Sending Reminders

Note:

The information on this page refers to sending reminders using the Collections page. If you have multi-company reminder rules that use standard email templates, you can send reminders for these rules from the Automated Collections page.

You can use the Reminders tab on the Collections page to send email reminders for sales invoices. The Reminders tab lists the reminder rules that you have created and the number of reminders to be sent for each rule.

If you have created automated rules, the number of reminders sent is displayed, if the rule has already run.

If you have chosen to use a Conga template for a reminder rule, you must attach the documents to the reminders before you can send them.

Notes:
Reminder rules select invoices based on the due date. If you have invoices that meet more than one rule, reminders will only be sent for the rule that is either before the due date or closest to the due date. Invoices will not be selected for the next rule until the number of days specified in the Offset Days for Collections Reminders field in the Accounting custom setting is reached.
For example, if you set up reminder rules for 10 and 30 days after the invoice due date, when you first run the reminder process, invoices that are 30 days overdue are initially sent a reminder for being 10 days overdue. If the Offset Days for Collections Reminders field is set to 5 (the default), you must wait 5 days before you can send reminders for those invoices that met both the 10 day and 30 day rule.
Notes:
When you send reminders for a rule, the process creates a cached workspace for each company associated with that rule. Only invoices available when you run the rule are included and the workspace is effectively locked. If you make changes to invoices that affect their availability for that reminder rule after reminders have been sent, those changes will not appear in Collections Plus until the following day.

To send reminders using Classic templates:

  1. Click the Collections tab. The Reminders section displays the reminder rules and the number of reminders to be sent for each rule.
  2. [Optional] If you have multiple companies in your org, you can select the company that you want to send reminders from. The selected company defaults to your current company. You can choose an alternative company from the Company list.
  3. [Optional] Click To Send to view a list of the reminders that are due to be sent. You can review the invoices that are to be sent. To exclude an invoice from the reminder process, clear the Selected checkbox.
  4. Click Send. If you are viewing the invoices, click Send Reminders. A status bar displays the progress of the reminder process. A message also displays. Click View Reminders to see details of the Reminders process.

If you are sending a large number of reminders for a rule, you can encounter Conga batch limits. The reminders process will automatically create multiple Conga batches to avoid those limits. Where multiple batches are created, the procedure for sending the reminders is slightly different. Both procedures are documented below.

To send reminders using a single Conga batch:

  1. Click the Collections tab. The Reminders section displays the reminder rules and the number of reminders to be sent for each rule.
  2. [Optional] If you have multiple companies in your org, you can select the company that you want to send reminders from. The selected company defaults to your current company. You can choose an alternative company from the Company list.
  3. [Optional] Click the number in the To Send field to view a list of the reminders that are due to be sent. You can review the invoices that are to be sent. To exclude an invoice from the reminder process, clear the Selected checkbox.
  4. Click Step 1: Attach Documents. A warning message displays.
  5. Click Leave. The Conga Batch Details display.
  6. Click Start. The attachment creation process starts. When the process is complete, close the dialog box.
  7. Click Step 2: Send. A status bar displays the progress of the reminders process. A message also displays. Click View Reminders to see details of the Reminders process.

To send reminders using multiple Conga batches:

  1. Click the Collections tab. The Reminders section displays the reminder rules and the number of reminders to be sent for each rule.
  2. [Optional] If you have multiple companies in your org, you can select the company that you want to send reminders from. The selected company defaults to your current company. You can choose an alternative company from the Company list.
  3. [Optional] Click the number in the To Send field to view a list of the reminders that are due to be sent. You can review the invoices that are to be sent. To exclude an invoice from the reminder process, clear the Selected checkbox.
  4. Click Step 1: Attach Documents. A warning message displays.
  5. Click Leave. The Conga Batch URL Details display. A separate URL displays for each Conga batch.
  6. Click a URL. The Conga Batch details display.
  7. Click Launch from the more actions menu. A warning message displays.
  8. Click Leave.
  9. Click Start. The attachment creation process starts. When the process is complete, close the tab.
  10. Repeat Steps 6 to 9 for each Conga batch.
  11. Click Step 2: Send. A status bar displays the progress of the reminders process. A message also displays. Click View Reminders to see details of the Reminders process.

If you exclude reminders that have Conga templates attached, you can choose to use those attachments or create new attachments, when you send the excluded reminders. Reminders that do not have attachments will have attachments created for them, when you click Attach Documents.

When the Reminder job is complete for a reminder rule, the number of reminders sent, the number of reminders excluded and the number of reminders with errors display. You can click these to view details of the reminders sent, excluded or with errors.

If you have errors, you can view details of the errors. When you have fixed the errors, you can re-send the reminders. For more information, see Reminder Errors.

Notes:
Invoices that you exclude from the reminder process, will continue to be available to have reminders sent today and on subsequent days, until the reminder has been sent. If you want to remove an invoice from the collections process entirely, you should select Collections On Hold on the Invoice or in the Account.
If you are sending reminders for billing documents, you can remove them from the collections process entirely by placing them "On Hold". For more information, see Placing Billing Documents On Hold.