Function Description - Reminders

Create reminders

The task for creating reminders is started from the Reminders list via the Create Reminder button.

When you create a reminder, both the Reminder Terms Code and the Finance Charge Terms Code are used. From the Finance Charge Terms Code, the system fills in the interest rate according to which it calculates the value in the Amount field on the reminder lines in the reminder.

Options tab:

• Posting Date

  • Reminder or Fee Posting Date

• Document Date

  • Based on Document Date, the system filters in customer ledger entries to Open = YES, Due Date < Document Date.

The task checks the filter of the customer ledger entries according to the set Reminder Terms Code.

• Only Amounts with Overdue Amounts

  • if Y, the system inserts only entries that are due before the reminder date

  • if N, the system inserts two separate groups of rows, namely due entries and entries that are not yet due (recommended for leasing contracts)

• Include Entries On Hold

  • if N, the system skips customer entries with a non-empty value in the On Hold field.

  • if A, these items will be included in the reminder as well.

• Use Header Level

  • all lines will have the same reminder level.

  • If NO, then the reminder lines will divide the receivables into groups according to the level.

Recommended settings:

• Only Amounts with Overdue Balance=N

• Use Header Level=A

• Issue

  • if A, the reminder will be moved to Issued reminders at the same time as it is generated.

Customer Tab:

In this case, the reminder header is not entered, but the customer or customers for whom the reminders are created are selected on the form on the Customer tab.

If we want to create reminders over the entire portfolio of financing contracts, we will not select any customer.

Customer Ledger Entries Tab:

On the Customer Ledger Entry FastTab with select Document Types for which the reminder is created.

To create a reminder for a specific contract, you can select a specific contract number in the Contract Code field. We do not collect any value for reminders of all financing contracts.

Apply Line Fee FastTab on:

It is possible to specify a filter for Document types from the customer ledger entry to which the fee will be generated in the reminder. If it is not filled in, all types of documents are taken.

The process of creating reminders in the OC is as follows (the description applies if the reminder has levels 1 and 2):

• If Suggest reminders for contract=YES is set in OneCore Settings (recommended setting for leasing), the process goes through all customers (if Suggest reminders for contract=N, only customers with a filled in Reminder Terms Code go through).

  • Note: this is due to the fact that in leasing practice, the Reminder Terms Code will be applied to customers only exceptionally, only if the customer has agreed on different reminders in the General Terms and Conditions.

• when browsing, it now skips agreements that have a blank Reminder Terms Code. The system uses the term code from the contract when creating a reminder header for the customer and the contract.

  • Note: if the contract is not to be a reminder, it is necessary to set the Reminder Terms Code empty value

• The reminder level code is sorted from largest to smallest – so 2.1.

• starts from level 2 - looks for customer ledger entries in the Cust Customer Ledger Entries table. Ledger Entry (21) (customer entries can be opened, for example, from the Contract Statistics Fact box, by clicking on the Contract Balance (LCY) value), which have a value of 1 in the Last Issued Reminder Level field (80)

• If it finds one, it searches for the corresponding reminder item and takes the due date of the reminder from it. The reminder item can be clicked via the fact box Customer Entry Details, Reminder Entries/Finance Charge Entries field

• Reminder Due Date (15)

• It then applies the date formula that is entered in the second level of the reminder in the Grace Period field (e.g. 20D) to the Due Date. Then:

  • If the Due Date + Grace Period is valid < the document date of the created reminder (i.e. 2), then the 2nd level reminder will be created

  • If the Due Date + Postponement Period does not apply < the document date of the created reminder (i.e. 2), then the 2nd level reminder will not be created

• then goes to Level One – it looks for customer items with a blank value in the Level Messenger field. Issued reminders. For these, it works with the due date of the customer entry and applies the rules for level 1 to them.

If the reminder lines are set to calculate finance charge memos, the system looks at the Customer Ledger Entries to see if the customer items have a Finance Charge Code filled in, then calculates the finance charge per item according to it.

If there is no calculated finance charge in the reminder line, it is because the Penalty Code on the customer card was not filled in at the time of creation of the customer entry.

Suggest Reminder Lines button

This option is used to update or create a row on an already created reminder. When the button is pressed, a dialog box opens.

Overview of Created Reminders

After confirming OK in the dialogs above, reminders that have not yet been issued will be created in the reminder overview.

If the user wants to open the reminder, select it, then press the Edit or View button. The Reminder Header (434) fornulary opens, displaying data from the Reminder Header table (295).

In the General tab, you can find basic information for identification.

In the Lines tab, they are located.

Meaning of the field:

• Type

  • It can have the following values:

    • Blank — only for the line of text (opening or closing)

    • Account – for a reminder fee

    • Customer Ledger Entry – Reminder Item

    • Line fee – if the reminder also contains a line charge

• Number

  • is filled with the account number in case the type is account

• Document Type

  • is in turn filled in when the type is a customer ledger entry. The most common type is Invoice, but all types of customer item can be here.

• Maturity date

  • is copied from a reminder item

• Description

  • is copied from the customer reminder ledger from the Description field

• Balance

  • is copied from a reminder item

• Amount

  • It can contain either a fee amount or a calculated penalty amount.

On the Posting tab, there are the following fields:

• Reminder Terms Code

  • In Sales & Receivables Setup, if Suggest Reminders by Contract=N, the reminder terms code is copied from the customer card

  • If Suggest reminders by contract=A in Sales & Receivables Setup, the reminder term code is copied from the financing contract for which the reminder was created and the field is uneditable

• Finance Charge Terms Code

  • In Sales & Receivables Setup, if Suggest Reminders by Contract=N, the reminder terms code is copied from the customer card

  • If Suggest reminders by contract=A in Sales & Receivables Setup, the reminder term code is copied from the financing contract for which the reminder was created and the field is uneditable

• Maturity date

  • is calculated from the document date and due date of the given reminder level and the field is non-editable

• Currency Code

  • Is the currency in which the customer's entries exist

  • If Suggest reminders by contract=A in Sales & Receivables Setup, the reminder term code is copied from the financing contract for which the reminder was created and the field is uneditable

• Center Code

  • In Sales & Receivables Setup, if Suggest Reminders by Contract=N, the Center Code is copied from the customer card

  • If in Sales & Receivables Setup Suggest Reminders for Contract=A, Center The code is copied from the financing contract for which the reminder was created and the field is uneditable

• Contract Code

  • In Sales & Receivables Setup, if Suggest Reminders by Contract=N, the Contract Code is copied from the customer card

  • If in Sales & Receivables Setup Suggest Reminders for Contract=A, the Contract Code is copied from the Financing Contract for which the reminder was created and the field is uneditable

List of issued reminders (Issue, print reminders)

Issuing a reminder can be done in several ways – individually or collectively.

Issuance of individual reminders:

An individual reminder can be issued from the Reminders tab by clicking on the Issue... or after selecting one reminder in the Reminders overview and pressing the Issue button... The Issue Reminder dialog box opens.

Save settings – OC saves the last settings of the dialog window and uses these settings on the next startup

• Press

  • It can have the following values:

  • Blank – the reminder is not printed when it is issued

  • Print – the reminder is printed when it is issued

  • Email – a reminder is also generated as an email attachment when issued.

• Change Posting Date

  • If a charge (fee, finance charge) is also to be charged based on the reminder issued, the posting date can be changed by ticking the appropriate box and entering a new posting date.

• Posting Date

  • Enter a new posting date.

• Hide Email Dialog

  • Hides email dialog

In the Reminder tab, the filter contains Number = number of the given reminder.

After confirming the Ok button, the system will issue or print the reminder according to the Print value.

After the reminder is issued, the reminders are in the List of Issued Reminders.

No. Printed field – The number increases based on how many times the reminder has been printed.

Mass issuance of reminders:

Mass issuance of reminders can be done from the Reminders list:

• by marking the relevant reminders and pressing the Issue button...

• by marking all reminders (clicking on the three dots – Select more and Select all rows):

Then all unissued reminders are marked:

Then choose Process - Release to open a dialog box. The only difference is that Number will have a blank value.

After confirmation, all marked reminders will be issued or printed, if the Print option has been selected. Reminders have been moved to the Issued Reminders list.

Issued Reminders tab

In the Fact box, the details of the customer entry are displayed:

• Reminder/Finance Charge Entries

  • When you click on the number, the Reminder/Finance Charge Entries list opens with a filter to Customer Ledger Entry No.

• Applied Entries

  • The Customer's Applied Entries List is displayed

  • In the Overview, documents are displayed that are being paired to the reminder item

• Detailed Customer Ledger Entries

  • Displays an overview of Customer Detailed Entries

  • In the Overview, the paired items to the reminder item are displayed.

Through the Buffer number (Application No.) it is possible to find out with which items the individual items were compared, as shown in the Figure below.

The first item is the settlement of the credit memo posted on 2/3/2023, see Figure Applied Entries.

The second item is the settlement of the reminder invoice.  

Send a reminder by email

You can send a reminder to:

• From the list of Issued Reminders, select Action - Send by Email.

• From the Issued Reminders tab, select Process – Send by Email.

After confirming the selection, a dialog window will open in which you can edit the email and send it by selecting the option on the Send email bar.