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Send payment reminders (dunning runs)

Remind customers about overdue invoices in one batch. Each run raises an invoice's reminder level and adds the fee you configured.

When an invoice is past its payment terms and still unpaid, you send the customer a reminder. Vinosoft does this in dunning runs: you pick the overdue invoices, decide per invoice whether the reminder goes by email or post, and confirm. Each run moves the invoice one reminder level up.

Reminder levels

An issued invoice's State column shows how far its reminders have gone:

StateMeaning

Open

No reminder sent yet.

Friendly reminder

A polite first nudge.

First reminder

The first formal reminder.

Second reminder

The second formal reminder.

Third reminder

The final level. Further runs don't raise it.

Each run moves an invoice exactly one step down this list.

Before you start: set your levels

Go to Configuration → Settings → Terms of payment. Under Warning levels you can, for each level, switch it on, set the Number of days after which it applies, and enter an Overdue fine that is added to the invoice when that reminder goes out. Save the warning levels with their own Save button. See POS app settings.

The terms of payment on each invoice decide when it counts as overdue. On the Invoiced tab, an overdue invoice's Maturity turns red.

Run a dunning run

  1. Go to Invoices → Invoiced.
  2. Either tick the invoices you want to remind, or tick none: Vinosoft then picks every overdue invoice for you.
  3. Click Create dunning runs.
url: invoices/invoice/createdunningrun wait: .dunning-run-items crop: .content-container The Create dunning runs page: the date, and the overdue invoices grouped by their current reminder level, each with By post and By email checkboxes.
  1. The page lists the invoices grouped by their current level. For each one you see the Invoice number, Order number, Client and Maturity, with Details to preview the invoice.
  2. Set the Date of the reminders.
  3. For each invoice, tick By email, By post, or both.
  4. Click Confirm.

Vinosoft creates a reminder for each invoice, raises its level and adds the overdue fine. A row that succeeded turns green.

Send the reminders

After confirming you get the result, split into two lists:

  • By email — review the subject and text for each reminder and click Send.
  • By post — click Download All to get one PDF with every reminder letter to print.

When the customer pays

Register the payment as usual (Register a payment). Once the invoice is Paid it no longer appears in any dunning run, and its reminder level no longer matters.

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