The Dunning Wizard, which is built to create and send letters to customers that have not paid their open invoices within a given time range and reminds them of their overdue payments, can be found under Sales - A/R > Dunning Wizard in the main menu.
Prep Before Running Wizard
Before beginning, it's suggested to add the Dunning Term for each Business Partner within BP Master Data. This can be updated manually under the Payment Terms tab.
If you need to do this for multiple Business Partners, take the following steps to set them all up:
- Copy a list from a wildcard search in your BP Master Data, filtering out those not needing edits.
- Use Import from Excel (Administration > Data Import/Export > Data Import) that includes fields for your BP Codes and the Dunning Terms.
- This can also be done later by drilling into the Recommendation Report section of the Wizard (described below), but might be easier to do before hand if more than a few.
Running The Dunning Wizard
After you've opened the Dunning Wizard (Sales - A/R > Dunning Wizard) and click Next, in Step 1 you'll be prompted to "Start a Dunning Run" or "Load a Saved Dunning Run" - those previously done will populate if you wish to use one of those, otherwise you'll want to select Start.
In step 2, you can name the Dunning Run if you wish or go by the default generated by the system. You can also choose the Dunning Level here, but more importantly, check the drop down menus for Dunning Term to ensure you have terms set. If not, those can be set under Administration > Setup > Business Partners > Dunning Terms, then be sure to assign terms to your Business Partners as described above.
Moving on to Step 3, click on Add in the right corner, then Select All in the pop-up window or select Specific BP Codes or Customer Groups, and/or utilize specific Properties, then click OK.
Next, in Step 4, you can select the Document Parameters you wish to be associated with the Dunning Run. By Default, the Posting Date and Due Date are set at the date of the Dunning Run. You may also alter the Document Types to be considered in the run in the Top left of the Wizard.
Step 5 in the Dunning Wizard is the Recommendation Report. Here you may choose which Business Partners to exclude. You can also change the Due Dates or Dunning Terms associated with the account that will be reflected in the service type invoice automatically created at the end of the Dunning Run.
In this example, the two BP’s shown are both excluded from the run in two different ways:
First, the Automatic Posting column is set to No for the first BP Parameter Technology and secondly by unchecking the box next to the second BP Microchips.
Lastly, you can choose to set the Automatic Posting as being applied with Interest & Fees, Interest Only or Fee Only.
Note: Fees must be set on the BP Master Data under the Payment Terms tab, accessible here by drilling into the golden arrow.
In Step 6, you may choose the Posting and Document date for the recommended Service Invoice. You may also choose to exclude a BP for the last time via the Add column checkbox on the left of the table. You must specify the Fee Tax Code for the Service Invoice to successfully generate. Click Next once this has been done.
The Final step is to choose the processing type for the Dunning Run. Since most choose to Email the Dunning Letters, you may want to select Execute Only, Print Later and Exit.
Click Finish to create the Service Invoices and complete the Dunning Wizard.
You will then be prompted to choose Yes or No for the services invoices to generate. Click Finish once again when the Service Invoices successfully generate.
To email or create a PDF for the Dunning Letter you must load the previous Dunning Run and proceed to Step 5 of the Dunning Wizard. From here, click on the row below the BP with the Letter Number and then click on the Email or PDF Icon located in the toolbar. This will email or create the Dunning Letter but not include the Service Type invoice associated with the BP’s Dunning Term.