Considerations When Setting Up the Dunning Letters SuiteApp

Before setting up your account to use the Dunning Letters SuiteApp, read the following topics for guidance:

• Dunning Strategy

• Dunning Letter Formats

• Dunning Roles

Dunning Strategy

Considerations:

• Deciding on whether to use customer dunning, invoice dunning or invoice group level dunning

  The Dunning Letters SuiteApp supports customer level dunning, invoice level dunning and invoice group level dunning.

  In customer level dunning, you are sending a dunning letter with all overdue invoices of the customer attached. Non-overdue invoices are also attached to the dunning letter if they meet any one of the dunning level criteria.

  In invoice level dunning, you are sending a dunning letter to a customer for only one particular invoice.

  In invoice group level dunning, you are sending dunning letters to customers for invoices that are part of invoice groups.

  Customer level dunning is the recommended standard way to use the Dunning Letters SuiteApp.

  Use invoice level dunning only if you want to treat one or more invoices of a customer according to different rules, or using a different template.

  Use invoice group level dunning only for invoices that are grouped.

  For more information, see Differences between Customer Dunning, Invoice Dunning and Invoice Group Dunning.

• Defining dunning escalation levels (thresholds for overdue amounts and days overdue)

  To set up your automated dunning process, you must create dunning procedures and assign them to customers, invoices or invoice groups.

  Dunning procedures define the escalation points or dunning levels, and the time that must elapse before a dunning letter is sent to a customer. Dunning levels define the thresholds for overdue amounts and days overdue, as well as the letter templates to use for each level.

  For more information, see Adding Dunning Levels to a Dunning Procedure.

Dunning Letter Formats

Considerations:

• Deciding on whether to print dunning letters or send dunning letters by email

  On a dunning procedure record, each dunning level that you add must be associated with a dunning letter template record. The dunning template record is where you add template files for your dunning letters.

  The type of template you create depends on your customers’ preferences for receiving dunning letters. Create email templates for letters to be sent by email, and PDF templates for letters to be printed.

  For more information, see the following topics:

  • Customizing Dunning Letter Templates

  • Creating Dunning Letter Email Templates

  • Creating Dunning Letter PDF Templates

• Deciding on the languages of the dunning letter templates

  The dunning letter template record can have email and PDF template files in a single language, or several template files in various languages.

  For more information, see the following topics:

  • Best Practices for Creating and Using Dunning Templates

  • Supported Languages for Dunning

  • Selecting a Default Language on a Dunning Template Record

Dunning Roles

Considerations:

• Determining permissions needed by employees to perform dunning tasks

• Deciding whether to use standard roles or custom roles

• Determining who should be assigned the Dunning Director or Dunning Manager roles

The following roles can use the dunning features:

• Administrator

• Accountant

• A/R Clerk

• Dunning Director (default role based on the standard Accountant role)

• Dunning Manager (default role based on the standard A/R Clerk role)

Note:

The default Dunning Director and Dunning Manager roles are included in the Dunning Letters SuiteApp.

The default Dunning Director or Dunning Manager role can access only the assigned employee’s subsidiary.

For example, if you are using the default Dunning Director role, dunning procedures that you create can only be assigned to your subsidiary. However, you can create various sets of dunning procedures for each subsidiary.

Customized roles can also use dunning if they have been granted the required permissions and access to the dunning pages.

For more information, see the following topics:

• Dunning Permissions and Access

• Edit Permissions for the Dunning Subtab on Customer, Invoice Records and Invoice Group Records

• Customizing Roles to Use the Dunning Features

Dunning Permissions and Access

The following table shows the permissions and access levels for dunning records and functionality:

Record or Functionality	Dunning Director/Accountant/ Administrator	Dunning Manager or A/R Clerk
Allow Individual Invoice Level Dunning	Full	View
Dunning Configuration	Edit	View
Dunning Level Rule	Full	View
Dunning Pause Reason	Full	Full
Dunning Procedure	Full	View
Dunning Procedure Priority	Edit	View
Dunning Template	Full	Edit
Dunning Procedure Bulk Assignment	Allowed	Not allowed
Dunning Bulk Update Customer Records	Allowed	Not allowed
Dunning Email Sending Queue	Allowed	Allowed
Dunning PDF Printing Queue	Allowed	Allowed
Assigning Dunning Managers	Allowed	Not allowed
Assigning a Dunning Procedure to an Invoice	Allowed	Allowed Note: Only the dunning manager assigned to the invoice can edit the Dunning Procedure field on the Dunning subtab of the invoice record.
Assigning a Dunning Procedure to a Customer	Allowed	Allowed Note: Only the dunning manager assigned to the customer can edit the Dunning Procedure field on the Dunning subtab of the customer record.
Assigning a Dunning Procedure to an Invoice Group	Allowed	Allowed Note: Only the dunning manager assigned to the invoice group can edit the Dunning Procedure field on the invoice group record.
Defining Dunning Letter Recipients	Allowed	Allowed
Pausing Dunning	Allowed	Allowed
Resuming Dunning	Allowed	Allowed

See also Dunning Roles.

Edit Permissions for the Dunning Subtab on Customer, Invoice Records and Invoice Group Records

The Dunning subtab is available on customer records and invoice records in accounts that have the Dunning Letters SuiteApp. Edit permissions depend on the user’s logged in role, and on whether the logged in user is the assigned dunning manager for the record. The following table shows the edit permission differences:

Field or Box on the Dunning Subtab on the customer, Invoice or Invoice group Record	Dunning Director/Accountant/Administrator	Dunning Manager Assigned to the Customer, Invoice or Invoice group	Dunning Manager Not Assigned to the customer, invoice or invoice group
Dunning Procedure	Yes	Yes	No
Dunning Level	Yes	No	No
Dunning Manager	Yes	No	No
Pause Dunning	Yes	Yes	No
Dunning Pause Reason	Yes	Yes	No
Dunning Pause Reason Detail	Yes	Yes	No
Allow Letters to be Printed	Yes	Yes	No
Allow Letters to be Emailed	Yes	Yes	No
Do Not Send Letters To Customer Email	Yes	Yes	No
BCC Email to Sales Representative	Yes	Yes	No
Dunning Recipient	Yes	Yes	No

To use customized roles, see Customizing Roles to Use the Dunning Features.

Related Topics

Dunning Overview

Dunning Limitations and Best Practices

Enabling Dunning

Prerequisites for Dunning

Dunning Setup Tasks

General Notices