Module: Dunning Letters

Processing > Notifications > Dunning Letter Notifications

Topic: Dunning Letters Notification

Version(s): 5.1 

Editions:  All

What Is A Dunning Letter

How Does The Dunning Letter Notification Work

1. An order is placed
   
2. Payment is processed  with a return of Item Declined Authorization via: 
   
1. the Process  button on Order Detail screen OR
   
2. Payment Batch Schedule
3. Dunning Letters Notification process runs and will return result for orders with item:
   
1. Shipped 
   
2. Charge only Item
   
3. Installment
4. Emails are sent depending on Dunning Letters Notification job results
   

1. To determine how many notifications you would like your customers to receive and to remember that for adjustments to be made to the payment profile in order to submit a successful payment, you can not exceed one less than the max number of transactions allowed before an item is set to fatal decline.
   
1. For example if the max number of transactions allowed before an item is set to fatal decline is set to 5 then you can only send notifications up to the 4th transaction. The 5th transaction is a final Fatal transaction and you will not be able to process that line item again.
   
2. Setup the Dunning Letter Notification templates, schedule, and emails following the below steps.

Prerequisites:

Setup

Notification Template

Processing > Notifications > Notification Setup

1. Add New Notification Template
   
2. Set Template Name
   
3. Notification Type = SALE
   
4. From Name
   
5. From Address
   
6. Set Subject
   
7. Write Message
   
8. Click Save
   

Job Template

Company Setup > Notifications > Dunning Letter Notifications

Help text located bottom left to help setup

1. Add new record
   
2. Choose template 
   
1. pre made notification messages have to be type SALE 
   
3. Choose script 
   
1. choose specific or all 
   
4. Attempt number 
   
1. can send new template for each attempt ***Up to one less than the max number of transactions allowed***
   
2. attempts correlate to returned results via the payment process
5. DUE
   
1. Check if you want to only send once an item is shipped (default)
   
2. Uncheck if you want to send before item has shipped
6. Save Record
   

It is possible to send the first letter on the second attempt and the second letter on the fourth attempt if you wish. This is completely customizable based on your client needs and business rules.  There is no set rule as to which attempts are allowed to have a notification sent. 

Set schedule

Click on Show Schedules.

There is a Default Dunning Letter Job already created. You can make the necessary adjustment to fit your scheduling needs.

Click Save

Show Upcoming will allow you to see:

1. the Job ID, 
   
2. Name of Job, 
   
3. Start time of Job, 
   
4. result
   

If you click on the result you will see the Job details for that specific Job. Information such as who was notified, which notification was sent, total number of notifications sent, and if the Job was successful or not.

The Customer Detail page will display an event showing the order was picked up in the Dunning Letters Notification process. 

Send Email

Customer Details page will have a CS event listed for each Dunning Letter Notification sent.

 Manual Delivery

Process must have ran one time in order for template to show as a selection

 You can manually prepare and send without a schedule.

1. Click on Prepare Notification
   
1. Select Template from dropdown
   
2. Set Start and End Date
   
3. Apply Filter
   
4. Check the Template from the returned results
   
5. Click Prepare
   
6. 
   
1. New screen will show the Job Details
   
2. Close out screen
   
3.          
   
1. The Customer Detail page will display a notification with the Status of unsent at this point
   
2. 
   
2. Click on Send Emails
   
1. Select Template from dropdown
   
2. Select Start and End Date
   
3. Apply Filter
   
4. Select Template from list
   
5. Click Send or Send all
   
6. 
   
1. New screen will show the Job Details
   
2. Close out screen
   
3. 
   
1. The notification on the Customer Detail page will show the updated Status
   
2. 
   

 Automated Delivery

1. Select Templates to send
   
2. Set Delivery Method to EMAIL
   
3. Set Type Code to Sale
   
4. Click on Show Schedules
   
5. Click Add
   
6. Set Schedule Settings
   
1. Set Job Type to Process Job
   
2. Schedule Default Dunning Letter
   
3. Condition = Unconditional
   
4. Name the schedule
   
5. Save
   
7.