Dunning letters

In PlentyONE. you can generate dunning letters as PDF files, for example if you want to print them or send them to your customers as an email attachment.
You can use dunning letters to remind your customers of outstanding payments after the payment period has expired. Dunning letters can only be created when an invoice already exists since these document types are interdependent. That is also why an invoice can only be reversed if already existing dunning letters are reversed first. Use the document type reversal dunning letter for this.
There are 4 dunning letter levels available. Thus, you can remind customers several times of the outstanding payments with a new dunning letter with distinct dunning charges for each level. To do so, set up dunning charges for each dunning level by creating corresponding variation IDs. After this you can enter the variation ID when you are creating the document, as described in Table 1.
These functions follow fiscal statutes and are in place to help you working according to GoBD (German taxation directive) regulations.

Dunning letter levels only serve as flag

When adding a dunning letter level to an order, it only serves as flag. Thus, it is not linked to the generation of a dunning letter.

1. Setting up a document template for dunning letters

You can create dunning letters directly using the PlentyONE standard templates. If necessary, you can copy the standard template and adjust it for your needs.

1.1. Setting up document templates in DocumentBuilder

We recommend that you set up document templates in DocumentBuilder (menu: Setup » Documents » DocumentBuilder). For more information on how to use DocumentBuilder, refer to the manual page DocumentBuilder.

2. Generating a single dunning letter

In PlentyONE. you can manually create a single dunning letter directly in the order.

Generating a single dunning letter:

  1. Go to *Orders » Orders.
    → The order overview opens.

  2. Carry out the search (search) to display orders.

  3. Open the order for which you want to generate a dunning letter. Note that orders can only be opened in the list view.

  4. Go to the Documents area.

  5. At the top left, click on Create document (add).

  6. Select the Dunning letter document from the drop-down list.
    → The window Create document: Dunning letter opens.

  7. Carry out the settings. Pay attention to the explanations given in Table 1.

  8. Click on Create ().
    → The dunning letter is created and added to the Documents area.

Table 1. Settings for the dunning letter document
Setting Explanation

Date

Enter a date that should be displayed on the dunning letter. The current date is preselected by default.

Variation ID for dunning charge

Adding a Dunning charge requires creating a corresponding item including an item price. This item is then included as a separate entry on the dunning letter and displays the dunning charge. After having created this item, enter the ID of the main variation into this field. This variation is automatically added to all generated dunning letters.
For further information about creating items, refer to the Manually creating items page of the manual.

Comment

Optionally enter a comment that should be displayed on the dunning letter below the order items.

3. Generating multiple dunning letters

If you want to generate several dunning letters at once, use the search filters in the Orders » Fulfilment menu to determine the orders for which dunning letters should be generated. In addition, you can determine whether a status change should take place after the dunning letters have been generated.

Generating multiple dunning letters:

  1. Go to Orders » Fulfilment.

  2. In the line Generate dunning letters click on the small plus.

  3. Carry out the settings according to Table 2.
    Note that the settings comprise Search filters as well as Procedures.

  4. Click on the gear-wheel () to generate the dunning letters.
    → A PDF file containing the dunning letters for the previously selected orders opens.

Table 2. Options in the Generate dunning letters menu
Setting Explanation

Search filter

Order date from / to

Limit the orders for which dunning letters should be generated by selecting a start and end date from the calendar. The orders from the chosen period of time are displayed.

Order status

Select the status of the orders from the drop-down list for which dunning letters should be generated.

Country

Select a country to which the search should be limited or select the option ALL if dunning letters should be generated for all countries.

Owner

Select the owner from the drop-down list for which the dunning letters should be generated or select ALL if dunning letters should be generated for all owners.

Location

Select a location from the drop-down list for which the dunning letters should be generated.

Warehouse

Select a warehouse from the drop-down list for which the dunning letters should be generated or select ALL if dunning letters should be generated for all warehouses.

Payment method

Select a payment method from the drop-down list for which the dunning letters should be generated or select ALL if dunning letters should be generated for all payment methods.

Sorting

Determine how the generated invoices should be sorted. The options Order ID and Customer ID are available for different sorting methods.

Procedure

Change order status

Choose an order status to which the orders should be changed after the dunning letters are created.
The status change is an important tool to make sure that the process is not carried out twice for orders that have already been processed.

Variation ID

Adding a Dunning charge requires creating a corresponding item including an item price. This item is then included as a separate entry on the dunning letter and displays the dunning charge. After having created this item, enter the ID of the main variation into this field. This variation is automatically added to all generated dunning letters.
For further information about creating items, refer to the Manually creating items page of the manual.

Comment

Optionally enter a comment that should be displayed on the dunning letters below the order items.

4. Creating reversal dunning letters

A reversal dunning letter is used to reverse a dunning letter. You need this for example when you need to reverse an invoice and a dunning letter already exists. In this case, the dunning letter has to be reversed before the invoice can be reversed as well.

As with other document types, you first need to set up a document template. Go to Setup » Client » [Select client] » Locations » [Select location] » Documents » Reversal dunning letter to set up the template. Further information and instructions on setting up the document template are available on the Order documents page of the manual.

After setting up the document template, reversal dunning letters can be created directly within an order. To do so, proceed as follows.

Creating reversal dunning letters:

  1. Go to Orders » Orders.
    → The order overview opens.

  2. Carry out the search (search) to display orders.

  3. Open the order for which you want to generate a reversal dunning letter. Note that orders can only be opened in the list view.

  4. Go to the Documents area.

  5. At the top left, click on Create document (add).

  6. Select the Reversal dunning letter document from the drop-down list.
    → The window Create document: Reversal dunning letter opens.

  7. Enter a date that should be displayed on the reversal dunning letter.

  8. Optionally enter a comment that should be displayed on the reversal dunning letter below the order items.

  9. Click on Create ().
    → The dunning letter is created and added to the Documents area.