Using the date in the Review on field, you can filter all invoices that are due for review on this date according to the configured interval. Generally, every completed invoice is assigned reminder level 0 and appears for review in the list after the interval set under Administration > Accounting > Dunning > Reminder Levels. You can increase the reminder level and enter the reminder date using the Reminder Level button. The Review Date button allows you to monitor the date of the next review and, if necessary, manually change it by checking the Interval box.
Additionally, you can create reminder letters. Each time the reminder level is increased, a new reminder letter can be generated, which can be viewed using the Open button until a new reminder letter is generated. Reminder letters for all reminder levels are stored in the file register in the invoice folder.
The reminder list includes all open collective invoices, but not the individual partial invoices as separate open items.
Age Category
The age category marks all invoices according to the pre-configured invoice age and allows you to display the invoice age independently of the actual reminders made. The age category of open invoices changes automatically when the age of the invoice since the invoice date reaches the next stage of the pre-configured cycle.
The Age Category is based on the Review on filter. For example, if you set the date of the Review on filter to the last day of the year in January, an open item that currently has a young age category will have a correspondingly older age category, because by the end of December, the open item will already be a whole year old.
Reminder Level
The reminder levels in Lexolution are used to document the creation and sending of reminder letters. The reminder level should only be manually increased using the Set Reminder Level function when a reminder is sent to the invoice recipient. The Reminder Date column in the list shows the day the reminder level was set.
Cumulative Invoices
For cumulative invoices, a checkmark is automatically set in the Is Cumulative column. When an invoice is cumulated, the reminder level and the date since the reminder level from the original invoice are carried over to the newly created invoice. The age category of the cumulative invoice is determined from the new invoice date. This way, even for cumulative invoices that may only be 30 days old, you will be notified that a portion of the previous invoice has already been reminded.
Send Emails
Using the Send Emails button, one or more selected emails can be automatically sent via MS Exchange. The system automatically attaches the reminder letter and the corresponding invoice document to each email. The following conditions must be met for an email to be sent:
- The necessary information about the email server must be entered in the STP.Kms.Server.exe.config file.
- An email address must be set as the sender address for Exchange sending in the communication data of the location of the file for the respective invoice.
- A VCard email address must be entered for the invoice recipient (the KMS contact).
- An email template for the reminder letter must be stored in the file of the invoice or the invoice recipient (in the AAK or EAK).
When sending, the system checks if the mentioned conditions are met. Further verification of successful sending must be done in the Outlook mailbox, such as checking if an email could not be delivered because the recipient's email address was invalid.
Sent emails receive the status Sent. You can filter by this status.
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