Scheduling the Dunning Evaluation Workflow

After installing the Dunning Letters SuiteApp, an administrator must set up the dunning evaluation workflows to run on a schedule. The workflows automate the sending of dunning letters. During automated dunning, the system searches for customers, invoices and invoice groups with overdue amounts. Depending on the dunning procedures and dunning levels that you have set up, the system determines which customers, invoices and invoice groups will be dunned, and automatically sends the dunning letters by email. Letters that are intended to be emailed manually or printed are shown on the Dunning Email Sending Queue and the Dunning PDF Printing Queue.

The Dunning Letters SuiteApp provides the following default dunning evaluation workflows that an administrator can copy and modify to specify the execution schedule and set the Release Status field to Released:

Customer Dunning WF Scheduler
Invoice Dunning WF Scheduler
Invoice Group Dunning WF Scheduler

Note:

Customer dunning means that the dunning procedure is assigned to the customer, and the Allow Override box is clear on the dunning procedure record. Invoice dunning means that the Allow Override box is checked on the dunning procedure assigned to the customer, and a dunning procedure is assigned to the invoice. Customer dunning is used to evaluate all invoices of the customer. Invoice dunning is for evaluating a specific invoice. See Understanding Customer Level Dunning, Invoice Level Dunning and Invoice Group Level Dunning.

Important:

For Invoice dunning, invoices from closed periods (where the Allow Non-G/L Changes box is not checked) are automatically excluded from the dunning evaluation workflows. However, if the Allow Non-G/L Changes box is checked, Dunning emails will be sent even in closed periods. For more information, see the Unlocking Period Transactions.

Important:

Whenever a user defines a new schedule or edits an existing schedule, the dates and times used in the schedule are saved in the time zone of the current user. Even if the user later changes the time zone preference, without changing the schedule, the schedule keeps the original date and time, and the original time zone.

Note:

NetSuite recommends that you schedule the workflows to run outside your normal business hours. This is to ensure that users in your company are not updating customer and invoice records during the dunning evaluation. To avoid sending debt chasing email messages to customers on weekends, schedule the workflow to run only on weekdays.

To schedule the dunning evaluation workflow:

Go to Customization > Scripting > Workflows (Administrator).
To schedule the dunning evaluation workflow for customers, click the Customer Dunning WF Scheduler workflow.

To schedule the dunning evaluation workflow for invoices, click the Invoice Dunning WF Scheduler workflow.

To schedule the dunning evaluation workflow for invoice groups, click the Invoice Group Dunning WF Scheduler workflow.
Place your cursor over More, and select Make Copy.
Click Edit.
Enter a new name for the workflow.
Under Initiation, choose Scheduled.
In the Saved Search field, select the saved search on which to run the workflow.

The saved search provided by the Dunning Letters SuiteApp is selected by default. This predefined saved search contains a list of customers of invoices that have been assigned a dunning procedure. You can use your own saved search, but you must make sure that your saved search does not have any customer, invoice or invoice group that does not have a dunning procedure.
Make sure that the Repeat box is checked, otherwise the workflow will run for only one time.
In the Frequency field, select the frequency with which you want the workflow to run. After selecting a frequency, you must define a start date, end date, execution time, and additional schedule details.

For more information about workflow scheduling options, see Initiating a Workflow on a Schedule.
After defining the schedule, if you are ready to run the workflow, set the Release Status field to Released.
Click Save.

Note:
After copying the workflows and setting their Release Status to Released, you must mark the Release Status of the original workflows to Not Initiating. For more information about setting the release status of workflows, see Release Status.

To schedule the dunning evaluation workflow:

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