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Managing Dunning Reminders

To help tracking and claiming outstanding payments, JustOn supports dunning processes.

Basically, the dunning process involves three main steps:

  • Dunning run: You create draft dunnings for open invoices or account statements.
  • Finish run: You close the dunnings and generate the dunning reminder PDF documents.
  • Distribution: You send out the dunning reminders via email.

The dunning run refers to the operation that creates dunning notifications. The statements issued with the dunning run are referred to as dunnings. Depending on the progress of the dunning process, they can have different statuses.

  • Draft: New dunnings have the status Draft. You can check draft dunnings for correctness and edit them as necessary.
  • Closed: Finishing dunnings sets them to Closed, generates the PDF dunning reminders to be sent out, and adds the defined dunning fees to the account balance and the open invoice amount. As a whole, this makes the dunning operation legally effective.

In order to use the dunning process feature, you must configure it accordingly using the custom setting Dunning Levels. This setting defines, among others,

  • the condition to be matched for activating the process,
  • dunning fees and late fees as required,
  • the due period and a grace period.

You can then start a dunning run using the Statement Runs functionality.

Info

For details about dunning reminder configuration options, see Setting Up Dunning Process Management.

Managing dunning reminders involves the following tasks:

Creating Dunning Reminders for Multiple Accounts

Using the Statement Runs functionality, you can create dunning reminders for multiple open invoices.

  1. Open the Statement Runs tab.
  2. Click New.
  3. Open the Dunning Run sub-tab.

    dun_run
    Invoking a dunning run

  4. Select the dunning levels as required and, optionally, a dunning date.

    If you do not set a specific dunning date, JustOn uses the current date.

  5. Click Start.

    This creates dunning reminders for all open invoices that match the conditions defined in the selected dunning levels.

    Note that JustOn generates one dunning reminder per dunning level for each account.

Info

JustOn pre-populates the address fields of the resulting dunning reminders as follows:

  • If you have set up contact roles with address data for the accounts and corresponding contact role mappings for the use cases Dunning Contact or Invoice Contact, JustOn takes the address data defined with the contact roles.
  • If there are no contact roles or matching contact role mappings, JustOn takes the address data found in the first included invoices.

Creating Dunning Reminder for Single Invoice

You can individually generate a dunning reminder for a single open invoice.

  1. Navigate to the invoice for which you want to create a dunning reminder.
  2. Click New Dunning.
  3. Select the dunning level as required.
  4. Click Continue.

    This creates a single dunning reminder of the selected level for the current open invoice.

Info

JustOn pre-populates the address fields of the resulting dunning reminders as follows:

  • If you have set up contact roles with address data for the accounts and corresponding contact role mappings for the use cases Dunning Contact or Invoice Contact, JustOn takes the address data defined with the contact roles.
  • If there are no contact roles or matching contact role mappings, JustOn takes the address data found in the first included invoices.

Editing Draft Dunning Reminder

After creating draft dunning reminders, you check them for correctness. If necessary, you must edit the draft dunning reminders, modifying details like basic data, addresses, distribution instructions, texts, etc.

  1. Open the dunning reminders list.

    To access the dunning reminders list, click the statement run name in the Statement Runs tab, or open the Dunnings tab.

  2. Click Edit in the row of the dunning reminder you want to modify.

    Alternatively, you can click the dunning reminder name to open the dunning reminder and then click Edit in the detail view.

  3. Modify the data as required.

  4. Click Save.

Deleting Draft Dunning Reminders

As long as dunning reminders are in the status Draft, you can delete

  • a single dunning reminder individually from its detail view,
  • selected dunning reminders from the dunning reminders list (on the Dunnings tab or the statement run detail view), or
  • without prior selection, all draft dunning reminders from the dunning reminders list at once.

Individually Deleting a Dunning Reminder

To delete a single draft dunning reminder individually from its detail view:

  1. Open the dunning reminders list.

    To access the dunning reminders list, click the statement run name in the Statement Runs tab, or open the Dunnings tab.

  2. Click the dunning reminder name to open the detail view.

  3. Click Delete, then OK to confirm and complete the operation.

    This deletes the current draft dunning reminder.

Deleting Selected Dunning Reminders

To delete selected draft dunning reminders from the dunning reminders list:

  1. Open the dunning reminders list.

    To access the dunning reminders list, click the statement run name in the Statement Runs tab, or open the Dunnings tab.

  2. Select the checkboxes next to the dunning reminders you want to delete.

    Selecting the checkbox in the table header selects all dunning reminders listed on the current list view page.

  3. Click Delete Drafts, then click Continue to confirm and complete the operation.

    This deletes the selected draft dunning reminders.

Deleting All Draft Dunning Reminders

To delete all listed draft dunning reminders at once:

  1. Open the dunning reminders list.

    To access the dunning reminders list, click the statement run name in the Statement Runs tab, or open the Dunnings tab.

  2. Click Delete Drafts without prior selection, then click Continue to confirm and complete the operation.

    This deletes all draft dunning reminders listed in the current statement run detail view or in the Dunnings tab.

Info

Once a statement run detail view is empty, that is, once you have deleted all draft dunning reminders produced in this dunning run, you can delete the statement run detail.

Finishing Dunnings

Finishing dunnings sets them to Closed, generates the PDF dunning reminders to be sent out, and adds the defined dunning fees to the account balance and the open invoice amount. As a whole, this makes the dunning operation legally effective.

Note

Once a dunning is set Closed, you can no longer change or delete it.

  1. Open the Statement Runs tab.
  2. Click the name of the statement run that has produced the dunnings you want to finish.
  3. Select the checkboxes next to the dunning reminders you want to finish.

    Proceeding without selection includes all dunning reminders.

  4. Click Finish Run.

    This sets all selected dunning reminders to the status Closed.

Info

As of JustOn 2.49, find the produced files on Salesforce's Files tab in the group Owned by me, if not configured otherwise (see File Distribution).

Emailing Dunning Reminders

JustOn supports the distribution of the generated dunning reminder PDF documents via email. There are various options for emailing the PDF documents:

  • Sending all or selected dunning reminders from the dunning reminders list, or
  • Sending a dunning reminder individually from its detail view.

Info

Be aware that the emails are not sent immediately. Instead, JustOn queues the emails and sends them at 03:00 every day by default.

Sending Multiple Dunning Reminder Documents

  1. Open the dunning reminders list.

    To access the dunning reminders list, click the statement run name in the Statement Runs tab, or open the Dunnings tab.

  2. Select the checkboxes next to the dunning reminders you want to send, or leave all checkboxes unmarked to include all listed dunning reminders in the distribution.

  3. Click Email.
  4. Optionally, select the option to send a BCC to you, or the option to send the emails immediately.
  5. Click Continue to confirm and complete the operation.

    This queues the email distribution of the selected, or all, respectively, dunning reminders to the corresponding accounts.

Sending Individual Dunning Reminder

  1. Open the dunning reminders list.

    To access the dunning reminders list, click the statement run name in the Statement Runs tab, or open the Dunnings tab.

  2. Click the dunning reminder name to open the detail view.

  3. Click Send Dunning.
  4. Optionally, deselect the finish checkbox.

    Use this option to email a draft dunning reminder, which allows you to still edit it after it has been sent.

  5. Click Continue to confirm the operation.

  6. Optionally, adjust the email recipients or the email text as required.
  7. Click Send.

    This sends the current dunning reminder PDF and the related invoice PDF to the defined email recipient immediately.

Redistributing Dunning Reminders

Certain business use cases may require (re-)distributing existing PDF documents to a file distribution target, for example, in case the automatic distribution has failed or there is a new file distribution target to be populated. To this end, JustOn provides the custom button Distribute PDF. You can select records from list views and then use this button to distribute the corresponding PDF files to a (configurable) file distribution target.

Note

Use the redistribution function with caution. JustOn does not check the selected file distribution target for existing files, so distributing the same files to the same targets produces duplicates, which may consequently have unwanted effects.

To (re-)distribute dunning reminder PDF documents:

Note

Make sure that the PDF redistribution is enabled. For details, see Enabling PDF Redistribution.

  1. Open the dunning reminders list.

    To access the dunning reminders list, click the statement run name in the Statement Runs tab, or open the Dunnings tab.

  2. Select the checkboxes next to the dunning reminders you want to redistribute to a file distribution target, or leave all checkboxes unmarked to include all listed dunning reminders.

  3. Click to open the action menu, then select Distribute PDF.
  4. Select the file distribution target.
  5. Optionally, select the option to consider draft folders and draft documents only.
  6. Click Continue.

    This starts a job that regenerates the corresponding PDF files and stores them in the selected location.

Downloading Dunning Reminders

Certain business use cases may require you to download dunning reminders. To this end, JustOn provides a custom button that allows you to select records from list views and download the corresponding PDF files to a ZIP file.

  1. Open the dunning reminders list.

    To access the dunning reminders list, click the statement run name in the Statement Runs tab, or open the Dunnings tab.

  2. Select the checkboxes next to the dunning reminders you want to download, or leave all checkboxes unmarked to include all listed dunning reminders.

  3. Click to open the action menu, then select Download ZIP.
  4. Optionally, select a specific file name pattern.

    The corresponding picklist shows the item Automatic Filename as well as the file name patterns as defined in PDF Name settings.

  5. Click Start.

    This starts a job that collects and, if necessary, regenerates the corresponding PDF files and writes them to a ZIP file.

  6. When the process has completed, click Download ZIP.

    This opens the dialog for saving the ZIP file to your computer.