Automatic Payment Reminders

The automatic payment reminders feature allows the system to automatically send notifications about unpaid invoices without the need to manually select entries. The system finds appropriate invoices and sends reminders according to the configured settings.

Configuring automatic reminders

Step 1: Setting up the date formula

In settings in the "Step 3: Automatic e-mail sending" section, configure the "Notification Date Formula" field:

  • Negative values - send before due date (e.g., -3D = 3 days before due date)
  • Positive values - send after due date (e.g., +1D = 1 day after due date)
  • Zero - send on exact due date (0D)

Formula examples

Formula Description Example
-7D 7 days before due date Invoice due 15.01 → reminder sent 8.01
-1D 1 day before due date Invoice due 15.01 → reminder sent 14.01
0D On due date Invoice due 15.01 → reminder sent 15.01
+3D 3 days after due date Invoice due 15.01 → reminder sent 18.01
+1W 1 week after due date Invoice due 15.01 → reminder sent 22.01

Step 2: Customer filter configuration (optional)

In the "Customer Filter for Notifications" field, you can specify which customers should receive automatic reminders:

  1. Click the "..." button next to the field
  2. Set filtering criteria (e.g., posting groups, country codes)
  3. If the field remains empty, all customers with unpaid invoices will be included

Filter examples

  • Customer Posting Group: DOMESTIC - only domestic customers
  • Country/Region Code: US - only customers from US
  • Customer Price Group: RETAIL - only retail customers

Running automatic reminders

Method 1: Manual execution

  1. Navigate to ⚙️ PR | Start Here! page
  2. In "Step 3" section, click "Run Automatic Payment Reminders" button
  3. Confirm that you want to send reminders
  4. System will process all appropriate invoices

Method 2: Automatic execution

Configure a Job Queue entry to automatically run reminders:

  1. Go to Job Queue Entries
  2. Create a new entry with following settings:
    • Object Type: Codeunit
    • Object ID: 71610483 (N24PR Mass Email Notification)
    • Recurrence: set according to needs (e.g., daily)

Automatic processing logic

The system automatically:

  1. Finds appropriate invoices:

    • Open invoices with remaining amount > 0
    • Invoices for which no reminder has been sent yet
    • Invoices meeting the notification date formula

  2. Filters customers:

    • Checks if customer has email address set
    • Verifies if customer meets filter criteria
    • Skips customers without complete data

  3. Groups and sends:

    • Groups invoices by customers
    • Creates one email per customer with all overdue invoices
    • Records information about sent notification

Example scenario

Scenario: Formula set to +1D (1 day after due date)

Today: January 16, 2025

System will find:

  • Invoices with due date January 15, 2025 or earlier
  • Which are still open (unpaid)
  • For which no reminder has been sent yet

System will send one email to each customer containing all their overdue invoices.

Benefits of automatic reminders

✅ Time saving - No need to manually select entries
✅ Consistency - Reminders sent according to established policy
✅ Completeness - System finds all appropriate invoices automatically
✅ Flexibility - Ability to customize formulas and filters
✅ Automation - Can be run through Job Queue

Important notes

Warning
  • If the date formula is empty, automatic reminders will not be sent
  • System sends only one reminder per invoice - no automatic repetitions
  • Ensure email scenario is properly configured before running
Tip
  • Test settings on a small group of customers before full deployment
  • Regularly check Job Queue logs to ensure automatic execution works correctly or consider using Advanced Queues solution

Monitoring and tracking

After sending automatic reminders:

  • Check the "Last Reminder Sent" field in customer ledger entries to see processed invoices