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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. 

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

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 an 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.  Select the 'ZCJPastDueInvoiceDays' custom property and set the number to however many days late 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.

In ALL mode:
This means the alert will go to all of your customers when they are past W number of days due (set on your subscription on www.ceojuice.com/alerts).  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 prop 'ZCJPastDueInvoiceDays' to 9,999.  That way 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.

Variable1 allows you to exclude by CustomerTypes, as an example this feature might be good if you want to exclude Leasing Companies.  

VariableY allows you to specify what OrderTypes you want to trigger on Sales, Service, Misc, Contract, etc. Defaults to all types.

You have the option to send a second email, for example if the customer is still past due at 90 days (and your first reminder went out at i.e. 45 days). Var2 allows you send a second reminder email, and your cover email can have alternate (possibly harsher) verbiage. For example, if you want the first reminder to go out at 45 days, and again if still past due at 90 days, the variables would be:

VariableW - 45

Variable2 - 45

Variable3 allows you to set a minimum $dollar amount.

 

See example outputs below:

Our default verbiage:

Example of customized output:

 

The is the daily summary that would be sent to you (email listed in to: 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 Contract 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. I a given invoice set shows as not sent, it will keep reporting until you 'fix it' so it can send or it gets paid.
Below all invoices with a NotSentFlag entry you will find the invoices which the process was able to send

 

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