Defining Dunning Letter Recipients
Dunning letters can be sent to the customer’s email address and to the dunning recipients defined on the customer record. Escalation level notifications can be assigned to every recipient based on their dunning level. You can send a single email to selected recipients as peer notification visibility. You can notify the associated sales representative about overdue notifications.
The following preferences are available on the Dunning subtab of the customer record:
-
Allow Letters to be Emailed
-
Do Not Send Letters to Customer Email
-
Add BCC Email to Sales Representative
The Dunning Recipients subtab under the Dunning subtab is where you can add contacts. If the Do Not Send Letters to Customer Email box is checked on the Dunning subtab, you must add at least one contact that has an email address to the Dunning Recipient subtab. You can assign different dunning recipients to different dunning levels.
To be able to save a customer record with the Allow Letters to be Emailed box checked, the following conditions must be true:
-
The Dunning Recipient subtab has at least one contact with an email address and one dunning level selected with level 1 and above.
-
The Email field on the customer record has an email address.
Note:The customer’s email address is required only if the Do Not Send Letters to Customer Email box is not checked. The customer’s email address is added in the CC recipients list. The sales representative’s email address is added in the BCC when notifications are sent for overdue invoices.
To define dunning letter recipients:
-
Edit or create a customer record.
-
Click the Dunning subtab.
-
If you want to send dunning letters to this customer by email, check the Allow Letters to be Emailed box.
-
Set the value of the Do Not Send Letters to Customer Email box.
If you want dunning letters to be sent to the customer’s email address:
-
Make sure that the Do Not Send Letters to Customer Email box is not checked.
-
Make sure that the Email field of the customer record has an email address.
If the Do Not Send Letters to Customer Email box is checked:
-
The system will not send dunning letters to the customer’s email.
-
The Dunning Recipient subtab must have at least one contact with an email address.
Note:If there are contacts on the Dunning Recipient subtab, the system will also send letters to those contacts, regardless of whether the Do Not Send Letters to Customer Email box is checked or not.
-
-
Check the BCC Email to Sales Representative Box to send emails to the sales representatives of the customers for overdue notifications.
-
Click the Dunning Recipient subtab.
-
Check the BCC Email to Sales Representative box to send emails to the sales representative of the customer for overdue invoices.
-
To add the contacts to whom dunning letters will be sent:
-
Click the Dunning Recipient subtab.
-
Select at least one contact with an email address.
-
Click Add. You can add as many contacts as needed.
-
Select a level from the Dunning Level field.
The default dunning level value is Level 1 and Above. Emails are sent to the recipients based on their dunning levels as following:
Dunning Level
Email Recipients
Level 1 and Above
Email will be sent keeping the contact in To list
Level 2 and Above
Email will be sent keeping the contact in CC list
None
Email will not be sent
Note:If the Dunning Recipient value is not available on the Dunning Evaluation Result record, then the Dunning Recipient value is taken from the Dunning Recipient CC list in alphabetical order.
-
-
Click the Procedure Setup subtab.
-
Click Save.
See also: