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Dunning letters

In plentymarkets, you can generate dunning letters as PDF files, for example if you want to print them or send them to your customers as an email attachment.
You can use dunning letters to remind your customers of outstanding payments after the payment period has expired. Dunning letters can only be created when an invoice already exists since these document types are interdependent. That is also why an invoice can only be reversed if preexisting dunning letters are reversed first. Use the document type reversal dunning letter for this.
Available are 4 dunning levels. Thus, you can remind customers several times of the outstanding payments with a new dunning letter with distinct dunning charges for each level. Set up dunning charges for each dunning level by creating corresponding variation IDs. After this you can enter the variation ID when you are creating the document, as described in Table 1.
These functions follow fiscal statutes and are in place to help you working according to GoBD (German taxation directive) regulations.

1. Setting up a document template for dunning letters

Before generating dunning letters, you have to set up a document template. This is done in the menu Setup » Client » Select client » Locations » Select location » Documents » Dunning letter.
For further information and instructions on setting up the document template, refer to the Order documents page of the manual.

2. Generating a single dunning letter

In plentymarkets, you can manually generate a single dunning letter directly in the order.

Generating a single dunning letter:

  1. Go to Orders » Edit orders.
    → The order overview opens.

  2. Use the filters to search () for the order for which you want to generate a dunning letter.

  3. Open the required order.

  4. Go to the Receipts tab.

  5. Select the document Dunning letter from the Create receipt drop-down list.

  6. Carry out the settings according to Table 1.

  7. Save () the settings to generate the dunning letter.
    → A PDF file containing the generated dunning letter opens.

Table 1. Settings for dunning letters in Create receipt menu
Setting Explanation

Date

Enter a date to be displayed on the dunning letter. The present date is set by default.

Number

The document number is assigned automatically. No entry is required in this field.

Book outgoing items

Choose whether outgoing items should be booked after generating the dunning letter by selecting one of the options YES or NO.

Change order status to status

Select a status that should be applied to the order after generating the dunning letter. Choose the option No change if you don’t want to change the status.

Variation ID

Adding a Dunning charge requires creating a corresponding item including an item price. This item is then included as a separate entry on the dunning letter and displays the dunning charge. After having created this item, enter the ID of the main variation in this field. This variation is automatically added to all generated dunning letters.
For further information about creating items, refer to the Managing items page of the manual.

Comment

Enter a text that is displayed below the item list on the dunning letter. This step is optional.

3. Generating multiple dunning letters

If you wish to generate multiple dunning letters at once, use the search filter in the Orders » Fulfillment menu to determine the orders for which dunning letters should be generated. In addition, a status change can take place after the dunning letters have been generated.

Generating multiple dunning letters:

  1. Go to Orders » Fulfilment » Generate dunning letters.

  2. Carry out the settings according to Table 2.
    Note that the settings comprise Search filters as well as Procedures.

  3. Click on the gear-wheel () to generate the dunning letters.
    → A PDF file containing the dunning letters for the previously selected orders opens.

Table 2. Options in the Generate dunning letters menu
Setting Explanation

Order date

Limit the orders for which dunning letters are generated by selecting a start and end date from the calendar. The orders from the chosen period of time are found.

Order status

From the dropdown-list, select the status of the orders for which dunning letters should be generated.

Country

Select a country to which the search should be limited or select the option ALL.

Owner

Select the owner of the orders from the dropdown-list for which the dunning letters should be generated. Select ALL if entry certificates should be generated for all owners.

Location

Select a location from the dropdown-list for which the dunning letters should be generated.

Warehouse

From the dropdown-list, select one of the warehouses or select the option ALL.

Payment method

From the dropdown-list, select a payment method or select the option ALL.

Sorting

Determine how the generated dunning letters should be sorted. The options Order ID and Customer ID are available for different sorting methods.

Change order status

Choose an order status to which the orders are to be changed after the dunning letters are generated.
The status change is an important tool to make sure that the process is not carried out twice for orders that have already been handled.

Variation ID

Adding a Dunning charge requires creating a corresponding item including an item price. This item is then included as a separate entry on the dunning letter and displays the dunning charge. After having created this item, enter the ID of the main variation in this field. This variation is automatically added to all generated dunning letters.
For further information about creating items, refer to the Managing items page of the manual.

Comment

Enter a text that is displayed below the item list on all dunning letters. This step is optional.

4. Creating reversal dunning letters

A reversal dunning letter is used to reverse a dunning letter. You need this for example when you need to reverse an invoice and a dunning letter already exists. In this case, the dunning letter has to be reversed before the invoice can be reversed as well.

As with other document types, you first need to set up a document template. This is done in the menu Setup » Client » Select client » Locations » Select location » Documents »Reversal dunning letter.
For further information and instructions on setting up the document template, refer to the Order documents page of the manual.

After setting up the document template, reversal dunning letters can be created directly within an order. To do this, proceed as described below:

Creating a reversal dunning letter:

  1. Go to Orders » Edit orders.
    → The order overview opens.

  2. Use the filters to search () for the order for which you want to generate a reversal dunning letter.

  3. Open the required order.

  4. Go to the Receipts tab.

  5. Select the document Reversal dunning letter from the Create receipt drop-down list.

  6. Carry out the settings according to Table 3.

  7. Save () the settings to generate the reversal dunning letter.
    → A PDF file containing the generated dunning letter opens.

Table 3. Settings for reversal dunning letters in Create receipt menu
Setting Explanation

Date

Enter a date to be displayed on the reversal dunning letter. The present date is set by default.

Number

The document number is assigned automatically. No entry is required in this field.

Book outgoing items

Choose whether outgoing items should be booked after generating the reversal dunning letter by selecting one of the options YES or NO.

Change order status to status

Select a status that should be applied to the order after generating the reversal dunning letter. Choose the option No change if you don’t want to change the status.

Comment

Enter a text that is displayed below the item list on the reversal dunning letter. This step is optional.

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