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ID800 Email Past Due Invoice Overview & Sample

ID800 is used to Email a PDF copy of an invoice to past due clients.  There are two different ways you can run this alert, in 'ALL' mode or in 'Selected' mode.  See below for details for either mode.  In ALL mode this alert will send to all of your customers who are past due (based on your setting in VariableW) UNLESS you specifically set the custom property to not go to them.  In selected mode it will ONLY go to the customers you specifically set the custom property up for. The Mode is controlled in VariableZ. 

When you first subscribe to this alert, we will install in Test Mode so only sample emails will go to anyone listed in To or CC. Once you're good with the results, then you can let us know you are ready to switch the alert to running live to your customers.

The alert will not send any past due invoices if your customer has any unapplied payment on their account.

Any partial payments applied to an invoice should reflect on total amount due left on outstanding invoice sent.

**If you have customized invoice formatting, then this alert process will not be able to pull in proper invoice details. We can accommodate but will be reserved for our CEO Juice+ clients.

You may want to consider the following alerts to help manage this process:

ID461/To Notify if Invoiced Customer Has Unapplied Credit

ID387/Ensure you have a Contact with email

ID767/Sends a list of all customers with no AP contact/email

ID717/CEO Juice Custom Report Unapplied AR Payment Review

In Selected mode:
If you want a customer to receive this alert, you will want to open up their customer record (the customer that the invoice is set to Bill To) and go to the custom properties tab.  Set the Custom Property ZCJPastDueInvoiceDays to the number of days to however many days past due after your VariableW is met that you want the customer to be before they receive this notification (typically 45).  Once that is set to a number (45 for example) that customer will receive a past due notification email when their invoice is 45 days (or whatever number you selected) past due.

**Please note: Alert will send invoice when invoice meets the larger of VariableW or Custom Property value in terms of days past due.**

In ALL mode:
This means the alert will go to all of your customers when they are past VariableW number of days due. If you want to EXCLUDE a specific customer you will want to go to that same custom property tab as above and set the Custom Propert ZCJPastDueInvoiceDays to 9,999. This ensures that particular customer will not receive the past due notification.

ID800.png


Remember that in either mode, the customer must have an A/R contact setup and that contact listed must have a valid email address.  See screen-shot below for where to set the A/R contact.  This is from within the customer's profile and you would want to select the contact from the drop down.

Use ID387 to remind you to add an AR contact if one is missing

Screen_Shot_2013-10-25_at_10.59.15_AM.png

FYI the alert does not consider the Invoice Method,  if it finds an e-mail address to send to and forwards for printing only when Contact is marked -decl- 

If the alert tries to send a notification to a contact who doesn't have a valid email it will be listed on the daily summary.  If it tries to send to a contact who has been flagged with either '-decl-' or '-3rd-', then it will forward an email to the email listed as the 'FROM' on your alert subscription so that it can delivered via another method.

Variables:

*Variables in RED indicate required*

VariableW: Number of DAYS PAST DUE at which time to email invoice(s). This is NOT days from invoice, rather it is number of days past due.

VariableX: Custom Property on Bill To Customer Record to override (defaults to ZCJPastDueInvoiceDays & we will create this for you)

VariableY: Specify what Invoice Types you want to trigger on Sales, Service, Misc (includes Finance Charges), Contract, etc. 

VariableZ: Option is ALL or Selected Mode (see above for detailed explanation). 

Var1.PNG

Variable1: Customer Types to exclude (i.e. Lease) 

Found here in eAuto:

CT.PNG

Variable2:  2nd email to be sent at this many days past days you have set on VariableW. For example, when VariableW = 45 and Variable2 = 30, then escalation will be sent at 75 days past due). This escalated email can have alternate (possibly harsher) verbiage. Just let us know at help@ceojuice.com exactly what that verbiage should be.

Variable3:  Minimum amount due on invoice (cannot leave this blank), whole numbers only (i.e. 10 NOT 10.00). If this variable is left blank, alert defaults to 10.

 

Var2.PNG

 

 

 

Samples:

Our default verbiage:

Example of customized output:

Daily Summary:

This is the daily summary that would be sent to you (email listed in cc: or bcc: on alert subscription) showing who was/was not contacted today based on qualifying past due days as of today:

NotSentFlag  column indicates the reason(s) the process was not able to send an invoice copy. For instance, if the Customer Record lacks an AR Contact or that Contact lacks a valid e-mail address the process has no one to send to. By default, invoices are not sent to customers with standing credits or unapplied payments, although that setting can be changed. If a given invoice set shows as not sent, it will keep reporting until you 'fix it' so it can send or it gets paid. In other words, once you correct the reason, ID800 will fire for that Customer next time 'round (assuming invoices still qualify). 


Below all invoices with a NotSentFlag entry you will find the invoices which the process was able to send

 

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