Dunning Setup Assistant
The Dunning Setup Assistant is a guided feature that helps you configure all necessary fields in a step by step manner to complete the dunning setup. It streamlines the process of setting up dunning workflows for multiple customers across different subsidiaries, ensuring efficient use of the Dunning Letters SuiteApp.
The Dunning Setup Assistant has the following sections. Each section is represented as a separate page:
Overview
The Overview section introduces the Dunning Setup Assistant.
From the Overview page, click Next to proceed with the setup.
Roles
The Dunning Letters SuiteApp offers the following roles to manage dunning configurations:
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Dunning Director – This role provides complete access to setup and configure the Dunning Letters SuiteApp. The users assigned to this role can edit and reassign dunning configurations to all the customers. All the required permissions are upgraded for Administrator and Accountant roles.
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Dunning Manager – This role can initiate dunning letters from manual queues and assign dunning procedures to specific customer or invoice. A/R Clerk role is upgraded to Dunning Manager by default.
You must assign Dunning Director or Dunning Manager role to any one custom role. You cannot assign both the roles at the same time.
To assign dunning permissions:
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On the Roles page, from the Dunning Director Permission list, select a role.
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From the Dunning Manager Permissions list, select a role. This step is optional.
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Click Next.
A custom role can be assigned to only one category. If an existing role has duplicate permissions, lower level permissions are upgraded automatically to the roles.
Assigning a custom role with dunning permissions completes all steps outlined in the Granting Dunning Director Permissions to a Custom Role and Granting Dunning Manager Permissions to a Custom Role topics.
For more information about assigning Dunning roles, see Dunning Roles
Dunning Levels
Dunning levels define the thresholds for overdue amounts and number of days past due. These levels are determined based on the selected currency and are applied to all the associated subsidiaries.
To define dunning levels:
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On the Dunning Levels page, from the Determine Dunning Level By list, select one of the following options:
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Minimum Invoice Amount and Total Overdue Balance – Dunning is triggered only when both conditions are met.
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Minimum Invoice Amount or Total Overdue Balance – Dunning is triggered if either one of the condition is met.
For more information, see Specifying the Basis for Determining the Dunning Level.
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From the Sending Method list, select one of the following:
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Automatic – Emails dunning letters automatically.
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Manual – Dunning letters are generated and placed in a queue for a manual review before sending to customers. You can access the queued letters by going to Setup > Dunning > Dunning Email Sending Queue.
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From the Currency list, select a currency which determines the minimum invoice and overdue balance thresholds.
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From the Subsidiary field, select one or more subsidiaries linked to the selected currency to apply the dunning rules accordingly.
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Create a dunning level rule by providing the required information in the following columns. Three levels are predefined by default, you can customize them as required.
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Rule Name – Enter the name of the rule.
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Days Overdue – Enter the number of days that must be overdue before a dunning letter can be sent. You can send a reminder letter before the due date using negative values.
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Minimum Invoice Amount – Enter the minimum invoice amount for the selected currency.
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Total Overdue Balance – Enter the total overdue amount for the selected currency.
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Click Next.
For more information about dunning levels, see Understanding Dunning Levels.
Dunning Messages
Dunning email templates can be assigned to each dunning level. The Dunning Letters SuiteApp provides three email templates by default. You can customize or replace the default templates as required. Dunning message templates must be defined for all dunning levels configured on the previous page.
To assign an email template:
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On the Dunning Messages page, from the Email Template column select a template for all the defined dunning levels.
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from the Attach Statements and Attach Invoice Copies columns, you can choose to attach statements and invoice copies as required to the dunning email.
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Click Next.
To assign a custom template, you must create the template from Documents > Templates > Email Templates. You must make sure the template is of custom record type.
For more information about customizing email templates, see Creating Dunning Letter Email Templates.
Dunning Schedule
Dunning schedule enables you to automate the evaluation of overdue invoices and trigger dunning emails. You can choose to select the date and time at which the workflow needs to be evaluate.
To configure the dunning schedule:
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On the Dunning Schedule page, choose one of the following frequency:
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Daily – Runs every day at a specified time.
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Weekly – Runs on a selected day of the week.
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Monthly – Runs on a specified day of the month
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From the Select Time and Select Day list, select the time and day as required.
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Click Next.
This configuration is set to the Guided Dunning Customer WF Scheduler workflow. You can edit the date and time of this workflow at any given time from Customizations> Workflow > Workflows.
Bulk Assignment
Based on the inputs provided earlier, a dunning procedure is created and must be assigned to a selected set of customers. Based on the selected default saved search the dunning procedure is assigned to all customers belonging to the selected subsidiary. You can edit or preview the saved search to refine the selection using additional filters.
Any previously assigned dunning procedures for selected customers are overridden. Customers that are not selected are excluded from dunning procedure assignment.
To bulk assign dunning procedures:
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From the Bulk Assignment Saved Search list, select the required saved search.
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From the Preview Search and Edit Search links, you can preview or edit the search using.
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Check the Add Contacts As Recipients box to include customer contacts in the dunning emails.
Note:Check the Add Contacts As Recipients box to assign all customer contacts as dunning recipients. If dunning recipients are not defined, dunning emails are sent to the customer's primary email address.
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Review all the inputs and then click Finish to complete the setup.
For more information about bulk assignment, see Bulk Assigning Dunning Procedures
Dunning Setup Summary
The Dunning Setup Summary page tracks all the configurations you made in the dunning setup assistant. You can refresh the summary page to monitor the progress of all the records required to create a dunning procedure and assign it to the appropriate customers. After the status is set to complete, you can refer the information of all the records created under their respective subtabs.
The Dunning Setup Summary page displays all the provided entries and configurations in the following subtabs:
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Dunning Roles
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Dunning Schedule
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Dunning Messages
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Bulk Assignment
This concludes the basic setup of dunning procedures for the selected customers based on predefined rules at different levels and assigned template.
You can modify the configurations as required from individual record configuration pages under Setup > Dunning to align with your evolving requirements.