Background
The purpose of Dunning in WinMan is to automate a process that identifies the customers with overdue invoices and progressively send a series of more severe requests for payment.
Setup
Create Dunning Levels
Dunning Levels are progressive stages that a customer is moved through to try and resolve the overdue invoices.
To add a dunning level, proceed to the Dunning Level Module, and click on the button at the top right to add a record.
This will give you a Name, Days Overdue and Days to Settle fields.
The Days Overdue is the number of days to check for this level, for example if Level 1 was 5 days, Level 2 was 10 days and Level 3 was 20 days.
An overdue invoice of 7 days would fall under Level 1 and an overdue invoice of 22 days would fall under level 3.
Days to Settle is the number of days given to the customer to rectify the last letter sent before assigning them to this new level.
Account Settings
Account Settings are found inside the account module under the Settings tab.
There are 5 settings to be set against each account
- Dunning Grace Days – Number of days to extend the due date before the item is included in the overdue items.
- Dunning Minimum Total Value – The total value of the letter, if it’s lower than this value don’t send.
- Dunning Minimum Total Invoice Value – If the outstanding is below this value then ignore it. (Includes potential credits the customer may have)
- Ignore Dunning when Balance is Zero – The total value of the letter, if it’s lower than this value don’t send.
- Number of Invoices included in Dunning Letter – The number of the overdue invoices to include on the dunning letter.
To ignore the account in the Dunning process there is now a checkbox inside the maintain of the account, under customer financials.
Generating the Dunning Letters
After setting up the levels and settings head over to the dunning letters module and click on Generate Letters to generate the list of Dunning Letters.
This will generate a list of Dunning Letters which are grouped by account.
After generating the Letters you are able to view each Dunning Letter record which will display the relevant information that the account has.
Sending Dunning Letters
You are able to send Dunning Letters through the view page of the Dunning Letters or through batch emailing/printing in the Index of the module.
To send only a certain amount of Dunning Letters, selecting x amount of rows and then using batch emailing/printing also works.
To preview the Dunning Letter before it is sent, go to the view page and click on the Send Dunning Letter dropdown, where there will be a Preview button.
When batch handing the Dunning Letters, you are able to select which Dunning Level to handle, this is a multi-select box, where each Dunning Level selected will be sent.
After a Dunning Level is sent, the Accounts tab in Dunning Letter will be populated with a list of Accounts and their current Dunning Level, alongside the last sent date for a Dunning Letter.
The Activity Tab will also be populated now, letting you preview the email and attachments that was sent to the customer.
Automation
To enable to Automation of Dunning Letters you will have to go into the Dunning Letter Module and manage the settings via the Top right button.
The Settings include –
- Allow Automation – Enables Automation on the system
- Send Type – Which device to send through, Email or Print or Both
- Printer – The printer to default to if Print is the method to be used
- Dunning Levels – Dunning Letters that have this level will send through automation
- Days – The amount of Days between each run