Dunning Letters Notification

Dunning Letters Notification


Module: Dunning Letters
Processing > Notifications > Dunning Letter Notifications
Topic: Dunning Letters Notification
Version(s)5.1 
Editions:  All

What Is A Dunning Letter

Dunning Letters are notifications that an account is delinquent and the balance must be paid.

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
If you allow the OLX system to work for you, the Dunning Letters Notification can be 100% automated. It is very likely you already have your Payment Batch schedules setup for each client and account. You will already have configured the settings for when payments will be resubmitted for payment processing along with how many transactions are allowed before the item is set to fatal decline in Company Data > Company > System Preferences > Limits. 

The only steps left is
  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:

Payment Processing 
Item Shipped (if DUE is checked) 
Payment must be in a fatal status - Item Decline Authorization
Must have valid email on order for email notification to send successfully

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.
Company Setup > Notifications > Notification Management
  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

      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. 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

      1. New screen will show the Job Details
      2. Close out screen

        1. The notification on the Customer Detail page will show the updated Status

 Automated Delivery

Can automatically prepare and send with a schedule.
Company Setup > Notifications > 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


    • Related Articles

    • 5.1.203 - Dunning Letter Enhancement

      Version: 5.1 Patch: 203 Title: Dunning Letter Enhancement  Application Category: Other; Notifications Patch Type: Feature Description: Modifications to workflow of existing Dunning Letter process Add new configurable bit to each configuration of ...
    • 5.1.196 - Dunning Letter Process Feature

      Version: 5.1 Patch: 196 Title:  Dunning Letter Process Feature Application Category: Other; Notifications Patch Type: Feature Description: Add new Dunning letter process feature, located in the menu under Company Data->Notifications->Dunning Letter ...
    • Notification Grids

      Module: Notifications Topic: Notification Grids Version(s): Version 5.1 and up  Editions: All Editions Navigate to the Notification Grid module from the Company Data menu. (Company Data > Notifications > Notification Setup) Click on the Add button to ...
    • Notification Management

      Module : Notifications Path: Processing > Notifications > Notification Management Topic : Notification Management Version(s) : Version 5.1 and up Editions: Commerce & Call Center What Is Notification Management This is where you can create custom ...
    • Notification Queue

      Module: Notification Path: Processing > Notification > Notification Queues Topic: Notification Queues Version(s): 5.1 Editions: All What Is Notification Queues Notification Queues are used to internally notify agents of customer orders that did not ...