Automated Collections Fields

The Automated Collections home page contains the Send Reminders and Send Customer Statements tabs. You can drill down to view:

  • The companies that reminders or customer statements will be sent from.
  • The sales invoices that reminders will be sent for.
  • The invoices that have been excluded from the reminder process.
  • Accounts that have been excluded from the customer statement process.
  • Reminders or customer statements that have errors.
  • Reminder or customer statement logs

Send Reminders

The Send Reminders tab on the Automated Collections page contains the following fields and buttons.

Note:

Some fields and buttons are not displayed if you do not have the Accounting and Billing - Collections - Send Email Reminders permissions assigned.

Fields

The Send Reminders section contains the following fields.

Field

Description

Attachments The number of Conga attachments for each company included in the reminder rule.
Errors The number of errors. Click Pencil icon, used to display further details of the selected item to view details of the errors. For more information, see Automated Collections Fields.
Excluded The number of reminders excluded. Click to view details of the invoices that were excluded from the reminders process.
Filters Displays details of the filters applied to the table.
Name

List of the reminder rules that you have set up, ordered by the number of days before or after the due date.

The companies associated with the rule also display.

Sent The number of reminders sent. Click to view details of the reminders that were sent. For more information, see Reminders Fields.
To Send The number of reminders to be sent for each rule. Click to view details of the outstanding invoices. See Automated Collections Fields.
Uses Conga Indicates that the rule uses Conga to create invoice attachments for the reminders.

Buttons

The Reminders section contains the following buttons.

Button

Name

Description

Colapse All icon - a minus signbetween two horizontal lines Collapse All Collapses all lines in the table to display only the top level information.
Pencil icdon represnting the Edit function Edit Displays in the To Send, Sent, Excluded and Errors columns when their values are greater than zero. Opens a window to display additional information on the counts.
Exand All icon - a plus sign between two horizontal lines Expand All

Expands all lines in the table to display both the top level information and all associated information.

All lines are expanded by default.

Filter

Click this to display the filter panel. The filter panel contains the following elements:

  • Company. You can search and select multiple companies.
  • Reminder Rule. You can search and select multiple reminder rules.
  • Apply. Applies your selected filter criteria.
  • Reset. Clears the applied filters and resets the information displayed.

Filters are not saved if you leave the Automate Collections page.

Information Displays information on the toolbar functions.
Manage Attachments - Displays the Manage Attachments window. You can use this window to manage Conga attachments for your reminders.
Refresh Refreshes the information displayed in the grid.
Search - You can use the search to find specific companies or rules.
Send - Sends the reminders for the selected reminder rule.

Reminders to Send Fields

The title of this window includes the name of the reminder rule that the companies and invoices are associated with. The Reminders to Send window displays the following additional fields.

Reminders to Send Fields

Field

Description

Document Number

A lookup to the accounts and their associated sales invoices or billing documents for the selected reminder rule.
Has Attachments Displays the number of Conga attachments associated with the company or account.

Home Outstanding Value

The outstanding amount in the home currency.

Invoice Total

The total invoice amount in the document currency.

Outstanding Value

The outstanding amount in the document currency.

Reason for Exclusion

You can enter a reason for excluding an invoice from the reminder process. Up to 80 characters in length. The exclusion reason is displayed until you send the reminder.

Note:

Reasons for exclusion are truncated when you save them due to column width restrictions. Expand the column to view the full reason.

Reminders Excluded Fields

The title of this window includes the name of the reminder rule that the excluded reminders are associated with. The Reminders Excluded window displays the following additional fields.

Reminders Excluded Fields

Field

Description

Document Number

A lookup to the accounts and their associated sales invoices or billing documents for the selected reminder rule.
Due Date Displays the invoice due date.

Home Outstanding Value

The outstanding amount in the home currency.

Invoice Total

The total invoice amount in the document currency.

Outstanding Value

The outstanding amount in the document currency.

Reason for Exclusion

You can enter a reason for excluding an invoice from the reminder process. Up to 80 characters in length. The exclusion reason is displayed until you send the reminder.

Note:

Reasons for exclusion are truncated when you save them due to column width restrictions. Expand the column to view the full reason.

Reminders Sent Fields

The title of this window includes the name of the reminder rule that sent reminders are associated with. The Reminders Sent window displays the following additional fields.

Reminders Sent Fields

Field

Description

Document Number

A lookup to the accounts and their associated sales invoices or billing documents for the selected reminder rule.
Reminder Log Reference A lookup to the reminder log.
Status The reminder status. This will be Complete for all sent reminders.

Reminders with Errors Fields

The title of this window includes the name of the reminder rule that the errors are associated with. The Reminders with Errors window displays the following additional fields.

Reminders with Errors Fields

Field

Description

Document Number

A lookup to the accounts and their associated sales invoices or billing documents for the selected reminder rule.
Reminder Log Reference A lookup to the reminder log.
Status The reminder status. This will be Error for all reminders.
Error Message

A detailed error message generated when the error occurred.

Note:

Error messages are truncated due to column width restrictions. Expand the column to view the full error message.

Manage Attachments

The Manage Attachments window is available from both the Reminders and Customer Statements tabs. The fields that display depend on whether you are sending reminders or customer statements. It contains the following tabs:

  • Conga Dashboard. This tab displays the Conga Batch Dashboard. For details of the fields refer to your Conga documentation.
  • Add Attachments. This tab displays the fields listed below.

Fields

Manage Attachments - Add Attachments Fields

Field

Description

Company The name of the company. This field is only displayed when you are creating attachments for customer statements.

Conga Batch ID

The ID of the Cong Batch. Auto-generated by Conga.
Conga Batch Name The Name of the Conga batch.
Reminder Rule The ID of the Reminder Rule. This field is only displayed when creating attachments for reminders.

Buttons

The Manage Attachments window contains the following buttons.

Button

Name

Description

Information Displays information on the toolbar functions.
Launch Conga Batch - Displays the Conga Batch window, so that you can launch the batch process to create attachments for the selected reminder rule.
Search - You can use the search to find specific Conga batches or reminder rules.

Send Customer Statements

The Send Customer Statements tab on the Automated Collections page contains the following fields and buttons.

Note:

Some fields and buttons are not displayed if you do not have the Accounting and Billing - Collections - Send Customer Statements permissions assigned.

Fields

Send Customer Statement Fields

Field

Description

Attachments Displays the number of attachments associated with the company. If this number is less than the number of statements to send, click Manage Attachments to create the customer statement attachments for the company.
Errors The number of errors. Click to view details of the errors. For more information, see Customer Statement Errors.
Excluded The number of customer statements excluded. Click to view details of the statements that were excluded.
Filters Displays details of the filters applied to the table.
Name

List of the customer statement rules that you have set up, ordered by statement due date.

The companies associated with each rule also display.

Sent The number of customer statements sent. Click to view details of the statements that were sent. For more information, see Customer Statement Logs.
To Send The number of customer statements to be sent for each rule. Click to view details of the outstanding statements.
Uses Conga Indicates that the rule uses Conga to create attachments for customer statements.

Buttons

The Send Customer Statements tab contains the following buttons.

Send Customer Statement Buttons

Button

Name

Description

Colapse All icon - a minus signbetween two horizontal lines Collapse All Collapses all lines in the table to display only the top level information.
Pencil icdon represnting the Edit function Edit Displays in the To Send, Sent, Excluded and Errors columns when their values are greater than zero. Opens a window to display additional information on the counts.
Exand All icon - a plus sign between two horizontal lines Expand All

Expands all lines in the table to display both the top level information and all associated information.

All lines are expanded by default.

Filter

Click this to display the filter panel. The filter panel contains the following elements:

  • Company. You can search and select multiple companies.
  • Customer Statement Rule. You can search and select multiple customer statement rules.
  • Apply. Applies your selected filter criteria.
  • Reset. Clears the applied filters and resets the information displayed.

Filters are not saved if you leave the Automate Collections page.

Information Displays information on the toolbar functions.
Manage Attachments - Displays the Manage Attachments window. You can use this window to manage Conga attachments for your customer statements.
Refresh Refreshes the information displayed in the grid.
Search - You can use the search to find specific companies or rules.
Send - Sends the customer statements for the selected customer statement rule.

Customer Statements To Send Fields

This window displays the following additional fields.

Customer Statements to Send Fields
Field Description

Account

A lookup to the customer account that the statement was sent for. Click the account name to view the account details.
Has Attachments Indicates whether the customer account has a Conga attachment.
Last Sent Date Displays the date that the last customer statement was sent for the account.

Outstanding Value

The outstanding amount in the document currency.

Reason for Exclusion

You can enter a reason for excluding a customer statement from the statements process. Up to 80 characters in length. The exclusion reason is displayed until you send the statement.

Note:

Reasons for exclusion are truncated when you save them due to column width restrictions. Expand the column to view the full reason.

Customer Statements Sent Fields

This window displays the following additional fields.

Customer Statements Sent Fields
Field Description
Account A lookup to the customer account that the statement was sent for. Click the account name to view the account details.
Customer Statement Log Reference A lookup to the customer statement log. Click the reference to view the customer statement log details.
Customer Statement Sent Date Date that the customer statement was sent.
Log Type The customer statement log type. For sent statements this is always "Information".

Customer Statements Excluded Fields

This window displays the following additional fields.

Reminders Excluded Fields

Field

Description

Account

A lookup to the customer account that the statement was sent for. Click the account name to view the account details.
Customer Statement Log Reference A lookup to the customer statement log. Click the reference to view the customer statement log details.
Log Type The customer statement log type. For excluded statements this is always "Excluded".

Outstanding Value

The outstanding amount in the document currency.

Reason for Exclusion

You can enter a reason for excluding a customer statement from the statements process. Up to 80 characters in length. The exclusion reason is displayed until you send the statement.

Note:

Reasons for exclusion are truncated when you save them due to column width restrictions. Expand the column to view the full reason.

Customer Statements With Errors Fields

This window displays the following additional fields.

Customer Statements with Errors Fields

Field

Description

Account

A lookup to the customer account that the statement was sent for. Click the account name to view the account details.
Customer Statement Log Reference A lookup to the customer statement log. Click the reference to view the customer statement log details.
Error

The detailed error message generated when the error occurred.

Note:

Error messages are truncated due to column width restrictions. Expand the column to view the full error message.

Log Type The customer statement log type. For customer statements with errors this will always be "Error".