How to send reminders

Concept

The system allows the user to send payment reminders for open amounts which are overdue. The reminding flow is amount-oriented, which means the amount reminded for increases during the reminder process when a new payment term becomes overdue. In other words, there is no payment reminding specifically per payment term (not possible: send 2nd reminder for 1st installment + send 1st reminder for 2nd installment). Refer the infographic below.

How-to

Search scope

Reminders are generated via the Search Reminder/Invoice module, via generating a search result based on desired parameters. It is possible to generate reminders for a concern as a whole, or for a very narrow selection of bookings when additional search parameters are added like location, DC, RC, date-settings etcetera. It is advised to search at least based on the following parameters:

- Checkbox ‘show all reservations’
- Checkbox ‘not fully paid’
- Reservation status at least ‘Provisional’ and 'Definitive' (potentially also other statusses, depending on the business context)

This generates a wide search result with all reservations. These reservations are not necessarily overdue!

Generate reminder entries

Action: With the desired search result (note: including both over due and not over due payment terms), the user can click ‘Generate Reminders’. Hence, for the selected or all applicable reservations, a reminder entry is created.
Result: The system automatically determines which reservations should be updated with a reminder entry, based on the reminder configuration. All reservations in scope of the reminder configuration are updated, irrelevant if this is the first or sequential reminder.