You can find the Reminder window under Accounts/Print…/Reminders. There are 4 concise points to consider:
Click on Edit to get access to the reminder text.
The tab Display allows you to enter the individual reminder texts and to make the settings for the query.
The Invoice reminder interval tab can be found on the right of the Text/Query tab.
HINT: PC CADDIE stores default text templates, and most settings are made accordingly. You can change this based on your own needs.
Here you can see an example of a reminder layout. The <SALDO> (balance) command determines the total debt, <RECHNUNGEN> (invoices) lists the affected invoices with number, amount, date and reminder level.
As shown in the following screenshot, PC CADDIE proposes some default Reminder times. You can change them based on your own wishes. The period in days refers to the last invoice or the last reminder recorded in the account.
Close the window by pressing the OK button after you finish editing the reminder text, query and reminder times.
The basic settings can be left as the PC CADDIE default ones, or changed as required. The Persons group is to be kept as general as possible, so that PC CADDIE can propose a reminder for all those with open items in the account for the reminder period.
The Reminder list can be found on the right-hand side of the window; clicking on it opens the following dialog:
Ideally, select “All outstanding accounts”, confirm with OK and then see the print preview.
The Reminders list will show in advance which customers are affected and which reminder status they have.
It is possible to update the layout with commands that will calculate the overdue fines as percentages of the overall sum. This also has the advantage that you can charge this fee into the account of the person after the receipt of the payment. Ask PC CADDIE Support team if you are interested in this option.
This point is unnecessary for the reminders, because the reminder level is properly indicated in the invoices.
HINT: The module CRM\DMS offers you the option to lodge the reminder directly with the concerned person. This can be automated and the reminders saved PDF files. Please contact the PC CADDIE support if you also want to store the reminders in the CRM\DMS. Read more detailed information on the PC CADDIE module CRM\DMS.
If you did not licensed this module, you can set the number of print-outs to 2 when printing the reminders. The customer will get one of them, and you can file the second one. In this case you will have a copy in case of litigation.
You can Print the reminder after you have completed all the settings.
If you just visualize the reminder on your screen, PC CADDIE will not sent it to the person's account; this means that the reminder level will not change. It is important to sent the reminder directly to the printer. Another option is to completely cancel the operation after a print preview and only after that actually print the reminder.
If you have previously set the Query when printing PC CADDIE will open the following dialog:
You can decide from case to case if you want to create a reminder or if you want to Do not print reminder for this person.
Here we show you how to take individual invoices out of the automatic reminder process. To do this, first call up the sales account of the person who should not receive a reminder for the open invoices.
Double-clicking on the line of the invoice number opens the document details.
Now enter in the field Reminder stop the date up to which the invoice should not be reminded.
A blue question mark appears in the sales account at the posting status, at the right end of the invoice line.