Manual bulk reminders can be generated in Invoicing / Reminders / Generate.
When you click on the Generate reminders button, a form with the relevant settings appears.
Reminders
At the top of the form, you can see a number that indicates how many reminders are to be generated based on the settings below.
When you click on the number, a list of the reminders appears.
Section Filter
Template: You can choose one of the templates from Invoicing / Settings / Templates / Reminders. The rest of the form is completed using this template.
Invoice group: You can choose one or more invoice groups. If none is selected, no invoice group-related filter is applied to the generation of reminders. If a particular invoice group is selected, the generation of reminders is limited to those invoices that were issued in the selected invoice group. If more than one invoice group is selected, the generation of reminders is limited to those invoices that were issued in any of the selected invoice groups.
Status: You can choose one of client statuses. If none is selected, no client status-related filter is applied to the generation of reminders. If a particular status is selected, the generation of reminders is limited to those invoices that were issued to clients with the selected status.
Group: You can choose one of client groups. If none is selected, no client group-related filter is applied to the generation of reminders. If a particular group is selected, the generation of reminders is limited to those invoices that were issued to clients in the selected group.
Labels: You can choose one or more client labels. If none is selected, no client label-related filter is applied to the generation of reminders. If a particular label is selected, the generation of reminders is limited to those invoices that were issued to clients with the selected label. If more than one label is selected, the generation of reminders is limited to those invoices that were issued to clients with all the selected labels.
From and To: You can specify a time range. The system compares invoice due dates with the given values.
Minimum debt amount per invoice required for a reminder to be sent: You can specify a minimum debt value per invoice that must be met in order for reminders to be generated.
Section Action
If the Attach unpaid invoice box is checked, the relevant unpaid invoice is added to the generated PDF file.
If the Send postal money order box is checked, the relevant postal money order is added to the generated PDF file.
If the Reminder fee box is checked, further fields appear. You have to fill in all of them. Next to the checkbox, you can see information about conditions for the generation of reminder pending items: Pending items for reminders will be automatically created only after the relevant emails or text (SMS) messages have been sent. Pending items for reminders sent via post will be created only after the PDF file with reminders has been downloaded.
If the Change status to box is checked, you can choose to which status you want to move the clients once the reminder emails/SMS messages have been sent or once the PDF file with reminders in the By post section has been downloaded.
If the Change group to box is checked, you can choose to which group you want to move the clients once the reminder emails/SMS messages have been sent or once the PDF file with reminders in the By post section has been downloaded.
Button List of system variables
When you click on this button, a list of system variables appears that you can use within the reminder text.
Section PDF
If the Do not send PDF reminders box is checked, reminders in PDF format are not to be generated. Under the circumstances, the Send postal money order box must not be checked. The Attach unpaid invoice box may be checked. If it is, a PDF file containing only an invoice is attached to each email reminder. It is also important to note that when the Do not send PDF reminders box is checked, no PDF files are available for download in the window that appears during reminder generation.
Into the PDF reminder text field, you can enter the text that will appear on the reminder page. If no text is given, the text from the Email reminder text field is used.
Section Email
In this section, you need to fill in the Subject (required) and Email reminder text fields.
The entered text is used in email reminders. If no text is given in the PDF reminder text field, the text from this field is used.
Section SMS
In this section, you can fill in the SMS remindertext field.
The entered text is used in SMS reminders.
Buttton Generate
When you click on the Generate button, a window appears that contains, among other things, information about reminder fees.
If you want to send the reminders by email, go to the Email part of the Send section. Using the provided arrow, you can expand or collapse the view. When you click on the Envelope icon, the email reminders are sent.
If you want to send the reminders by SMS, go to the SMS part of the Send section. Using the provided arrow, you can expand or collapse the view. When you click on the Envelope icon, the SMS reminders are sent.
If you want to download the reminders in PDF format, you can do it in the Download section.
Once you click on the Close button, you can no longer download or send the reminders. They were valid only at the time of generation.
When the window is closed, a list of manual bulk reminder generation actions is displayed. In it, you can see the individual actions, their settings, etc. Since the list serves a history of such actions, you cannot delete any of the records.
Reminder fee
A reminder fee must be set up on the form.
Reminders must be sent by email/SMS or the user has to click on one of the icons in the By post part.
The system generates as many pending items as there are unpaid invoices.
