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Reminders

This form allows you to send Reminders to Customers for overdue Invoices. A separate Reminder will be printed for each Invoice. This distinguishes it from the Open Invoice Customer Statement, which displays a Customer's current credit position by listing the overdue Invoices on a single page, Depending on how you design the Form Template, each Reminder can contain Reminder messages of increasing severity depending on the number of previous Reminders (i.e. depending on the Reminder Level in an Invoice). These messages are taken from the Reminder Texts setting, and will be printed in the "Reminder Text" field.

If you don't need to print Reminders for each individual Invoice and would prefer to print a single one for each Customer, you can do so by printing the Debtors Letter or the Open Invoice Customer Statement, providing you have included the "Reminder Level (remtext)" field in the Form Template. The Reminder Levels in the outstanding Invoices for a particular Customer will be checked and the Reminder Text for the highest Level will be printed in that field.

You must tick the Reminders check box on the 'Terms' card of the Contact records for each Customer for whom Reminders are to be printed. If a Reminder is not printed when expected, the probable reason is that the Reminders box isn't ticked for the Customer in question. You can prevent the printing of Reminders for an individual Invoice by ticking the No Reminder box on the 'Identifiers' card of the Invoice record.

Invoices
Paste Special    Open, approved Invoices, Invoice register
Range Reporting    Numeric
If necessary, enter here the Invoice Number (or range of Invoice Numbers) of the Invoice(s) for which you wish to print Reminders. Reminders will not be printed for Invoices that are not yet due for payment or for Invoices in which the No Reminder box on the 'Identifiers' card has been ticked.

Customer
Paste Special    Customers in Contact register
Range Reporting    Alpha
If necessary, enter here the Customer Number of the Customer for whom you wish to print Reminders. You can also enter a range of Customer Numbers separated by a colon (:). For Reminders to be printed for a Customer, the Reminders box in the Contact record for that Customer must be ticked.

Category
Paste Special    Customer Categories setting, Sales Ledger
If you want to print Reminders for Customers belonging to a particular Customer Category, specify that Category here.

Increase Reminder Level
Each Invoice contains a Reminder Level (visible on the 'Price List' card) that indicates the number of times it has been subject to a Reminder and included in an Open Invoice Customer Statement.

Select this option if you want the Reminder Level in each Invoice to be increased before the Reminder is printed.

When you print a Reminder for an Invoice, it will contain one of three messages of increasing severity that will be chosen depending on the Reminder Level of the Invoice. You should define these messages in the Reminder Texts setting before printing Reminders. For example, if the Reminder Level of an Invoice is 2, the message will be taken from the Reminder 2 field in the Reminder Texts setting, and so on. If you select this Increase Reminder Level box option, the Reminder Level in this example will be increased to 3 before the Reminder is printed, so the message will be taken from the Reminder 3 field in the setting. The message will be printed in the "Reminder Text" field.

When you mark an Invoice as OK and save it, its Reminder Level will usually be blank. If you print a Reminder for the Invoice, it will not contain a message. If you select this Increase Reminder Level option, the Reminder Level will be increased from blank to 1, so when the Reminder is printed it will contain the first message.

Due Longer Than
If you only wish to print Reminders for Invoices that are overdue by more than a certain number of days, enter that number here. In other words, you can use this field if you want to exclude from the statements Invoices that have only just become overdue.

Current Reminder Level
Enter a Reminder Level here if you need to print Reminders for Invoices with a particular Reminder Level.

Note how this field interacts with the Increase Reminder Level option above. For example, if you use this field to print Reminders for Invoices with a Reminder Level of 2, the relevant Invoices will first be found, then the Increase Reminder Level option will set the Reminder Level of these Invoices to 3, resulting in messages from the Reminder 3 field in the Reminder Texts setting being printed in the "Reminder Text" field.

Additional Cost
Specify here any cost that you wish to charge for printing and sending each Reminder. It will be printed on the Reminder providing you have included the "Extra Cost" field in the Form Template. This additional cost will not be written back to the original Invoice.

Language, Ignore Invoices Language
Paste Special    Languages setting, System module
You can use this field and check box in the following combinations:
  1. If you do not specify a Language and do not select the Ignore Invoices Language option, Reminders will be printed for each Invoice in the range, using the Form Template assigned to the Language of each Invoice in the 'Form Definition' window for the Reminders form.

  2. If you specify a Language but do not select the Ignore Invoices Language option, Reminders will be printed for Invoices with the specified Language.

  3. If you specify a Language and select the Ignore Invoices Language option, Reminders will be printed for all Invoices in the range, using the Form Template assigned to the specified Language in the 'Form Definition' window.

  4. If you do not specify a Language and select the Ignore Invoices Language option, Reminders will be printed for all Invoices in the range, using the Form Template in the first row in the 'Form Definition' window in which the Language field is blank.
You can use the fields listed below when you design the Form Template to be used by the Reminders form. A separate Reminder will be printed for each overdue Invoice, and each field will be printed once per Reminder. If you do not want to print the decimal places in numeric fields, choose the Cut Decimals option in the record in the Values in Text setting for the Language specified in the Company Info setting.

Field in Form TemplatePrints (from Customer or from the Invoice from which the Reminder is printed)
Address Name (if you are using the Organisation Name option in the Form Settings setting) and Invoice Address from the Invoice. This will be printed on separate lines, so you should specify a Line Height for this field. Use the Form Settings setting to set the format of this field (e.g. to specify whether blank lines will be printed, whether parts of the address will be printed on the same line, etc.)
Address 1Name from the Invoice
Address 2First line of the Invoice Address from the Invoice
Address 3Second line of the Invoice Address from the Invoice
Address 4Third line of the Invoice Address from the Invoice
Address 5Fourth line of the Invoice Address from the Invoice
Address 6Fifth line of the Invoice Address from the Invoice
Address NameName from the Invoice
CurrencyCurrency from the Invoice or, if blank, Base Currency 1
Customer Fax Number Fax from the Invoice or, if blank, from the Contact record for the Customer
Customer NumberCustomer from the Invoice (i.e. Customer Number)
Customer Registration No. 1Reg. No. 1 from the Contact record for the Customer
Customer Registration No. 2Reg. No. 2 from the Contact record for the Customer
Customer Telephone NumberTelephone from the Contact record for the Customer
Customer VAT Reg. NumberVAT Reg. No. from the Invoice
Delivery AddressDelivery Address from the Invoice (the first line of this address will only be printed if you are using the Organisation Name option in the Form Settings setting). This information will be printed on separate lines, so you should specify a Line Height for this field. Use the Form Settings setting to set the format of this field (e.g. to specify whether blank lines will be printed, whether parts of the address will be printed on the same line, etc.)
DepartmentDepartment from the Contact record for the Customer
Document TypePrints the word "Reminder". This field only prints if the VAT Law in the Company Info setting is set to "Portuguese"
Extra CostAdditional Cost from the specification window
Interest FeeBase Price from the Item quoted in the Invoicing Fee field in the Interest setting
Interest RateInterest from the Invoice
Invoice TypePrints the word "Reminder"
Invoice Type (short) Prints the word "Reminder"
Invoice CommentComment from the Invoice
Invoice DateInvoice Date from the Invoice
Invoice Due DateDue Date from the Invoice
Invoice No. No. from the Invoice
KID ChecksumKID Code checksum for the Invoice
KID CodeKID Code for the Invoice (formatted depending on the Bank, Client Code (OCR) and OCR Code option specified on the 'OCR' card of the Bank Transfer setting)
KID code with no ChecksumKID Code for the Invoice without checksum
Official Serial NumberOfficial No. from the Invoice
Order Address 2+4 Invoice Address from the Invoice. This information will be printed on separate lines, so you should specify a Line Height for this field
Our ReferenceOur Reference from the Invoice
Payment TermsThe correct translation for the Language of the Invoice of the Payment Term Text from the Payment Terms setting, or the Payment Term Text itself
ReferencePayment Ref from the Invoice (Payment Ref is only visible in the Invoice record if the VAT Law in the Company Info setting is set to "Finnish")
Reminder DateThe date when the Reminder was printed
Reminder LevelReminder Level from the Invoice
Reminder TextPrints the corresponding Reminder Text for the Reminder Level of the Invoice, taken from the Reminder Texts record for the Language of the Invoice. A Reminder Text can occupy up to three lines, so you should specify a Line Height for this field
Settlement Discount DateThe date on which the Settlement Discount offered on the Invoice expires
Settlement Discount 2 DateThe date on which the second Settlement Discount offered on the Invoice expires
StatusNumber of days by which the Invoice is outstanding (i.e. number of days from its Due Date to the date of printing), printed as a negative figure
Sum + interest feeValue in the "To Pay" field (converted to Base Currency 1) + the value in the "Interest Fee" field
To PayOutstanding amount on the Invoice, in the Currency of the Invoice
To Pay in Base Currency 1 for ReminderOutstanding amount on the Invoice, converted to Base Currency 1 using the Exchange Rate in the Invoice
To Pay in Base Currency 2 for ReminderOutstanding amount on the Invoice, converted to Base Currency 2 using the Exchange Rate in the Invoice
To Pay only Decimals Decimals only from the outstanding amount on the Invoice, in the Currency of the Invoice (for example, 1,234.56 will be printed as 56)
To Pay without Decimals Outstanding amount on the Invoice, in the Currency of the Invoice, with decimals removed (for example, 1,234.56 will be printed as 1,234)
Your (customers) ReferenceAttention from the Invoice

Please refer here for details of the standard fields that you can also include in the Form Template.

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