Manually send reminder or demand for payment (in bulk) by email

Disclaimer

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

To send reminders or demands for payment by email, you must first check and, if necessary, update the settings for reminders.

If necessary, change the sending method and/or the standard format of one of the four standard reminders: payment notification, reminder, demand for payment and formal notice.

To check and/or change the settings of your reminders or demands for payment click on the Settings icon in the navigation bar. In the now-opened screen click on Reminder settings and then open the Manual reminders or Layouts tab.

TIP!

When sending a reminder or a demand for payment by email, always check whether the login details (username or password) that give access to the SMTP server (which handles the e-mail) are correct. If this is not the case, the following error message may appear: " Check your username and/or password.535 5.7.8 Error: authentication failed: authentication failure ]".

This message also appears when using two-factor authentication. This is not supported from Yuki when sending email. In that case, the mail server settings need to be cleared so that mails are handled by Yuki's server.

Before you send the reminder or demand for payment:

• change the reminder level, if required 
• change and select the correct reminder layout, if required.

Hover your mouse over the Sales icon in the navigation bar, click on Invoices and then select the Overdue work list from the dropdown menu in the now-opened screen..

Select one or more invoices for which you want to send a reminder or demand for payment and click on Remind.

The following screen is opened:

Select a different reminder level if required, then click on the Send button.

TIP!

To send a reminder or demand for payment manually for one invoice, hover your mouse over the line of the relevant invoice and click on the Remind button.

The reminder(s) or demand(s) for payment sent can be found with the invoices sent in the 'Overdue' work list.

For the relevant invoices, the column Level, Reminder sent and Last reminder date now shows the level of the reminder sent, the reminder layout of the reminder sent and the date the last reminder was sent, respectively.

All reminders sent for a specific invoice can be found by opening the original sales invoice and then clicking on Invoice reminders.

ATTENTION!

In case the reminders or demands for payment cannot be sent, one or more of the following messages will appear:

• Sales invoice is a credit invoice
• Customer has no email address
• Customer email address not validated.

Change reminder level

Before you send the reminder(s) or demand(s) for payment, it is still possible to change the reminder level.

For reminders to be sent, four different reminder levels are available: 

• payment notification (1)
• reminder (2)
• demand for payment (3)
• formal notice (4).

Then select the appropriate reminder level and click on the Send button.

ATTENTION!

This will not change the reminder or demand for payment settings.

Select reminder layout

Always check the settings of the reminder(s) by clicking on View reminder settings before sending them (in bulk).

On the now-opened Manual reminders tab, change the sending method if necessary and/or open the Layouts tab and change the default layout of one of the four default reminders: payment notification, reminder, demand for payment and formal notice.