trial balance screen, select the information to display, to hide or to group.
3 Press Enter. A results table displays the information about your aging schedule, such as:
  • The customer or supplier account.
  • The customer name and code.
  • The transactions details (date, reference number, label).
  • The number of days between the invoice creation date and the publishing date of the aging schedule (less than 30 days, more than 30 days, more than 60 days, more than 90 days, more than 180 days).
  • The amount of each transaction

It is possible to dun one or multiple customers by email or via a dunning letter.

To be able to dun a customer, you must check the Manually option in the Reminder on unpaid invoices section of the Finances tab. If the option is not checked, go to Edit > Accounting view > Dunning > Enable manual dunning. All the invoices linked to the customer can be dunned.

It is possible to temporarily or permanently exclude an invoice from the dunning process. From the invoice, go to Edit > Dunning and select:

  • Block manual dunning to check the Do not dun manually option in the invoice header.
  • Temporarily block dunning to check the Do not temporarily dun option in the invoice header.

To disable the dunning block, go to Edit > Dunning > Unblock manual dunning or Stop temporary block of dunning.

Important

This dunning method does not automatically increment dunning levels.

Open a customer record sheet and go to Edit > Accounting view > Arrears tracking.

Under the Arrears tracking tab, you can find the list of the customer's contacts and the list of the unpaid invoices.

Notes

Only the contacts marked as Decision-maker, Main and Financer are displayed in the list.

The email used will be the one indicated in the Identity section or the one under Contact details of the contact at Customer.

If both emails are specified, the one entered under Contact details of the contact at Customer will be taken into account.

Dunning customers

1 Select the relevant contact(s) or invoice(s).
2 Right-click on the list of invoices and select the desired option:
  • Send dunning email to the selected contacts to dun your customer.
  • Send dunning email to managers responsible to dun internally, that is to say dun the project managers.
  • Send email, with arrears info, relating to the selected invoice to dun internally.

Updating the arrears information

Once the dunning is sent, you must update the arrears information for the tracking. This update can be done separately or all at once.

To update multiple invoices at once, right-click on the lines to update and select Modify the arrears information as a batch.

To update a single invoice, open the invoice line to display its details.

Note

You can set up the due dates statuses. Each time you update the Comments fields, you can get a history.

DMF 020567 SALES INVOICES SEND EMAIL REMINDERS
1 Go to Management > Sales > Invoices and start a search with the following criteria:
  • Not Paid
  • Can be dunned manually
  • Under Wordings, Comments, Arrears info, check View arrears info to display due dates and filter on dates.

You get a list of due dates matching your criteria, with the last dunning date, the current dunning level and the missed due dates (in red).

2 From this search result, right click on the selected line(s) and click on:
  • Dun selected invoices by email to dun only the selected invoices.
  • Dun invoices of selected customers by email to dun all unpaid invoices from each customer included in the selection.

The window displays the list of due dates that will be dunned:

  • Dunning level: sets the dunning level applied on the due date
  • Dunning date: the last dunning date
3 You can then right-click on one or multiple lines to:
  • Decrement the dunning level
  • Increment the dunning level
  • Clear the search list
4 Click on Validate.
5 Fill in the following fields in the Dun by email window:
Field Description
Employee

From the help list, select an employee to add as the sender or as Cc/Cci. You can add as many employees as necessary.

The selected employee is automatically added to the table:

  • Check Of to send the email with the employee's email address. There can only be one sender.
  • Check Cc to add the employee's email address as carbon copy.
  • Check Bcc to add the employee's email address as blind carbon copy.
Email

Enter an email address, then press the Tab key to add as the sender or as Cc/Cci. It is possible to add as many email addresses as needed.

The email address is automatically added to the table:

  • Check Of to send the email to the specified email address. There can only be one sender.
  • Check Cc to add the specified email address as carbon copy.
  • Check Bcc to add the specified email address as blind carbon copy.
6 Click on:
  • Send to directly send the dunning emails.
  • Open Outlook to open the dunning emails from the Outlook interface in order to check each email before sending it.
1 In Management > Sales > Invoices, check Not Paid in the Types section and start the search.
2 In the search results, select the invoices to dun.
3 Right-click on the results and click on Dun selected invoices by email.
4 Click on Validate.
5 Enter and check the sender of the dunning email.
6 Click on Send.

Note

Click on Open Outlook if you want to open the draft of the dunning email on Outlook in order to modify it.

The dunning email is sent.

1 Go to Management > Sales > Invoices and start a search with the following criteria:
  • Not Paid
  • Can be dunned manually
  • Under Wordings, Comments, Arrears info, check View arrears info to display due dates and filter on dates.

You get a list of due dates matching your criteria, with the last dunning date, the current dunning level and the missed due dates (in red).

2 From this search result, right-click on the selected line(s) and click on Generate automatic dunning letters.

The window displays the list of due dates that will be dunned:

  • Dunning level: sets the dunning level applied on the due date
  • Dunning date: the last dunning date
3 You can then right-click on one or multiple lines to:
  • Decrement the dunning level
  • Increment the dunning level
  • Clear the search list
4 Select the Extension from the drop-down list, then click on Validate.

The dunning letters are opened in the selected extension format.

The automatic dunning must be enabled for the customers to dun:

1 From the customer record sheet, click on the Finances tab.
2 In the Reminder on unpaid invoices section, make sure the Automatically option is checked. If it is unchecked, go to Edit > Accounting view > Dunning > Activate automatic dunning.

Note

By default, the automatic dunning is enabled after creating the customer.

It is possible to disable the dunning for an invoice, temporarily or not.

1 From the invoice, go to Edit > Dunning:
2 Choose and click on:
  • Block automatic dunning to check the Do not dun automatically option in the Information tab.
  • Temporarily block dunning to check the Do not temp. dun option in the Information tab.

Note

When the dunning is blocked temporarily, it means the invoice will not be dunned during the next execution of the RelancesAutomatiques batch. The dunning will no longer be blocked right after the next execution of the batch.

3 Enter the desired comment and click on Validate.

To enable the dunning again:

1 From the invoice, go to Edit > Dunning.
2 Click on Unblock automatic dunning or Stop temporary block of dunning.
3 Click on Yes then on Validate.

In order for dunning emails to be sent without any manual operation, it is necessary to create and set up a RelancesAutomatiques batch.

Reference

To create the RelancesAutomatiques batch, refer to Managing batches.

To set up the RelancesAutomatiques batch, refer to RelancesAutomatiques batch.

Once the batch is created and set up, the batch runs depending on the specified planning parameters. Otherwise, if no planning parameter was specified, the batch can be run manually.

Reference

To run manually a batch, see Running a batch manually.

For each unpaid customer invoice, the batch sends or does not send a dunning email depending on the due date, or the last dunning date if the RELCLI_BORNEREL management rule is enabled.

It then determines the dunning level to apply based on the specified lower and upper limits.

Reference

To set up dunning levels, see Dunning levels.

The recipients of the dunning emails are determined in the following order:

Priority Recipient
1

Contacts checked Dunning and possibly Dunning for all sites in the Recipient of section in the contact record sheets of the customer.

If Dunning for all sites is unchecked, the contact receives the dunning email only if it is linked to the billing site specified on the invoice. Otherwise, they will not receive the dunning email.

If Dunning for all sites is checked, the contact receives the dunning email regardless of the billing site specified on the invoice.

Note

If the rule FC_CONTACT_CLI_FACT is enabled and the "Billed customer" managing link exists, the dunning recipients of the first priority are the "Billed customers" contacts defined as recipients of the dunning or the dunning for all sites.
2

Recipients specified in the Recipients tab on the invoice.
3

Contacts checked Invoice Sales in the Recipient of section in the contact record sheets of the customer.
4

Email address specified in the Contact details section on the billing customer site.

The batch first checks if there are recipients in rule 1 and sends a dunning email to possibly found recipients. If the batch did not find any recipient in priority rule 1, the batch scales each following rule in order until it finds one or more recipients. As soon as a recipient is found, all the following rules are ignored.

Example

A sales invoice was issued to the customer Company A:

  • The FC_CONTACT_CLI_FACT rule is disabled.
  • No contact is checked Dunning or Dunning for all sites in the Recipient of section in the contact record sheets of Company A.
  • No recipient is specified in the Recipients section of the sales invoice.
  • Mr Smith is checked Invoice Sales in the Recipient of section in his contact record sheet.
  • The email address of Ms. Martin is specified on the billing site of Company A.

I start dunning:

No recipient is found after checking the rules 1 and 2, no dunning email is sent. However, the batch finds Mr Smith in rule 3. A dunning email is sent to Mr Smith. No dunning email is sent to Ms. Martin, recipient from rule 4.

  • If no recipient is found after checking all the priority rules, no dunning email is sent.

When dunning, an email is sent for each invoice. However, only one email is sent for multiple invoices if every following element is identical in each of those invoices:

  • Billed customer,
  • Recipient(s) in the customer sheet,
  • Cc recipient(s),
  • Dunning level.

When the dunning email is sent, the following information is displayed in the Due dates tab of the invoice:

  • The dunning level is displayed in the Dunning level column,
  • The date of the last dunning email in the Dunned on column,
  • The comment including the sentence Relancé automatiquement par mail le DD/MM/YYYY in the Status section.