[IMP] accounting: Update followup pages for 12.0

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Yannick Tivisse 2018-05-09 16:20:06 +02:00
parent afe850df0d
commit 4c1afd8525
18 changed files with 52 additions and 322 deletions

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@ -10,4 +10,3 @@ Customer Payments
customer_payments/check
customer_payments/payment_sepa
customer_payments/followup
customer_payments/automated_followups

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==========================================================
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 followup
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_followups04.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_followups02.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 20, 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_followups09.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*, *two months*), So Odoo will calculate the
required date according to the current date.
.. image:: ./media/automated_followups03.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_followups06.png
:align: center

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=================================================
How to get paid and organize customer follow-ups?
=================================================
Getting paid and organizing customer reminders is always a difficult
task, however it is critical for the health of the company to stay
diligent about outstanding receivables. Fortunately, Odoo provides the
right tools to track receivables, automate customer statements, and
measure your performance.
Customer follow-ups: A step by step guide
=========================================
Follow-up on invoices and get paid faster
=========================================
Cleaning up outstanding payments
--------------------------------
It is essential for your business to collect payments when they are
overdue. Odoo will help you identify payments that are late and will
allow you to send the appropriate reminders.
If you have any unreconciled transactions in your bank account, you will
need to process them first before you begin analyzing your customers
statements. This ensures that you have recorded all of the latest
customer payments before sending out reminders to any customers with
outstanding balances.
.. image:: ./media/followup01.png
:align: center
Checking the Aged Receivables report
------------------------------------
After you have reconciled all of your bank accounts, you can then
generate an accurate Aged Receivables Report from the Reports menu. This
report will display all of the customers and their outstanding balances
on open invoices.
.. image:: ./media/followup02.png
:align: center
The report displays this information in time increments to better paint
a picture of the outstanding balances your customers hold and for how
long they have held these outstanding balances. You can then
appropriately focus your efforts on the appropriate customers.
You can then select any of the customers on this list and Odoo will open
up their invoice details in the form of the Customer Follow-Up letter,
also known as the **Customer Statement**.
.. image:: ./media/followup03.png
:align: center
From the customer statement, you can:
- Change and customize the message that is sent to the customer
- Send a reminder email to the customer
- Send a printed reminder letter to the customer
- Send automated printed reminders by utilizing our Docsaway
integration
- Zoom in on the different open invoices or payments
- Remove an invoice or payment from the report (in case of conflict)
- Log any call notes made to the customer
- Schedule your next follow up task to stay on top of customer payments
(e.g. call back in 15 days if not payments are made)
You can set reminders for when you would like to next contact the
particular customer. Selecting **Manual** will open up the follow up
scheduling tool, while selecting **Auto** will automatically recommend that
you contact the customer 15 days from then if the customer has not yet
paid for the invoice. Installing the **Follow-Up Plans** module will allow
you to define automated actions and intervals to send reminders.
.. image:: ./media/followup04.png
:align: center
If you have already sent out a reminder to a customer a few days ago, a
warning message will appear at the top of the screen, reminding you that
you should not send another reminder so soon since one was already sent
recently. Every time you log a note, Odoo will automatically set the
next reminder date, unless you choose to manually set it by selecting
the next reminder button at the top right of the screen.
Manage your follow-ups
======================
.. tip::
You can also specify the expected payment date on an invoice line directly,
therefore defining the next reminder in case the invoice has not been paid.
We recommend that you reconcile your bank statements before
launching your follow-up process. It will avoid you the trouble of
sending a statement to a customer that has already paid you.
Sending customer statements
---------------------------
The overdue invoices you need to follow-up on are available by default
in :menuselection:`Accounting --> Sales --> Follow-up Reports`. There,
you can easily send a reminder by email or print it as a letter. Then,
you can click on the *Done* button to view the next follow-up that
needs your attention.
Send your customers reminders in batches in the menu :menuselection:`Sales -->
Customer Statements`.
Otherwise, if now is not the time for a reminder, click on *Remind me
later*. You will get the next report according to the *Next Reminder
Date* set on the statement.
Here Odoo will open all the statements awaiting to be processed, which
is determined by the last reminder they received. You can choose to
process them one by one, send multiple letters or emails in batches, or
set a next action date for the next time they'll be contacted.
.. tip::
To avoid sending too many reminders in a short period of time,
change the number of days calculated between each report by going to
:menuselection:`Accounting --> Configuration --> Settings --> Payment
Follow-up`.
.. note::
You can also set a trust level for your customers by marking them as
bad, normal or good debtors on the follow-up reports.
If an invoice has not yet been paid, Odoo will remind you to contact at
particular customer based after their next action date.
.. image:: media/followup01.png
:align: center
You can access the customer statement report daily and Odoo will only
display the customers you need to contact on any given day. This is
based on:
Send reminders in batch
=======================
- Customers you have not yet received a payment from
To get your follow-up process easier, you can send reminder emails in
batch from your follow-up reports page. Select all the reports you would
like to process, click on *Action* and then on *Process Follow-ups*.
A pdf document containing all of the follow-up letters for you to print
will also be automatically generated.
- Customers that have not been reminded over the last X days ("X" being
defined as the overdue date of the invoice after the first
reminder, then the next action date set at every reminder)
.. image:: media/followup02.png
:align: center
Setting up your dunning process
-------------------------------
Plan a follow-up process
========================
The **Payment Follow-up Management** module allows you to define
reminder plans. After installing it from the **Apps** menu, go to the
**Follow-up Levels** menu in the accounting configuration to set up your
dunning process.
To plan a follow-up process, go to :menuselection:`Accounting -->
Configuration --> Settings` and activate the *Follow-up Levels*
feature under the *Customer Payments* section. Then, click on the new
*Follow-up Levels* button that has appeared on your settings page.
Some Examples are:
A follow-up plan with several actions is available by default in Odoo,
but you can customize it any way you want. Depending on a specific
number of overdue days, plan to send an email, a letter or to undertake
a manual action. You can also edit the template used for the statement
according to the stage of the process.
- **Email**: 3 days before overdue date
.. image:: media/followup03.png
:align: center
- **Email+Letter**: at the overdue date
- **Email+Call**: 15 days after the overdue date
- **Email+Letter**: 60 days after the overdue date
.. image:: ./media/followup05.png
:align: center
Thanks to this module, you can send every email and letters in batches
for all your customers at once. The next reminder will automatically be
computed based on your configured follow-up plan.
The module will also add a red/green dot on each customer, this will
allow you to easily mark customer status's with the following options:
"Good Debtor, Normal Debtor, or bad debtors.
.. image:: ./media/followup06.png
:align: center
DSO: Measuring your performance
===============================
The DSO (Days of Outstanding Sales) is a measure of the average number
of days that a company takes to collect revenue after a sale has been
made. DSO is calculated by dividing the amount of accounts receivable
during a given period by the total value of credit sales during the same
period, and multiplying the result by the number of days in the period
measured.
You can get the DSO of your company from the Executive Summary report
under Reporting (check the KPI average debtors days).
.. image:: ./media/followup07.png
:align: center
.. seealso::
* :doc:`recording`
* :doc:`check`
.. tip::
If you would like to get a reminder before the actual due date,
set a negative number of due days.

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