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.

You can start invoice collection by selecting Sales > Interest and collection > Invoice collection. After this, the following view opens:

"Date" can be, for example, the processing date. The selection does not affect the content of the printed invoice.

The search can be limited with the following fields:

  • "Customer group"
  • "Customer"
  • "Invoice number"
  • "Invoice payment status"

"Invoice payment status" menu offers several options for filtering invoices. Use the option that best suits your needs.

Once you have set all the required parameters:

  1. Set the desired "Date".
  2. If necessary, select filters in the fields "Customer group", "Customer", "Invoice number" and "Invoice payment status".
  3. Press "Search".

Collection letter format:

The collection letter can be created in two ways:

  • "Invoice-specific": a separate payment notice is created for each invoice to be collected, and it can be sent to the customer through the desired channel.
  • "Customer-specific": the collection letter is a compilation that gathers into one document all of the customer’s invoices that meet the criteria. A customer-specific collection letter cannot be sent to the customer through the normal sending process; instead, it is a printed compilation of the customer’s invoices that meet the criteria.

NOTE! If you want to add a collection charge to the invoice, select "Invoice-specific" as the collection letter format. "Customer-specific" only prints a compilation and does not add anything to it.

"Added collection charge": in this section, you can define the amount of the collection charge.

If a collection charge has been added to the invoice and the customer pays the invoice with the collection charge, the payment is recorded with the processing method Collection. This recording method corrects both the ledger and bookkeeping and records the collection charges in bookkeeping. This recording method can also be used in situations where the customer pays only the collection charge separately.

The amount of the collection charge is not added to the principal of the invoice (not to bookkeeping or the ledger). The collection charge is printed as a text row on the invoice and is included in the total sum of the printed invoice.

"Status": If you want the invoice to proceed in the collection process, do the following:

  1. Find the invoice to be processed.
  2. Tick the box "Update collection status".

Collection letter format

If you select the collection letter format as "Invoice-specific", you will move to the accounts receivable sending process view.

In the sending process view:

  • The system suggests by default printing collection letters in PDF format.
  • You can also select another sending channel for the collection letters.

NOTE! Collection letters cannot be sent by email. The sending channel can be selected as:

  • e-invoice
  • local printing
  • PDF eLetter

If, for example, e-invoicing is selected as the channel and 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. In this case, the system does not fetch the customer-specific default sending channel, so define the sending channel manually.

If e-invoicing is selected as the transmission channel, the system will note that the due date for credit notes, 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
  • the due date of the invoice in the ledger does not change

If you select 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 as follows:

  1. Select Sales > Interest and collection > Invoice collection.
  2. Select the invoice or invoices to be noticed.
  3. Select the collection letter format "customer-specific".
  4. Select 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 function.

From the sales invoice, the following can be done from the Send invoice button:

  • payment reminder
  • payment notice from the payment reminder
  • collection letter from the payment notice

Due to the collection prohibition, collection charges are not created for reminders of a customer with a collection 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.

You can set an invoice-specific collection prohibition by selecting Collection prohibition in the additional information of the sales invoice.

Frequently asked questions

Question: How do I start invoice collection?

Answer: Select Sales > Interest and collection > Invoice collection, set the required parameters and press "Search".

Question: When should I select the collection letter format "Invoice-specific" and when "Customer-specific"?

Answer: Select "Invoice-specific" when you want a separate payment notice for each invoice and want to add a collection charge to the invoice. Select "Customer-specific" when you want a compilation of all of the customer’s invoices that meet the criteria for printing.

Question: Is the collection charge added to the principal of the invoice?

Answer: The amount of the collection charge is not added to the principal of the invoice in bookkeeping or in the ledger. The collection charge is printed as a text row on the invoice and is included in the total sum of the printed invoice.

Question: Why can’t I send collection letters by email?

Answer: Collection letters cannot be sent by email. The sending channel can be selected as e-invoice, local printing, or PDF eLetter.

Question: What happens if the customer has a collection prohibition?

Answer: A collection proposal cannot be created for the customer through the Invoice collection function, and collection charges are not created for reminders. The customer will also not be included in the collection proposal.

Question: How do I set an invoice-specific collection prohibition?

Answer: Open the sales invoice and select Collection prohibition from the additional information. This invoice-specific collection prohibition overrides the customer-specific collection prohibition.

Keywords: Invoice collection, collection letter format, collection charge, customer-specific, invoice-specific, collection prohibition

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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