Check reminder and demand for payment service report

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

To make sure that Yuki automatically sends letters (reminders and demands for payment) to your customers, the following things need to be taken care of:

• activate reminder and demand for payment service 
• set up reminder and demand for payment service (including defining deadlines for payment notification, reminder, demand for payment and formal notice) 
• check and adjust text and reminder layouts of letters (reminder or demand for payment)
• block automatic sending of reminders and demands for payment:
  • reasons blocking automatic sending of reminders and demands for payment
  • block customer from receiving automatic reminders and demands for payment.
• view test report.

Every day, Yuki checks which outstanding sales invoices require a letter to be sent. Yuki then automatically selects which letter (reminder or demand for payment) is applicable, creates the letter and sends it by email.

The following are checked daily by Yuki before an automatic reminder or demand for payment is sent:

• Is the administration sufficiently updated?
• The bank must not be older than 14 days
• All customer payments must be matched.
• Does the customer have an email address?
• Is the customer blocked from receiving automatically sent letters?
• Is the invoice too old (older than 90 days when activating Yuki service)?
• Has a manual or automatic reminder or demand for payment already been sent for the invoice in the last 7 days?
• Is the invoice in the overview ‘To be collected’, ‘Payments in transit’ or ‘Reversals’?
• Was the invoice created after the due date (post factum)?

The result of this check can be viewed in the test report at any time.

The following describes by whom, when and how the reminder and demand for payment service (test) report can be viewed.

Which user can view the report when?

In the Reminder settings you can specify which user should receive this report by email daily or weekly. This user will also receive the report as a notification in the PO Box and all sent reports can also be found in the Sales folder on the Reminders tab.

By clicking on > in front of an overview you can view them:

Check test report

To view today's (or any other date) report (test report) click on the Settings icon in the navigation bar. In the now-opened screen, click on Reminder settings and then on the Automated reminders tab.

At the bottom left of your screen click on Check the test report.

The following screen is opened:

The report is divided into five sections:

• Summary:
  • total number of outstanding sales invoices
  • total number of valid invoices
  • total number of valid reminders.
• Reasons of not selected invoices (based on control date):
  • Too old
  • A manual or automatic reminder or demand for payment was sent in the last 7 days
  • In the list 'To be collected', 'Payments in transit' or 'Reversal'
  • Created after due date (post factum).
• Reasons for unsent reminders:
  • Customer does not have an email address
  • Customer is blocked from receiving automatically sent letters.
• Reminders that will be sent
  To view and, if required, change a sales invoice, click on > in front of that invoice. 
• Reminders that will not be sent (grouped by cause)
  To view and, if required, change a sales invoice, click > in front of the invoice in question.

Report selection criteria

'Refresh' button

Click on this button when you have changed the control date, the data shown in the report will be 'refreshed'.

Check date

Enter the date of the check to be performed here.

Invoice date

Show all outstanding invoices with an invoice date in the selected month, quarter, half year, year or all years.  

Entries

Show only the valid invoices, valid reminders or all entries.

Invoice reasons

Show all invoices or only the non-valid invoices with the selected cause (criteria).

Reminder reasons

Show all reminders or only the not sent reminders with the selected cause (criteria).

When there are outstanding invoices in the administration that are eligible for automatically generated letters, but which are not shown in the test report based on the current selection criteria, the following message will appear on your screen:

You should change the current selection criteria, if required.