Difference between revisions of "Accounting Finance:Reminders-Customer Collections"

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==Overview==
  
==Overview==
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A reminder is a document sent to the debtor to inform them of their outstanding debt. There are 3 stages of issuing a reminder:
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A '''reminder''' is a document sent to the debtors to inform them of their outstanding debt. There are '''3 stages''' of issuing a reminder:
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#The system makes a proposal of reminders to issue according to your selections. You can print a control list to show the proposal
 +
#The system makes a proposal of reminders to issue according to your selections
  +
#We take note of the document number of past due invoices through the list generated by the proposal
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#You make changes and print new control lists until you are satisfied with your proposal
  
  +
#Through Enquiries and IBM Notes, we send out emails to customers regarding past due invoices
−
#You print the reminders in the debtor’s language. The system updates the reminder degree on the invoices in the Accounts Receivable.
  
   
 
==Create Reminder Proposal==
  
==Create Reminder Proposal==
 
#Go to ASW Fastpath → Cash Management → Credit Management Tasks → Work with Reminders
  
#Go to ASW Fastpath → Cash Management → Credit Management Tasks → Work with Reminders
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#Click '''Selection''' and press '''enter''''' (Note: When no proposal exists, choose Selection. If Selection is greyed out and a new proposal needs to be started, check the '''Delete proposal''' box and press '''Enter''')
 +
#Click '''Selection''' and press '''enter''''' (Note: When no proposal exists, choose Selection. If Selection is greyed out and a new proposal needs to be started, check the Delete proposal box and press Enter)
 
#The system automatically updates the other fields when you create a proposal
  
#The system automatically updates the other fields when you create a proposal
−  
   
 
[[File:Nancy7.png|500px]]
  
[[File:Nancy7.png|500px]]
   
 
==Proposal Selection==
  
==Proposal Selection==
⚫
[[File:Reminders1.png|500px]]
  
−  
 
#Enter the selection parameters (optional) ''(Note: if the due date + reminder grace days are greater than the calculation date a customer will be selected)''
  
#Enter the selection parameters (optional) ''(Note: if the due date + reminder grace days are greater than the calculation date a customer will be selected)''
 
#Press '''Enter'''
  
#Press '''Enter'''
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#Click '''Maintenance''' and press '''Enter'''
  
#Click '''Maintenance''' and press '''Enter'''
   
  ⚫
[[File:Reminders1.png|500px]]
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==Proposal Maintenance==
  
⚫
[[File:Reminders2.png|500px]]
  
   
  +
==Sending out Collection-Reminders==
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*Single-click a reminder note and press '''Enter''' or Double-click a reminder note to view details. Do this for any customers that have a value under 'Remaining Amount'. '''''Note: Do not send any reminders to Bellegrove as per: http://elearning.unipharm.local:8080/mediawiki/index.php/Finance:Bellegrove-Special_Agreement'''''
  
  +
*Single-click a reminder note and press '''Enter''' or Double-click a reminder note to view details.
  +
*Do this for any customer that has a value under 'Remaining Amount'. '''
  +
*Be aware of agreement with [http://elearning.unipharm.local:8080/mediawiki/index.php/Finance:Bellegrove-Special_Agreement Bellegrove]'''
  +
  ⚫
[[File:Reminders2.png|500px]]
   
 
[[File:Reminders3.png|500px]]
  
[[File:Reminders3.png|500px]]
   
  +
*Take note of the 'Document Number' for each of the past due invoices.
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*Single-click a document and press '''Enter''' to change status from 'Active' to 'Inactive' and vice versa. Do this once an email enquiring about past due invoices has been sent to the customers in question.
 
  +
#Go into '''Enquiries''' in the bottom left blue bar.
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**Press '''F10''' to activate all transactions
  
  +
#Search '''invoices''' under '''Search argument''' and double-click on '''Invoices''' Under Enquiry program
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**Press '''F11''' to inactivate all transactions ''NOTE: the system recalculates the total reminder amount as you change document status
  
  +
#Enter the Document Number of a past due invoice under the '''Invoice''' box.
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*Press '''F12''' to move back to previous screen(Reminder Note selection)
  
  +
#Click on '''Create inv copy''' on the upper left blue bar
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#Make sure '''Printer queue''' displays PRT01 and press '''Enter'''
  +
#Enter '''TO''' beside the name of the designated contact (leave a space in between). Press '''F7''' to save and press '''F10''' to send
  +
#Type a message to the customer regarding the past due invoices. Follow the instructions on screen to send to customer
   
−
==Creating a New Proposal==
 +
===Shoppers Drug Mart & Rexall===
   
  +
*Shoppers Drug Mart and Rexall will not show up through ASW. Instead, log on to '''INFONET'''
⚫
*Click '''Delete proposal''' → Press '''Enter''' → '''Selection'''
  
  +
*Through top bar, click '''UNIVIEW''' → '''Finance''' → '''A/R Transactions'''
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''The system automatically updates the other fields when you create a proposal''
  
  +
  +
[[File:SDMRexall1.png|500px]]
  +
  +
#Enter the customer numbers, press '''Enter''' and '''Export to Excel'''. See below for customer numbers:
  +
#Shoppers Drug Mart: '''10985'''
  +
#Rexall: '''10857'''
  +
#Save the Excel file (rename it because the Export will always have the same file name) and highlight the lines with past due invoices ''(generally 30 days prior to the last payment due date)''
  +
#Send an email through IBM Notes with the Excel file as an attachment enquiring about the past due invoices. See below for contact information:
  +
#Shoppers Drug Mart: '''[mailto:viwang@shoppersdrugmart.ca Vicky Wang]'''
  +
#Rexall: '''[mailto:ESandhu@rexall.ca Enoe Sandhu]'''
  +
  +
==Creating a New Proposal==
  ⚫
*Click '''Delete proposal''' → Press '''Enter''' → '''Selection''' (you must first delete the existing proposal before you can create a new proposal)
  +
#Repeat steps for Create Proposal [[#Create Reminder Proposal]]
   
 
[[Category:Workflows-Finance]]
  
[[Category:Workflows-Finance]]

Latest revision as of 11:21, 26 October 2017

Overview

A reminder is a document sent to the debtors to inform them of their outstanding debt. There are 3 stages of issuing a reminder:

  1. The system makes a proposal of reminders to issue according to your selections
  2. We take note of the document number of past due invoices through the list generated by the proposal
  3. Through Enquiries and IBM Notes, we send out emails to customers regarding past due invoices

Create Reminder Proposal

  1. Go to ASW Fastpath → Cash Management → Credit Management Tasks → Work with Reminders
  2. Click Selection and press enter (Note: When no proposal exists, choose Selection. If Selection is greyed out and a new proposal needs to be started, check the Delete proposal box and press Enter)
  3. The system automatically updates the other fields when you create a proposal

Nancy7.png

Proposal Selection

  1. Enter the selection parameters (optional) (Note: if the due date + reminder grace days are greater than the calculation date a customer will be selected)
  2. Press Enter
  3. Press F5 to refresh
  4. Click Maintenance and press Enter

Reminders1.png

Sending out Collection-Reminders

  • Single-click a reminder note and press Enter or Double-click a reminder note to view details.
  • Do this for any customer that has a value under 'Remaining Amount'.
  • Be aware of agreement with Bellegrove

Reminders2.png

Reminders3.png

  • Take note of the 'Document Number' for each of the past due invoices.
  1. Go into Enquiries in the bottom left blue bar.
  2. Search invoices under Search argument and double-click on Invoices Under Enquiry program
  3. Enter the Document Number of a past due invoice under the Invoice box.
  4. Click on Create inv copy on the upper left blue bar
  5. Make sure Printer queue displays PRT01 and press Enter
  6. Enter TO beside the name of the designated contact (leave a space in between). Press F7 to save and press F10 to send
  7. Type a message to the customer regarding the past due invoices. Follow the instructions on screen to send to customer

Shoppers Drug Mart & Rexall

  • Shoppers Drug Mart and Rexall will not show up through ASW. Instead, log on to INFONET
  • Through top bar, click UNIVIEW → Finance → A/R Transactions

SDMRexall1.png

  1. Enter the customer numbers, press Enter and Export to Excel. See below for customer numbers:
  2. Shoppers Drug Mart: 10985
  3. Rexall: 10857
  4. Save the Excel file (rename it because the Export will always have the same file name) and highlight the lines with past due invoices (generally 30 days prior to the last payment due date)
  5. Send an email through IBM Notes with the Excel file as an attachment enquiring about the past due invoices. See below for contact information:
  6. Shoppers Drug Mart: Vicky Wang
  7. Rexall: Enoe Sandhu

Creating a New Proposal

  • Click Delete proposal → Press Enter → Selection (you must first delete the existing proposal before you can create a new proposal)
  1. Repeat steps for Create Proposal #Create Reminder Proposal
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