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1. Dunning
Dunning is the process of sending reminder notices to customers with overdue payments, requesting payment of the outstanding amount.
It is the process of collecting money from customers. As a process, it generally starts with polite requests, perhaps verbally, followed by e-mails and letters that might escalate to legal threats before the account is written off and passed to a collections agent.
1.1 Dunning
This window is used to define the name of dunning and same will be used while create dunning run process.
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To create a new ‘Dunning’ user need to click on icon available at line.
The system auto fills the Tenant name in the ‘Tenant’ field.
Select the relevant organization name from the ‘Organization’ dropdown field.
Provide a meaningful name as Dunning for the in the ‘Name’ field.
Description is an optional short description of the record
The user has the option to make the record Active or Inactive by using this ‘Active’ check box.
Once all the details are filled click on icon to save the details.
1.1.1 Level
Level tab is used to create multiple levels under one Dunning record and set conditions for each level e.g. Days after due date, charge amount etc.
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The invoices are not considered if collection status of invoices is set as Collection Agency, Legal Procedure or Uncollectable
1.2 Bind Dunning To Business Partner
Dunning can be bind to business partner in two ways:
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If user leaves the dunning empty for the Customer Master, then the dunning of the Business Partner group will be used.
1.3 Dunning Run
Dunning Run window is used to select the dunning and their level.
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To create a new ‘Dunning Run’ user need to click on icon available at line.
The system auto fills the Tenant name in the ‘Tenant’ field.
Select the relevant organization name from the ‘Organization’ dropdown field.
Enter Dunning Date. This is the date which will be taken into account to calculate the due days.
Select the ‘Dunning’ and ‘Dunning Level’ from the dropdown fields.
'Description' field is an optional short note about the Dunning.
Click the icon to save the record.
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1.3.1 Create Dunning Run
Create Dunning Run process is used to fetch data from ‘Invoice Schedules’, ‘Cash Journal’, ‘Post Dated Check’, ‘GL Journal’ and ‘Payment’.
This Process will fetch unpaid invoice schedules and unallocated payments and set same on entry tab of Dunning Run window
Invoices Schedules includes AR Invoices, AP Invoices, AR Credit Memo, and AP Credit Memo and ‘Payment’ includes AR Receipt and AP Payments according to the selected parameters and dunning level.
All cash journal where Cash Type = Business Partner, needs to be consider that are not allocated.
Cash Receipt/Payment Return will come in negative and Cash Payments/Receipt Return will come in positive.
All GL journals that Debit/Credit against the business partners needs to be consider that are not allocated and whose selected account has ‘Allocation Related’ checkbox true on element value tab of Chart of Account window. Credit’ will come in negative and ‘Debit’ will come in positive.
On ‘Create Dunning Run’ process, need to add one checkbox ‘Include PDC’. If this checkbox is true, then system will add those PDC details on line tab which are against Business Partner, whose payments are not generated.
If payment is generated from PDC but not allocated, single record should be shown as PDC doc number and Payment.
PDC Receivable will come in negative and PDC Payable will come in positive.
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If user set 'Include Disputed' checkbox as true, then all the disputed invoices are also including.
If user set 'Only Sales Invoices' checkbox as true, then system pick the records only from Invoice (Customer) else data come from Invoice (Customer) and Invoice (Vendor). This does apply for AR Payment or AP Payment.
If 'Sales Rep' is selected then system will pick invoice data according to selected sales Rep else system will set sales rep which is defined on customer master window and If sales rep not defined on customer master, it will not set ‘Sales Rep’ on entry tab.
If 'Dunning Currency' is selected in parameter, then system will pick data according to selected Currency and set same on ‘Currency’ field on entry tab.
If user set ‘Include All Currencies' checkbox as true, then system will pick the records of all currencies and converted the amount with selected “Dunning Currency” else system will pick the records of currency which is selected on ‘Dunning Currency’ parameter.
If 'Business Partner' is selected, then system will pick Invoice and payments of selected Business Partner else records of all Business Partners will be picked.
If 'Customer/Prospect Group’ is selected, then system will pick Invoice and payments of selected Business Partner else records of all 'Customer/Prospect Group’ will be picked.
'Include PDC' checkbox allows the system to add unallocated post dated check records.
Click on ‘OK’ button. Message will come in taskbar to display the number of entries created through this process and System will update the Entry tab and Line tab according to selected parameter & Dunning level
1.3.2 Print from header
Earlier there was 'Print dunning letter' process to print the dunning records but now user can do print from the header of the Dunning run window.
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It will show all the Line records with respect to the business partner on entry tab.
1.3.3 Entry
Entry tab indicates the customer information of all Invoices schedules which are fully or partially unpaid. It also includes unallocated payments.
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On this tab user can push the “Print” button to create the Dunning letter.
1.3.4 Line
Line tab indicates the all Invoices which are fully or partially unpaid. It also includes the payments that are not allocated.
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System picks all Invoices which are fully or partially unpaid. It also includes the payments, cash journal, GL journal and PDC that are not allocated according to selected Dunning level.
'Amount' indicates the total amount of Invoice or Payment depends upon the reference of payment or Invoice.
'Open Amount' indicates the due amount of invoice schedule if invoice reference is available else unallocated payment amount will display
'Converted amount' indicates the amount in currency which is selected on parameter while run ‘Create Dunning R/un’ process also the conversion date will be consider as system date.
'In Dispute' checkbox indicates the invoice is disputed or not
'Days due' indicates the number of days overdue/under due for payment which is calculated based on dunning date. If value is in negative, then it indicates that invoice is under due.
'Times dunned' indicate the number of times dunned previously.
The 'Fee Amount' indicates the amount which is defined on dunning level
The 'Total Amount' indicates the total document amount which includes converted amount and fee amount.
1.4 Print Dunning Letters
Print Dunning Letters or send them as PDF attachments to the Business Partner Contact with a valid Email address. System will send Email as PDF attachments to the Business Partner according to the selected mail template and dunning run.
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System will send Email with attached PDF according to selected parameter on process.
1.5 PDF Format of Dunning
There are two sections in this format. Upper section pick the data of invoice and below section pick the data of Payment, Cash journal, GL Journal and Post dated check. It picks all the data from the line tab of Dunning run window.
In case of Cash journal, system pick Voucher number as document Number which is available on Cash journal Line
Payment method will become cash in case of Cash journal as document type.
For Transaction date column, system needs to fetch transaction date and Statement n case of Payment and Cash Journal respectively.
In case of Post Dated Check, system needs to pick Cheque date as Transaction/ Statement/Cheque Date.
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