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ID800 Email Past Due Invoice Overview & Sample

Automatically emails past due invoice(s) to your customer

Overview | Samples | Variables | Alert Functionality | Best Practices & Tips |  Related Alerts

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Overview

Overview

Emails copy of any past-due invoice(s) (Sales, Misc, Contract, Proposal, Service) to your AR Contact on BillTo Customer Record. You can select if this alert only sends to specified customers OR to all (via VariableZ). Invoices email when days past due reached per your VariableW setting and again when days past due matches that in Variable2. Note there will be one email per invoice type.

Ensure the from address is an email your customer can reply to, we will send you a daily report of emails sent/not sent. List yourself in the CC to receive the daily report only, if you want to also be on copy for the output invoices being sent add yourself to the TO or BCC. 

Also consider ID213, a past due mini statement with no invoice attached. ID387 will ensure you are getting email contacts for your customer's AR Contact.

 

Run Schedule: Weekday Evenings

Type of Output: Email

 

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Sample

Sample

Default verbiage:

ID800DefaultSample.png

Custom verbiage:

ID800CustomSample.png

Daily Summary:

**Customer Name is Bill To Customer

ID800Summary.PNG

 

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Variables

Variables

*Variables listed in RED are required; otherwise alert will not work**

ID800Variables.PNG

Variable W: Number of DAYS PAST DUE DATE on invoice at which to e-mail invoices

Variable 2: Number of days AFTER VariableW to send escalation email. 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.

Variable Z: Enter 'ALL' to send invoices to all Bill To Customers OR enter 'SELECTED' to send only to customers included via Custom Property. All mode will send to ALL customers to receive qualifying past due invoices and you can set exceptions via Custom Property. Selected mode requires you to set Custom Property on Customer Record for those customers to receive qualifying past due invoices. 

Variable X: Custom Property on Bill To to limit certain clients to this process. Set Custom #of days to send after VarW is met. **Will fire when invoice hits the larger of your VariableW or Custom Property value in terms of DAYS PAST DUE**

Variable Y: Type of invoices to send - options Sales, Misc, Contract, Proposal, Service 

Variable 1: Customer Type(s), if any to exclude from process (i.e. Lease)

CT.PNG

Variable 3: Minimum $XX value of invoices to send (whole numbers only, no decimals). If this variable is left blank, alert defaults to 10.

 

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Alert Functionality

Alert Functionality

-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 your customized invoice format. Rather it will default to eAuto's standard invoice format. 

-You can use Custom Property ZCJPastDueInvoiceDays to override VariableW as long as what you set in Custom Property is larger number of days than what is set in VariableW. For example, set ZCJPastDueInvoiceDays with 10 and first email will be sent when 10-days past due. Second email will be sent per Variable2 (number of days AFTER VariableW + Variable2).

-Changes to VariableW or 2 will not effect any past due invoices already sent. Once a given escalation has sent (first, second, etc per VariablesW & 2), the alert will not send again for that escalation. 

-Alert Variables W and 2 consider days past due, from invoice due date (not days since invoice issued):

ID800DueDate.PNG

-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

ID800CR.PNG

-Alert does not consider the Invoice Method, if it finds an e-mail address to send to (from AR Contact), it will email. Alert will forward invoice for printing only when Contact is marked -decl- 

ID800IM.PNG

-If the alert tries to send a notification to a contact who does NOT have an email, it will be listed on the daily summary.

-If an email address on AR Contact Record is invalid, any emails past that failure will not send. We HIGHLY RECOMMEND using ID305 to ensure Contact Records are set correctly. Bad email addresses will cause the alert process to fail.

-If you have a customer you'd like invoice printed, not emailed, then list -decl- or -3rd- in Contact Number field of Contact Record. Then alert will forward an email to the email listed as the 'FROM' on your alert subscription so that it can delivered via another method.

ID800ContactRecord.PNG

 

 

Selected vs. All Mode

Selected vs. All Mode

Selected Mode:

If VariableZ is set with SELECTED Mode, you set a given Bill To Customer Record to receive FIRST email by setting the Custom Property ZCJPastDueInvoiceDays to a number other than zero or blank.

Alert will consider the Custom Property for when to send first email. Alert then considers Variable2 to determine when second email is generated. The only function of VariableW is to add that number of days past due to Variable2 for the second notice. 

For example (based on screen shot below), if Custom Property ZCJPastDueInvoiceDays is set to 10, then first email will send when invoice is 10-days past due. The second email will be sent at 75-days past due (VariableW + Variable2). Remember Variable2 is Number of days AFTER VariableW...

ID800Selected.PNG

 

ID800CP10.PNG

ALL Mode:

If VariableZ set with ALL mode, then customers will be emailed invoice(s) based on Days Past Due set in Variables W and 2. VariableW determines when first email is sent and Variable2 determines when second email is sent.

For example (with variables set per below screen shot), first email will be sent when invoice(s) is 45-days past due and second email will be sent when invoice(s) is 75-days past due. Remember Variable2 is Number of days AFTER VariableW...

ID800Selected.PNG

Alternatively, you can use Custom Property ZCJPastDueInvoiceDays to override VariableW. Set ZCJPastDueInvoiceDays with 10 and first email will be sent when 10-days past due. Second email will be sent per Variable2 (number of days AFTER VariableW + Variable2).

To exclude customers from this alert by setting Custom Property ZCJPastDueInvoiceDays to 9,999:

ID800CP9999.PNG

 

 

 

Daily Summary

Daily Summary

Escalation Level (1, 2 , 3 notice, # times email sent)

Not Sent? Indicates why invoice not sent - No AR Contact and/or Unapplied Payment

If column is blank, then email was sent

ID800Summary.PNG

 

 

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Best Practices & Tips

Best Practices & Tips

-We will set this alert up in test mode first as it is a customer facing alert for you. While in test mode, alert will only send to any email(s) listed on the to/cc/bcc of your alert subscription. While in test mode, if running alert in SELECT mode, you MUST still set Customer Record up with Custom Property.

Once you've reviewed sample emails and feel comfortable with the alert's functionality, then you can let us know at help@ceojuice.com you're ready to go live. At that time, we suggest removing emails from to/cc as their email will show on emails sent to your customers and those emails will likely be bombarded with emails.

*Please note: If first email (VariableW) triggered while in TEST mode and then alert flipped to LIVE mode, that invoice will only ever qualify for second (and further, if used) escalations. If needed, when we flip LIVE we can wipe the alert logic so all output goes out again. But please beware as that means an invoice could trigger for first escalation today and second escalation tomorrow, depending on how many days past due.

-List yourself in the CC to receive the daily report only, if you want to also be on copy for the output invoices being sent add yourself to the TO or BCC.

Send_To.PNG

-Consider the FROM email on your alert subscription since this will be sending to your Customers. We suggest using an email like accountsreceivable@, so should your customer reply to the email, your staff will receive. You can change on subscription, BUT FIRST check with your IT Department to ensure ceojuice user has permissions to "send as" (not on behalf of) the email address listed here on your subscription (otherwise emails won't actually get to your customers and we have no way of knowing that is happening). Then let us know so we can test to make sure.

CLICK HERE for instructions on needed permissions for ceojuice user.

Send_From.PNG

 

-Our variable settings allow for a first and second notice; however, if you'd like, we can add up to a 3rd escalation. We don't do more than three escalations as at that point, other collection efforts would be needed since emails don't seem to be doing the trick! Please email help@ceojuice.com with exact verbiage and days past VariableW for each escalation to be sent.

-If you need different text into the signature line for different branches, please email us at help@ceojuice.com and we can program the alert accordingly. We are not able to accommodate different graphics though. Please provide us details by branch number.

Custom Property

Custom Property

To create needed Custom Property please see these steps:

Step 1:

Create Attribute via Tools / Lists & Codes / Attributes

Attribute Name: ZCJPastDueInvoiceDays

Description: # of days at which to start sending past due invoices ID800

Data Type: Numeric

ID800-1.PNG

Step 2:

Add Atrtribute to Customer Record Configuration via Tools / Lists & Codes / Configuration (Custom Properties).

Select Customer Record Configuration type, use Quick Add to add ZCJPastDueInvoiceDays and be sure to leave default value blank

 

ID800-2.PNG

 

 

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Related Alerts

Related Alerts

ID213 - AR Collection letter with past due bucket Amounts (First & Second Notice)

ID305 - Validate Email Address Field on all Contact Records

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

 

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