This guide instructs you on how to start invoice collection, explains the choice of collection letter format, and helps you select the correct collection letter format.
Invoice collection is started as follows: Sales > Interest and collection > Invoice collection. After this, the following view opens:
"Date" can be, for example, the processing date; its selection does not affect the content of the printed invoice. You can filter the search by "Customer group", "Customer", "Invoice number", or "Invoice payment status". The "Invoice payment status" menu offers several options for filtering invoices. Use the one that best suits your needs.
Once the parameters are set, press "Search".
Collection letter format:
The collection letter can be created by customer or by invoice. Invoice-specific collection creates a separate payment reminder for each invoice to be collected, which can be sent to the customer through the desired channel. A customer-specific collection letter is a compilation that gathers all invoices meeting the criteria into one document. A customer-specific collection letter cannot be sent to the customer through the normal sending process; instead, it is a printed compilation of invoices meeting the customer's criteria. NOTE! If you want to add a collection fee to the invoice, the collection letter format must be "Invoice-specific". "Customer-specific" only prints a compilation and does not add anything to it.
"Added collection fee":- in this section, you can still comment on the amount of the collection fee.
"Status": If you want the invoice to proceed in the collection process, check the box "Update collection status".
The amount of the collection fee is not added to the principal of the invoice (not to accounting or ledger). It is only printed as a text line on the invoice and included in the total sum of the printed invoice. If the payment is processed manually in the Unallocated reference payments view, the correct processing method in this case is "Collection", which correctly handles entries in both the ledger and accounting.
Collection letter format
If you selected the collection letter format as "Invoice-specific", you will next move to the sales ledger sending process view. The system suggests by default printing collection letters in PDF format, but in the sending process view, another sending channel can be selected for the collection letters. NOTE! Collection letters cannot be sent by email, so the sending channel can be selected as e-invoice, local printing, or PDF eLetter. If, for example, e-invoicing is selected as the channel, but not all customers in the sending process have e-invoicing enabled, the system will notify this in the sending process view. Letters can be sent to different customers through different channels, but in this case, the system does not know how to fetch the customer-specific default sending channel, so the sending channel is defined manually.
If e-invoicing is selected as the transmission channel, the system will note that the due date for credit invoices, payment reminders, payment notices, and collection letters sent as e-invoices must be in the future. The due date can be changed in the sending view so that the due date is changed only for the outgoing e-invoice message, but the due date of the invoice in the ledger does not change.
If you selected the collection letter format as "Customer-specific", you will move to the report view (pdf format), from which the letters can be printed further for customers. It is not possible to export the customer-specific document to the sending process view.
The payment notice will print the date as the date of notice creation when the notice is made by going to: Sales > Interest and collection > Invoice collection > select the invoice(s) to be noticed > select the collection letter format "customer-specific" > Create from selected.
If the customer's customer card has a checkmark in the section "Collection prohibition", a collection proposal cannot be created for the customer through this route. From the sales invoice, you can make a payment reminder from the Send invoice button, a payment notice from the payment reminder, and a collection letter from the payment notice. However, a customer with a collection prohibition will not incur collection fees due to the prohibition. Such a customer will also not be included in the collection proposal.
It is also possible to set an invoice-specific collection prohibition on the sales invoice. This overrides the customer-specific collection prohibition. The collection prohibition is set from the sales invoice additional information > Collection prohibition.
Keywords: Invoice collection, collection letter format, collection fee, customer-specific, invoice-specific, collection prohibition
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