79 Set Up Text for Payment Reminders

This chapter contains these topics:

To print a personalized message on your A/R payment reminders, you must first set up the text.

Navigation

From Accounts Receivable (G03), choose Statement/Reminder Processing

From Statement/Reminder Processing (G0322), choose Revise Payment Reminders Text

When you add or revise a payment reminder message, the system creates a key for generic message text. This key is stored in the Generic Text Index Key table (F00163) and the actual message in the Generic Text Entry table (F0016).

Before You Begin

79.1 Entering Reminder Messages

You can add a reminder message for a specific customer or for all customers within a company.

Generally, as a customer's account becomes more overdue, the message on the reminder becomes more severe. You can add messages with up to three levels of severity. They are:

Level Description
First level This is a mild reminder that you might send a customer when an invoice is five days overdue. For example, it might read Have we missed your payment? Our records indicate that the invoices listed above are past due. If your payment has been sent, please disregard this reminder. If not, please send us your payment as soon as possible.
Second level This is a more firm reminder that you might send a customer when an invoice is 30 days overdue. For example, it might read The invoices listed above are delinquent. Please remit payment immediately. If your payment has been sent, please disregard this reminder.
Third level This is a firm reminder that you might send a customer when an invoice is 45 days overdue. For example, it might read The invoices listed above are delinquent. Prior attempts to collect payment have rendered no response. If your payment is not received within five days, your account will be turned over to our collection agency.

Set up payment reminders text for company 00000 to use as the default text for all companies. The system overrides payment reminders text as follows:

  • Company-specific text overrides the default text

  • Customer-specific text overrides the company text

To enter reminder messages

On Revise Payment Reminders Text

Figure 79-1 Revise Payment Reminders Text screen

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Description of "Figure 79-1 Revise Payment Reminders Text screen"

  1. Complete one of the following fields on the first available blank line:

    • Address Number

    • Company

  2. Complete the following fields:

    • Language Preference (optional)

    • Severity

  3. Press Enter or click Add to create record.

  4. Locate the customer or company you just added.

  5. Choose the Narrative Text option next to the customer or company to access A/R Payment Reminders Print Messages.

    Figure 79-2 A/R Payment Reminders Print Messages screen

    Description of Figure 79-2 follows
    Description of "Figure 79-2 A/R Payment Reminders Print Messages screen"

  6. On A/R Payment Reminders Print Messages, complete the message to appear on the payment reminders.

79.1.1 What You Should Know About

Topic Description
Displaying a specific customer or company To limit the list of customers and companies, specify the number at the top of Revise Payment Reminders Text.
Deleting an individual customer or company To remove an individual customer or company from the list of payment reminders text, choose Delete next to the appropriate customer or company.

The Delete action deletes the entire list of customers and companies.


79.2 Setting Up Model Reminder Messages

To print the same payment reminders text for several customers or companies, set up a model reminder message.

To set up model reminder messages

On Revise Payment Reminders Text

  1. Choose the Narrative Text option next to an existing message to access A/R Payment Reminders Print Messages.

  2. On A/R Payment Reminders Print Messages, choose the Models function to access Text Model Selection.

    Figure 79-3 Text Model Selection screen

    Description of Figure 79-3 follows
    Description of "Figure 79-3 Text Model Selection screen"

  3. On Text Model Selection, choose a blank line to enter a model.

    Figure 79-4 A/R Payment Reminders Print Messages screen

    Description of Figure 79-4 follows
    Description of "Figure 79-4 A/R Payment Reminders Print Messages screen"

  4. On A/R Payment Reminders Print Messages, complete the following field:

    • Model

  5. Enter the text for the model message.

79.2.1 What You Should Know About

Topic Description
Assigning a model message Choose the appropriate model on Text Model Selection for the specific customer or company.