If you are using the Advanced Debtors Management System you can send overdue reminders to Customers whose invoices are not paid on time.
The Advanced Debtors Management System (ADMS) scans through invoices and will send an overdue notice based on three factors:
1. Invoice due date has passed
2. Invoice has not been paid
3. The balance of the customer's account is greater than zero
These three parameters are very important as they make up the deciding factor of whether to send an overdue notice or not.
In the example below, the important question is "what date are we sending the overdue notices?"
If we were processing overdue notices on the 20/4/2018 then this customer would not receive an overdue notice.
However if the date is 30/4/2018, then technically the unpaid invoices are overdue.
If the customer had of paid the account, but the payment had not been allocated, question three 'The account balance is greater than $0' would have failed the overdue reminder test and not been sent. However in this case the balance is greater than zero and all three conditions are met on the 30/4/2018 to send the overdue notice.
Issues
There are several issues that can occur when sending overdue notices.
- We have not yet imported or entered Debtor Receipts.
SOLUTION: Process receipts before processing overdue notices.
The payment has been receipted but it has been allocated to the wrong account.
This can be an issue if you use SoEasy's special invoicing function, 'Bill Someone Else"
In this case, check that the payment has been allocated correctly else you will have:
- Invoice is created in Company A but on close is placed on the statement of Company B (correct)
- Payment is received but instead of being allocated to Company B, it is paid against Company A
- Technically in the system, the Invoice is still unpaid and an overdue notice is processed.
End of Help Note