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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.
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. Select the order for which a dunning letter should be created by clicking on the Order ID.

  3. Open the Receipts tab.

  4. In the Create receipt drop-down menu, select the document Dunning letter.

  5. Carry out the settings according to Table 1.

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

Table 1. Options in the Create receipt menu
Setting Explanation

Date

Set the date of 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 a status change is not desired.

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 a time, use the search filter in the Orders » Fulfilment 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.

  3. Click on the gear-wheel icon 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 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 responsible for the orders for which the dunning letters should be generated. Select ALL if dunning letters should be generated for all owners.

Location

Select a location for which the dunning letters should be generated.

Warehouse

Select one of the warehouses or the option ALL.

Payment method

Select a payment method or 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

Select a status that should be applied to the orders after generating the dunning letters.
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 e.g. 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.
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 decribed below:

Creating a reversal dunning letter:

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

  2. Select the order for which a dunning letter should be created by clicking on the Order ID.

  3. Open the Receipts tab.

  4. In the Create receipt drop-down menu, select the document Reversal dunning letter.

  5. Carry out the settings and save () them to create the reversal dunning letter.
    → A PDF file containing the generated dunning letter opens.

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