diff --git a/accounting/receivables/customer_payments.rst b/accounting/receivables/customer_payments.rst index 0fd542d93..bbe689352 100644 --- a/accounting/receivables/customer_payments.rst +++ b/accounting/receivables/customer_payments.rst @@ -10,4 +10,3 @@ Customer Payments customer_payments/check customer_payments/payment_sepa customer_payments/followup - customer_payments/automated_followups \ No newline at end of file diff --git a/accounting/receivables/customer_payments/automated_followups.rst b/accounting/receivables/customer_payments/automated_followups.rst deleted file mode 100644 index 214fc179f..000000000 --- a/accounting/receivables/customer_payments/automated_followups.rst +++ /dev/null @@ -1,171 +0,0 @@ -========================================================== -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_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 diff --git a/accounting/receivables/customer_payments/followup.rst b/accounting/receivables/customer_payments/followup.rst index e2d7b45df..a5203d7f4 100644 --- a/accounting/receivables/customer_payments/followup.rst +++ b/accounting/receivables/customer_payments/followup.rst @@ -1,168 +1,70 @@ -================================================= -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. diff --git a/accounting/receivables/customer_payments/media/automated_followups01.png b/accounting/receivables/customer_payments/media/automated_followups01.png deleted file mode 100644 index 4ccfd3cdf..000000000 Binary files a/accounting/receivables/customer_payments/media/automated_followups01.png and /dev/null differ diff --git a/accounting/receivables/customer_payments/media/automated_followups02.png 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