Reminder Levels
Reminder Letter also lets you optionally increase a counter for selected invoices that indicates the reminder level. Four levels, 0 to 3, are supported.
The system automatically increments the reminder level of an invoice each time a letter is printed. Level 0 means that no reminder was ever sent for the invoice. When you print a reminder for this invoice, the system prints a level 1 letter and increments the reminder level by one to indicate that one reminder has been sent. The second printing uses a level 2 letter and increments the reminder level to 2. The third printing uses a level 3 letter and increments the reminder level to 3. Every subsequent print is at level 3, although you can manually reset the level counter, as described below.
When you generate letters, the system searches for the highest level of each customer’s open invoices. That level determines the letter that is printed.
Example: Customer Big Wheels has 5 open invoices; 4 are at reminder level 1 and one is at level 3. The level 3 letter is generated for Big Wheels. When the level 3 invoice is paid, the next time the reminders are generated, a level 2 letter is generated and the reminder level changes to 2.
You select the reminder level counter using the Reminder Level and Update Counters fields on Reminder Letter.
In cases where you want to issue another reminder but do not want to increase the reminder level for a particular customer (for example, that customer has invoices that remain unpaid because of delivery problems), you can reset the reminder level for all customer invoices for that customer to zero using the Reminder Count Reset field on Customer Credit Limit Maintain (27.20.1.6). You can then set a new level for individual invoices using the Reminder Counter field on the Financial Info tab of the invoice.
The Do Not Increment Reminder Counter field on Invoice Status Code Create lets you create invoice status codes that prevent reminder levels from incrementing. You can assign these status codes to an invoice that should remain at the same reminder level for each print run. For example, when a particular invoice is disputed, you can assign this status code, which ensures that this invoice does not influence the reminder level further.
Reminder Levels
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Reminder Level Logic
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Print with Update Counters = Yes
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Print with Update Counters = No
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Invoice Status: Do not Increment Reminder Count = No
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Invoice Status: Do not Increment Reminder Count = Yes
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Invoice Status: Any
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Print Run
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Reminder Level
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Reminder Level
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Reminder Level
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1
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0
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0
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0
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2
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1
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0
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0
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3
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2
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0
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0
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4
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3
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0
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0
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5
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3
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0
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0
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Example: Existing invoices are still outstanding, but there were delays in delivering to the customer, which means that you want to send further reminders for specific invoices but want to decrease the level to 0. The reminder level for these invoices is currently at 3.
Use the following steps:
1 Select Credit Limit Maintain for this customer, and click the Reminder Count Reset button.
The reminder level for all invoices for this customer is reset to zero.
Alternatively, you can also change the individual invoices.
1 Select the invoice to be modified in Customer Invoice Modify.
2 On the Financial Info tab, the Reminder Counter field displays the level 3. Select Level 0 from the drop-down list.
3 Save and close the invoice screen.