If the customer does not pay their invoice on time, they can be reminded after the due date with a payment reminder.

The system offers predefined templates for the first and second payment reminder, and power users can edit their default texts in the settings (> Financial Settings > Payment Reminders). By default, the second reminder is stricter than the first one. If required, the text of a payment reminder can also be edited invoice-based in the Invoice Printing Parameters window.

Payment reminders can only be created for overdue invoices which can be followed up in the Financial Management area, Invoices folder, by selecting the “Overdue Invoices” view. It shows how many days the invoice is overdue, if payment reminders have already been sent, and what is the sending date of the last payment reminder.

A payment reminder is created through an invoice by clicking the Payment reminder button on the ribbon. It offers options to send the payment reminder as e-invoice, e-mail or letter or to print it to printer or to a PDF file.

• As an e-invoice, the payment reminder is sent to Maventa.
• For sending a payment reminder as an e-mail attachment, you may utilize predefined email templates. 
• Sending a payment reminder with any option saves it as a PDF file in the invoice notes.
• If you print a payment reminder to PDF, it is saved in a PDF/A-2b format.

To send or print a payment reminder:

1. Select an invoice from the invoice list and then the desired sending or printing option from the Payment Reminder button on the ribbon.
2. In the Invoice Printing Parameters window, make any required changes to the default text of the payment demand.
   
   
3. Add a Reminder Fee and/or a Delay Interest if you wish.
   • The amount of reminder fee is defined in the payment reminder template.
   • The delay interest is defined in the settings > Business Unit > Delay Interests folder.
4. When all the printing parameters are correct, confirm with OK and print or send the payment reminder to the customer. 
5. A printed or sent payment reminder will be displayed in the invoice window’s Payment Reminders folder.
   
   
   • The record displays the payment reminder's sending date, and delay interest and reminder fee totals.
   • Payment reminders are also saved as PDF files on the Notes tab of the invoice.
   • NOTE! If you only preview a payment reminder, it is not saved to the invoice. 

Setting payment reminder specific printing parameters 

For payment reminders, you can define printing parameters that differ from the normal invoice so that the specification page displayed on the normal invoice is hidden from the payment reminder. The power user can hide the specification page by activating in the settings (> Business Unit parameters > Invoice Printing > Specification Page) the "Do not print specification on payment demand” parameter.

When the parameter is selected green, the "Print transaction and expense specification" check box in the payment reminder printing parameters is unchecked. The selection cannot be edited, so no specification is printed for the payment reminder. When the parameter is either red (not in use) or gray (undefined), the "Print transaction and expense specification" check box in the payment reminder printing parameters is initialized with the same value as for a normal invoice, and the selection is editable. 

In mass printing, the specification is printed according to the individual payment reminder parameters. When mass printing payment reminders of multiple business units and selecting "Print all using the same settings", the parameter is checked from the main business unit. If specification is prohibited at the main business unit, the specification is not printed even for payment reminders whose business units allow it. If specification is allowed at the main business unit but prohibited at the business unit of the individual payment reminder, the specification will NOT be printed for that payment reminder.

Setting an alert for customers' overdue invoices 

If payment is not received in spite of the payment reminders, an automatic alert can be set without setting a service restriction for the customer.

The alert is activated by adding a value to the “Service restriction, if an invoice is overdue for x days” parameter (System Parameters > Customers and Matters > Service Restriction Alert). 

Once the number of overdue days has been specified for this parameter, the software detects the alert need and generates alerts according to the parameters defined in the Service Restriction Alert group when opening new matters and/or entering transactions. 

An invoice which is overdue for more than x days will cause a similar warning or error message as a manually configured service restriction. For example, if overdue invoices do not prevent the function but just generate a warning, user will receive a warning “The customer has invoices which are more than x days overdue. Do you want to continue?”.