diff --git a/accounting/receivables/getting_paid/automated_followups.rst b/accounting/receivables/getting_paid/automated_followups.rst index c7dedc5b4..4e5a66366 100644 --- a/accounting/receivables/getting_paid/automated_followups.rst +++ b/accounting/receivables/getting_paid/automated_followups.rst @@ -1,3 +1,171 @@ -======================== -Automated followup plans -======================== +========================================================== +How to automate customer follow-ups with plans? +========================================================== + +With the Odoo Accounting application, you get a dynamic aged receivable +report, customer statements and you can easily send them to customers. + +If you want to go further in the automation of the credit collection +process, you can use follow-up plans. They will help you automate all +the steps to get paid, by triggering them at the right time: send +customer statements by emails, send regular letter (through the Docsaway +integration), create a task to manually call the customer, etc... + +Here is an example of a plan: + ++--------------------------+--------------------------+-------------------+ +| When? | What? | Who? | ++==========================+==========================+===================+ +| 3 days before due date | Email | automated | ++--------------------------+--------------------------+-------------------+ +| 1 day after due date | Email + Regular Letter | automated | ++--------------------------+--------------------------+-------------------+ +| 15 days after due date | Call the customer | John Mac Gregor | ++--------------------------+--------------------------+-------------------+ +| 35 days after due date | Email + Letter + Call | John Mac Gregor | ++--------------------------+--------------------------+-------------------+ +| 60 days after due date | Formal notice | Bailiff | ++--------------------------+--------------------------+-------------------+ + +Configuration +============= + +Install Reminder Module +----------------------- + +You must start by activating the feature, using the menu +:menuselection:`Configuration --> Settings` of the Accounting application. +From the settings screen, activate the feature **Enable payment follow-up management**. + +.. image:: ./media/automated_followups01.png + :align: center + +Define Payment Follow-ups Levels +-------------------------------- + +To automate customer follow ups, you must configure your follow–up +levels using the menu :menuselection:`Accounting --> Configuration --> Payment Follow-ups`. +You should define one and only one follow-up plan per company. + +The levels of follow-up are relative to the due date; when no payment +term is specified, the invoice date will be considered as the due date. + +For each level, you should define the number of days and create a note +which will automatically be added into the reminder letter. + +.. image:: ./media/automated_followups02.png + :align: center + +Odoo defines several actions for every reminder: + +- **Manual Action:** assign a responsible that will have to call the customer +- **Send an Email:** send an email to customer using the provided text +- **Send a Letter:** send a letter by regular mail, using the provided note + +.. image:: ./media/automated_followups03.png + :align: center + +.. Note:: + As you need to provide a number of days relative to the due date, + you can use a negative number. As an example, if an invoice is issued + the January 1st but the due date is January 30, if you set a reminder 3 + days before the due date, the customer may receive an email in January + 17. + +Doing your weekly follow-ups +============================ + +Once everything is setup, Odoo will prepare follow-up letters and emails +automatically for you. All you have to do is to the menu +:menuselection:`Sales --> Customers Statement` in the accounting application. + +.. image:: ./media/automated_followups04.png + :align: center + +Odoo will automatically propose you actions based on the follow-up plan +you defined, invoices to pay and payment received. + +You can use this menu every day, once a week or once a month. You do not +risk to send two times the same reminder to your customer. Odoo only +proposes you the action you have to do. If you do it every day, you will +have a few calls to do per day. If you do it once a month, you will have +much more work once you do it. + +It’s up to you to organize the way you want to work. But it’s a good +practice to reconcile your bank statements before launching the +follow-ups. That way, all paid invoices will be reconciled and you will +not send a follow-up letter to a customer that already paid his invoice. + +From a customer follow-up proposition, you can: + +- Get the customer information to contact him + +- Drill down to the customer information form by clicking on its name + +- Change the text (or the email or letter) and adapt to the customer + +- Change the colored dot to mark the customer as being a good, normal + or bad debtor + +- Log a note is you called the customer + +- Exclude some invoices from the statement table (litigation) + +- Send an email with the statement + +- Print a letter, or send a regular mail (if you installed the Docsaway + integration) + +- Plan the next reminder (but it’s better to keep in automatic mode so that Odoo + will stick to the follow-up plan of the company) + +- Drill down to an invoice + +- Change the expected payment date of an invoice (thus, impacting the + next time Odoo will propose you to send a reminder) + +.. note:: + You can force a customer statement, even if Odoo do not proposes + you to do it, because it’s not the right date yet. To do this, you + should go to the Aged Receivable report (in the report menu of the + Accounting application). From this report, you can click on a customer + to get to his customer statement. + +How to exclude an invoice from auto follow up? +=============================================== + +To see all **overdue invoices** or **on need of action**, + +Go to :menuselection:`Accounting -> Sales -> Customers Statement` + +.. image:: ./media/automated_followups05.png + :align: center + +Exclude a specific invoice for a specific date +------------------------------------------------ + +Odoo can exclude an invoice from follow-ups actions for specific date by +clicking on **Log a Note**, then choose one of the ready options (ONE +WEEK, TWO WEEKS, ONE MONTH, and TWO MONTHS), So Odoo will calculate the +required date according to the current date. + +.. image:: ./media/automated_followups06.png + :align: center + +Another way to achieve it is the following: click on the required invoice, +then choose **Change expected payment date/note**, then enter a new payment date and note. + +.. image:: ./media/automated_followups07.png + :align: center + +Exclude a specific invoice forever +----------------------------------- + +Odoo can exclude an invoice for a specific customer by clicking on +the checkbox **Excluded** + +.. note:: + If you click on **History**, you can see all follow ups actions. + +.. image:: ./media/automated_followups09.png + :align: center \ No newline at end of file diff --git a/accounting/receivables/getting_paid/media/automated_followups01.png b/accounting/receivables/getting_paid/media/automated_followups01.png new file mode 100644 index 000000000..4ccfd3cdf Binary files /dev/null and b/accounting/receivables/getting_paid/media/automated_followups01.png differ diff --git a/accounting/receivables/getting_paid/media/automated_followups02.png b/accounting/receivables/getting_paid/media/automated_followups02.png new file mode 100644 index 000000000..4fb81b78a Binary files /dev/null and b/accounting/receivables/getting_paid/media/automated_followups02.png differ diff --git a/accounting/receivables/getting_paid/media/automated_followups03.png b/accounting/receivables/getting_paid/media/automated_followups03.png new file mode 100644 index 000000000..8b689765d Binary files /dev/null and b/accounting/receivables/getting_paid/media/automated_followups03.png differ diff --git a/accounting/receivables/getting_paid/media/automated_followups04.png b/accounting/receivables/getting_paid/media/automated_followups04.png new file mode 100644 index 000000000..1e7ed1e88 Binary files /dev/null and b/accounting/receivables/getting_paid/media/automated_followups04.png differ diff --git a/accounting/receivables/getting_paid/media/automated_followups05.png b/accounting/receivables/getting_paid/media/automated_followups05.png new file mode 100644 index 000000000..195acc700 Binary files /dev/null and b/accounting/receivables/getting_paid/media/automated_followups05.png differ diff --git a/accounting/receivables/getting_paid/media/automated_followups06.png b/accounting/receivables/getting_paid/media/automated_followups06.png new file mode 100644 index 000000000..44dd21b6f Binary files /dev/null and b/accounting/receivables/getting_paid/media/automated_followups06.png differ diff --git a/accounting/receivables/getting_paid/media/automated_followups07.png b/accounting/receivables/getting_paid/media/automated_followups07.png new file mode 100644 index 000000000..ca952cc0e Binary files /dev/null and b/accounting/receivables/getting_paid/media/automated_followups07.png differ diff --git a/accounting/receivables/getting_paid/media/automated_followups09.png b/accounting/receivables/getting_paid/media/automated_followups09.png new file mode 100644 index 000000000..56249845b Binary files /dev/null and b/accounting/receivables/getting_paid/media/automated_followups09.png differ