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.

Check reminder settings

To check and/or change the settings for your reminders or demands for payment:

• click on the Settings icon in the navigation bar
• in the now-opened screen, click on Reminder settings
• then open the Manual reminders tab to change the sending method if necessary
• then open the Layouts tab to change the default layout of one of the four standard reminders: payment notification, reminder, demand for payment and formal notice, if necessary.

Before you actually send the reminders or demands for payment in bulk:

• you can, if required, change the reminder level
• you can, if required, change the sending method
• you can, if required, change and select the correct reminder layout.

ATTENTION!

Make sure the login credentials (username or password) for the SMTP server (which handles email) are correct. If the credentials are incorrect, the following message will appear: “Check your username and/or password. 535 5.7.8 Error: authentication failed: authentication failure.”

Yuki does not support two-step authentication for email sending. Clear the mail server settings so that the Yuki server can handle the email.

Access to overdue invoices

To access:

• click on the Sales icon in the navigation bar
• click on Invoices
• then, in the now-opened screen, select the Overdue work list from the dropdown menu.

Send reminders or demands for payment in bulk

To send reminders or demands for payment manually in bulk, follow these steps:

• 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:
  
  
  
• If required, change the reminder level for reminders or demands for payment by selecting the appropriate level from the dropdown menu next to the Message field

  
  

  ATTENTION!

  This will not change the reminder settings that have already been configured for the reminder or demand for payment.
  
  

  There are four different levels of reminders available:

• payment notification (1)

• reminder (2)

• demand for payment (3)

• formal notice (4).
  
  

• always check the settings for reminders or demands for payment by clicking on View reminder settings before sending them (in bulk):

• on the now-opened Manual reminders tab, change the sending method if necessary

• open the Layouts tab and, if necessary, change the default layout of one of the four standard reminders: payment notification, reminder, demand for payment and formal notice.

  
  
• then click on the Send button.

Send reminder of demand for payment for single invoice

To manually send a reminder or demand for payment for a single invoice:

• hover your mouse over the line of the relevant invoice
• click on the Remind button.
  
  

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.

View all sent reminders or demands for payment

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.

View sent reminders or payment demands for a single invoice

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