Set up a dunning letter mailing

You use the default mailing with the DUNNINGLETTER identifier to send dunning letters via email. To configure a mailing for a group of customers, you can create a customer class or use an existing class. In this case, the mailing configuration is copied to each customer account of this customer class.

Before you proceed

You should set up dunning process in the Customer ledger preferences (AR101000) window.

Make sure that the text of the email template DunningLetterNotification (used for the DUNNINGLETTER mailing) complies with your corporate policies. To do this, open the template by using the Notification templates (SM204003) window, and edit the template, if required. The look and feel of the attachment is defined with the Dunning letter (AR6611000) report.

1. Go to the Customer classes (AR201000) window.

2. In the Class ID field, select the customer class you want to configure the mailing for.

3. On the Mailing settings tab, in the Mailings table, do the following:

   The table may already have a row for the DUNNINGLETTER mailing with default settings. In this case, check that it is configured as described in the following substeps.

   1. Add a row. In the Mailing ID column of the new row, select the DUNNINGLETTER mailing.
   2. In the Branch column of the row, select the branch on behalf of which the emails for the mailing will be sent. Leave the Branch column blank to use the same mailing settings for all branches.
   3. In the Email account column, select the email account the mailing is to be sent from.
   4. In the Report column, select the report to be used for generating the dunning letter document, which will be sent as an attachment.
   5. In the Notification template column, select the DunningLetterNotification notification template, which will be used to compose the body of the email.
   6. In the Format column, select the attachment format. If the format specified in this mailing does not match the format preferences of a contact, the attachment will be sent in the format preferred by the contact.
   7. Select the Active check box for the mailing.

4. In the Recipients table, add the types of contacts to receive dunning letters.

   The system will automatically load the actual email address that corresponds to the added contact type when a new customer account of this customer class is created. Select the attachment format preferred by the contact. Make sure the contact is active, and specify whether the contact should receive a blind carbon copy of the emails that will be generated for this mailing.

5. In the window toolbar, click .

You can adjust these mailing settings to serve the preferences of a particular customer by using the Mailing settings tab of the Customers (AR303000) window.

After you complete these steps, you can prepare dunning letters and email them to inform your customers of invoices that are past due by using the Prepare dunning letters (AR521000) and Print/release dunning letters (AR522000) windows.

Related pages

Concepts

• About dunning process setup
• About dunning process by document
• About dunning process by customer
• About customer classes
• About Customer ledger preferences
• Manage dunning letters - overview

Tasks

• Copy one customer class to a new one
• Use a template to create a new customer class
• Create a customer class
• Create a customer class template
• Edit or delete customer classes
• Set a customer class as default
• Make settings in the Customer classes window
• Set up dunning letter mailing for a customer class
• Set up invoice mailing for a customer class
• Send invoices by email
• Set customer class print and email preferences
• Enable or disable write-offs
• Set up mass processing of mailings
• Track customer prepayments
• Change the setting for automatic posting on release
• Set up dunning letter mailing in the Customer ledger preferences
• Set up invoice mailing in the Customer ledger preferences
• Select processing options for overdue charges
• Make overdue and dunning settings in the Customer ledger preferences
• Apply line discount to Item price or Extended item price
• Add a payment message prefix
• Set up the dunning process
• Configure commissions
• Set up document amount rounding

Windows

• Dunning letters (AR306000)
• Customer classes (AR201000)
• Customer ledger preferences (AR101000)
• Dunning letter history by customer (AR408000)
• Dunning letter history by document (AR408500)