About dunning process setup

In Visma Net, you can select how the system prepares dunning letters: by grouping overdue documents by customer account (the By customer option) or by grouping overdue documents by customer and by the dunning level of a document (By document). You select the appropriate option in the Dunning process field on the Dunning settings tab of the Customer ledger preferences (AR101000) window. By default, the By customer option is set. If you want more manual control over the process, you can select the By document option.

The dunning process workflow and the rules of generating dunning letters depend on the selected option.

We recommend that you make the Dunning process selection when you begin implementing the process and keep that setting.

You can switch from By customer to By document, but switching from By document to By customer is not recommended.

You can use the following windows to view the history of dunning letters that have been produced:

• Dunning letter history by customer (AR408000): Shows the history of dunning letters that have been produced for the selected customer account
• Dunning letter history by document (AR408500): Displays the history of dunning letters that have been produced for documents of the selected customer account

In Visma Net, a dunning level is associated with a particular document (invoice or note).

The system assigns a dunning level to a document that is equal to the level of the last dunning letter that included this document.

If the document has not been included in a dunning letter yet, the system sets 0 dunning level for the document.

You can view the current dunning level of a document in the Dunning information section on the Financial details tab of the Sales invoices (AR301000) window. Also, in this section, you can view the date of the last released dunning letter that included this document.

You can exclude a customer account from the dunning process, regardless of the dunning process option selected.
To do this for a customer, you should clear both the Send dunning letters by email and Print dunning letters check boxes in the Print and email settings section on the Invoicing settings tab of the Customers (AR303000) window.

If you prepare dunning letters by document (that is, if the By document option is selected in the Dunning process field), you can exclude a particular document from the dunning process by selecting the Revoked check box that appears in the Dunning Info section of a document (the Sales invoices window). For instance, suppose that the dunning level of a particular document is 1, and it is time to prepare dunning letters; however, the customer has notified you that the invoice is settled, but due to bank holidays, the payment is late. By selecting the Revoked check box for the document, you can exclude this invoice from the dunning process to avoid negatively affecting your company's relations with this customer.

You may want to charge your customers for the expenses your company incurs while sending dunning letters.
On the Dunning settings tab of the Customer ledger preferences (AR101000) window, you can specify the amount of the dunning fee for each level. You specify dedicated non-stock item that provides a sales account and a subaccount (if applicable) to register the collected fee, and a tax category.

When a dunning letter of a particular level is released, the system generates an invoice for customer with the fee amount specified for the level. This invoice is created with the Balanced status. You can adjust the fee amount, if needed, and then release the invoice in the Sales invoices (AR301000) window.

If you will not need to adjust any dunning fee invoices, you can configure the automatic release of the dunning fee invoices when a corresponding dunning letters are released. To do this, select the Automatically release dunning fee documents check box on the Dunning settings tab of the Customer ledger preferences (AR101000) window.

In Visma Net the Dunning letter (AR661000) is used to generate a printed version of a dunning letter.
You can control the look and feel of this report in addition to the reporting functions. You can use the default look and feel of the report, or customise the report by using the Report Designer. You can provide settings specifying who will receive the report-based email and which format should be used, as well as possibly a specific template to be used as the email body (for email personalisation).

By using the report window, you can print a dunning letter by using the Print action on the report toolbar or email it by using the Send action. By default, the system generates an email based on the DunningLetterNotification notification template, which you can edit by using the Notification templates (SM204003) window.

If you want to print or email multiple letters at once, you can use the Print/release dunning letters (AR522000) mass-processing window. The mass-emailing process requires the mailing with the DUNNINGLETTER identifier to be configured for the customer accounts that you plan to notify.

You need to perform the following steps to set up the dunning process:

1. Dunning process setup: You can configure the process of generating and sending dunning letters on the Dunning settings tab of the Customer ledger preferences (AR101000) window. You can specify the settings for the levels, the dunning fee details, and the sending criteria for each letter in the sequence. Also, you can define the number of days you offer a customer to settle the due document.
2. Report modification: If the default design of the Dunning letter (AR661000) window report does not suit you, you can modify it by using the Report Designer.
3. Mailing configuration: If you plan to send dunning letter by email, you need to configure the DUNNINGLETTER mailing for a customer class or a customer. If you want to send an email attachment with the details of due documents, select the Dunning letter (AR661000) to generate it.

When you have finished setting up the process, you may proceed to preparing and sending dunning letters.