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ID800 Email Past Due Invoice Overview & Sample

Automatically emails past due invoice(s) to your customer

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Overview

Overview

This alert emails a copy of any past-due invoice(s) (Sales, Contract, Proposal, Service. Misc.) to the AR Contact on the "Bill To" customer record. You can select if this alert only sends to specified customers OR to all customers (via Variable Z). Invoices are emailed when the days past due equal your Variable W setting and again when the days past due match your Variable 2 setting.  Note there is one email per invoice type. Ensure the email address you are sending from is an address your customers can reply to. We will send you a daily report of emails sent/not sent. 

Emails listed in TO receive emails sent to customers. Emails listed in CC receive the daily summary ONLY. Emails listed in BCC receive both.

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.

See clones ID853, ID367, ID27 for branching options

Run Schedule: Weekday Evenings

Type of Output: Email

 

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Sample

Sample

Default verbiage:

ID800SampleStandard.PNG

 

Daily Summary:

**Customer Name and Number is Bill To Customer

ID800Summary.PNG

Sample Task Entry in AR Console:

ID800TaskSample.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 THE DUE DATE on the invoice to the reminder.

Variable 2: Number of days AFTER Variable W to send the escalation email. For example, when Variable W = 45 and Variable 2 = 30, then the escalation will be sent 75 days past the due date. This escalated email can have alternate (possibly firmer) verbiage. Just let us know at help@ceojuice.com exactly what that verbiage should be. If this variable is left blank, then only one reminder will be sent per Variable W.

Variable Z: Enter 'ALL' to send invoices to all Bill To Customers OR enter 'SELECTED' to send only to customers included via a custom property. 'ALL' mode will send to ALL customers with qualifying past due invoices. You can set exceptions via a custom property. 'SELECTED' mode requires you to set a custom property on the customer record for those customers to receive qualifying past due invoices. 

Variable X: Custom property on the 'Bill To' customer record to include or exclude customers and override Variable W setting (first escalation).

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

Variable 1: Customer type(s), if any, to exclude from this process (i.e. lease companies).

ID800CustmerType.PNG

Variable 3: Minimum amount due on invoices (whole numbers only, no decimals) to send. If this variable is left blank, the alert defaults to 10.

Variable 4: Contact task type used to write to AR Console indicating emails have been sent. Leave blank for NO task type to be created. This is only available with version 2020625 - email help@ceojuice.com to update your version. 

 

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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 e-automate's standard invoice format. 

-As of version 20200625, we can now write an Completed/Solved Task to your AR Console showing email sent. The user will always show as CJID800 and the task will always be marked completed:

ID800TaskSample.PNG

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

-Alert Variable W and Variable 2 consider days past due from the 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 screenshot below for where to set the A/R contact.  This is from within the customer's profile and you select the contact from the drop down list.

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 email address to send to from the AR contact record, it will email. Alert will forward invoice for printing only when the 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 as Not Sent / No AR Contact.

-If an email address on the 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 would rather have the invoice printed and not emailed, then list -decl- or -3rd- in Contact Number field for that contact record. Alert will forward an email to the email listed as the 'FROM' on your alert subscription so that it can be sent by another method.

ID800ContactRecord.PNG

 

 

Selected vs. All Mode

Selected vs. All Mode

SELECTED mode means you set which Customer will receive emails from this alert.

ALL mode means you set exceptions for those NOT to receive while the rest of your customers will receive emails from the alert. **Remember you can also set exclusions by Customer Type listed in Variable1.

**If you wish to change your mode AND you are no longer in Test Mode (emails actually now sending to your customers), please reach out to help@ceojuice.com before changing as this will GREATLY effect what your customers receive.**

 

Selected Mode:

ID800Selected.PNG

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 only send for those customers you've set Custom Property for. **See below for details on Custom Property functions.**

 

ALL Mode:

ID800ALL.PNG

If VariableZ is 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. Use the Custom Property ZCJPastDueInvoiceDays set to 9,999 to exclude a customer from the alert emails.

**See below for details on Custom Property functions.**

 

ZCJPastDueInvoiceDays

ZCJPastDueInvoiceDays - Function of Custom Property

This Custom Property is intended to either (1) to set a customized days past due at customer level rather than using your standard days past due settings set in VariableW and Variable2 OR (2) prevent customer from receiving any/all emails from the alert.

(1) Using Custom Property to set different days past due level for individual customer:

**PLEASE NOTE, how this Custom Property depends on which version of the alert you are running (ask us at help@ceojuice.com if you're not sure).**

Version 20200625 or later:

Custom Property replaces value set in VariableW. 1st letter/email is sent when value in Custom Property is met, regardless of VariableW. 2nd escalation letter/email is sent when days past due = Custom Property Value + Variable2. 

For example IF:

VariableW = 10

Variable2 = 15

Custom Property = 30

THEN, first letter/email is sent at 30 days past due. Second letter/email is sent at 45 days past due (Variable2 + Custom Property).

Version 20160203 or earlier:

Alert will trigger when the Days Past Due is that listed on Custom Property. However, how that number of days past due relates to the total of VariableW and Variable2, determines which letter/email (first or second) is sent. 

VariableW is completely ignored and sends 2nd escalation letter at days past due per Custom Property value. 

For example IF:

VariableW = 10

Variable2 = 15

Custom Property = 30

THEN, first letter/email is NOT sent. Second letter/email is sent at 30 days (VariableW and Variable 2 are ignored). Second letter/email is NOT sent because Custom Property value (30) is larger than total of VariableW and Variable2 (25).

OR 

For example IF:

VariableW = 10

Variable2 = 15

Custom Property = 20

THEN, first letter/email is sent, second letter email sent at 25 days. Custom Property value (20) is lower than total of VariableW and Variable2 (25).

(2) To prevent a Customer from receiving any / all emails from ID800, set Custom Property ZCJPastDueInvoiceDays to 9,999 on BILL TO Customer Record: 

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

-If you need to exclude a customer temporarily from receiving these emails, then set Custom Property ZCJPastDueInvoiceDays to 9999. Be sure to make a note for yourself to switch it back as we do not monitor those for you.

-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 the Top 8 for each invoice type. 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 summary only, if you want to also be on copy for the output invoices being sent add yourself to the BCC. Any email listed in TO will receive emails sent to customer, but not the daily summary.

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 subsequent escalation letter/email 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.

Creating Custom Property

Creating 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

Creating Task Type

Creating Task Type

If you wish for alert to create task in AR Console (version 20200625+ only), then create Contact Task Type to be used only for this alert process via Tools / Lists & Codes/ Contact Task Types:

**this Task Type must be populated in Variable4**

Sample:

ID800TaskType.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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