diff --git a/content/applications/finance/accounting/payments/follow_up.rst b/content/applications/finance/accounting/payments/follow_up.rst index 84624cb32..a150fda02 100644 --- a/content/applications/finance/accounting/payments/follow_up.rst +++ b/content/applications/finance/accounting/payments/follow_up.rst @@ -2,94 +2,134 @@ Follow-up on invoices ===================== -A follow-up message can be sent to customers when a payment is overdue. Odoo helps you identify late -payments and allows you to schedule and send the appropriate reminders using **follow-up actions** -that automatically trigger one or more actions according to the number of overdue days. You can send -your follow-ups via different means, such as email, post, or SMS. +Follow-up messages can be sent to customers when payments are overdue. Odoo helps identify late +payments and allows scheduling and sending the appropriate reminders using **follow-up actions** +according to the number of overdue days. Follow-ups can be sent through different methods, including +email, post, or SMS. .. seealso:: - - `Odoo Tutorials: Payment Follow-up `_ + - `Odoo Tutorials: Payment Follow-up `_ + - :doc:`/applications/finance/accounting/customer_invoices/payment_terms` + +.. _accounting/payments-follow-up/configuration: Configuration ============= -To configure a :guilabel:`Follow-Up Action`, go to :menuselection:`Accounting --> Configuration --> -Follow-up Levels`, and select or create (a) new follow-up level(s). Several follow-up actions are -available by default under the :guilabel:`Notification` tab, and the **name** as well as the -**number of days** can be changed. The follow-up :guilabel:`Actions` available are: +To configure :guilabel:`Follow-up actions`, go to :menuselection:`Accounting --> Configuration +--> Follow-up Levels`. In the :guilabel:`Follow-up Levels` list view, several follow-up levels and +actions are configured by default. -- :guilabel:`Send Email`; -- :ref:`Send a Letter `; -- :ref:`Send an SMS message `. +To modify a follow-up level, click on the record. From the form view, edit the +:guilabel:`Description` or adjust the number of days before a reminder is sent. In the +:guilabel:`Notification` tab, select :guilabel:`Actions` such as :guilabel:`Send Email`, :ref:`Send +a Letter `, and :ref:`Send SMS Message `. -You can use a pre-filled template for your messages by selecting a :guilabel:`Content Template`. To -change the template used, hover over the field and click the :guilabel:`-->`. If enabled, SMS -messages have a specific :guilabel:`Sms Template` field. +.. note:: + Sending letters or SMS messages in Odoo requires :doc:`In-App Purchase (IAP) + ` credit or tokens. -It is possible to automatically send a reminder by enabling the :guilabel:`Automatic` option, and -attaching the *open* invoice(s) by enabling :guilabel:`Attach Invoices`, within a specific follow-up -action. +To use a pre-filled template when sending an email or letter, select a :guilabel:`Content Template`. +To modify it, click the :icon:`oi-arrow-right` :guilabel:`(internal link arrow)` icon next to the +:guilabel:`Content Template` field. If enabled, SMS messages use a specific :guilabel:`Sms Template` +field that can be modified by clicking the :icon:`oi-arrow-right` :guilabel:`(internal link arrow)` +icon. -By clicking on the :guilabel:`Activity` tab, scheduling activities (tasks) is possible. That way, -an activity is automatically scheduled when the follow-up is triggered. To do so, enable -:guilabel:`Schedule Activity`, and select a :guilabel:`Responsible` person for the task. Choose an -:guilabel:`Activity Type`, and enter a :guilabel:`Summary` on how to handle the activity, if -desired. +Other options can be triggered in the :guilabel:`Options` section within the specific follow-up +level. + +- Automate the reminder with the :guilabel:`Automatic` option. +- :guilabel:`Attach Invoices` that are overdue in the reminder. +- :guilabel:`Add followers` on the related customer to receive notifications about any email reply + made on the reminder's email. + +In the :guilabel:`Activity` tab, enable the option to automatically schedule :doc:`activities +` when the follow-up level is triggered. Select the +:guilabel:`Responsible` person and the :guilabel:`Activity Type`, and enter a :guilabel:`Summary`. + +To add a new :guilabel:`Follow-up Level`, click :guilabel:`New` and fill in the fields. .. tip:: - Set a negative number of days to send a reminder before the actual due date. + Set a negative number of days to send a reminder before the invoice due date. -Follow-up reports -================= +.. _accounting/payments-follow-up/invoice-follow-ups: -Overdue invoices you need to follow up on are available in :menuselection:`Accounting --> Customers ---> Follow-up Reports`. By default, Odoo filters by :guilabel:`Overdue Invoices`, but you can also -filter by :guilabel:`In need of action` in the :guilabel:`Filters` menu. +Invoice follow-ups +================== -When selecting an invoice, you can see all of the customer's unpaid invoices (overdue or not), with -the due dates of late invoices appearing in red. You can exclude invoices from a reminder by -clicking :guilabel:`Exclude from Follow-ups`. You can set either :guilabel:`Automatic` or -:guilabel:`Manual` reminders as well as a :guilabel:`Responsible` person for that customer. +.. note:: + Reconcile all bank transactions before starting the follow-up process to prevent sending a + reminder to a customer who has already paid. -To send reminders, click on :guilabel:`Follow up`, and select the action(s) you want to perform -from: +To view all overdue invoices, go to :menuselection:`Accounting --> Customers --> Invoices`. In the +:guilabel:`Invoices` list view, click into the search bar and filter on :guilabel:`Overdue`. + +.. _accounting/payments-follow-up/follow-ups-for-one-customer: + +Follow-ups for one customer +--------------------------- + +For a detailed overview of a customer's invoice follow-up status, go to :menuselection:`Accounting +--> Customers --> Customers`. Open the customer's form and click the :guilabel:`Accounting` tab. In +the :guilabel:`Invoice follow-ups` section, click on the different levels to view the +:guilabel:`Follow-up Status` of each level. If actions are needed, click :guilabel:`Overdue +Invoices` to have a detailed list of the overdue invoices. + +Additional options can be set: + +- :guilabel:`Reminders`: :guilabel:`Automatic` or :guilabel:`Manual`. +- :guilabel:`Next reminder`: Date by which follow-up actions should be taken. This date is + automatically set when follow-ups are processed but can be manually adjusted if needed. +- :guilabel:`Responsible`: Person responsible for handling follow-up actions. + +To send a payment reminder to a customer, click :guilabel:`Send` and select the actions in the +:guilabel:`Send and Print` window: - :guilabel:`Print`; - :guilabel:`Email`; - :guilabel:`Sms`; - :guilabel:`By post`. -You can :guilabel:`Attach Invoices` and change the content templates from this view. When done, -click :guilabel:`Send` or :guilabel:`Send & Print`. +Enable the :guilabel:`Attach Invoices` option and change the :guilabel:`Content Template` if needed. +Then, click :guilabel:`Send` or :guilabel:`Send & Print`. + +.. seealso:: + :doc:`/applications/essentials/in_app_purchase` .. note:: - The contact information on the invoice or the contact form is used to send the reminder. - - When the reminder is sent, it is documented in the chatter of the invoice. - - If it is not the right time for a reminder, you can specify the :guilabel:`Next Reminder` date. - You will get the next report according to the next reminder date set. + - The chatter keeps a full record of all follow-up actions, and the person listed in the + :guilabel:`Responsible` field is automatically added as a follower. -.. tip:: - Reconcile all bank statements right before launching the follow-up process to avoid sending a - reminder to a customer that has already paid. +.. _accounting/payments-follow-up/follow-ups-for-all-customers: -Debtor's trust level --------------------- +Follow-ups for all customers due for action +------------------------------------------- -To know whether a customer usually pays late or not, you can set a trust level by marking them as -:guilabel:`Good Debtor`, :guilabel:`Normal Debtor`, or :guilabel:`Bad Debtor` on their follow-up -report. To do so, click on the bullet next to the customer's name and select a trust level. +After setting up the additional :ref:`follow-up +` options, review which customers have +overdue invoices or require follow-up. To do so, go to :menuselection:`Accounting --> Customers --> +Customers`. In the :guilabel:`Customers` kanban view, click the search bar and filter by +:guilabel:`Overdue Invoices` or :guilabel:`Requires Follow-up`. -.. image:: follow_up/debtor-level.png - :alt: Set debtor's trust level +To take follow-up actions for all relevant customers, click the :icon:`oi-view-list` +:guilabel:`(list view)` icon and select the customers who need follow-up. Then, click +:icon:`fa-cog` :guilabel:`(Actions)` and select :guilabel:`Process Follow-ups`. -Send reminders in batches -------------------------- +.. _accounting/payments-follow-up/customer-statement: -You can send reminder emails in batches from the :guilabel:`Follow-up Reports` page. To do so, -select all the reports you would like to process, click on the :guilabel:`Action` gear icon, and -select :guilabel:`Process follow-ups`. +Customer statement +================== -.. seealso:: - - :doc:`/applications/essentials/in_app_purchase` - - :doc:`/applications/marketing/sms_marketing/pricing_and_faq` - - :doc:`../customer_invoices/snailmail` +To get a comprehensive overview of a customer's account status, click the :guilabel:`Customer +Statement` smart button on the customer's form. This statement corresponds to the :ref:`Partner +Ledger ` report's portion specific to that customer. + +To send it to the customer, click :guilabel:`Send`, change the :guilabel:`Email Template` if needed, +and click :guilabel:`Print & Send`. + +To view the customer statements for multiple customers at once, select the customers from the +:guilabel:`Customers` list view, click :icon:`fa-cog` :guilabel:`(Actions)`, and select +:guilabel:`Open Customer Statements`. + +To create a PDF file, click :guilabel:`PDF`, and to make an XLSX file, click :guilabel:`XLSX`. diff --git a/content/applications/finance/accounting/payments/follow_up/debtor-level.png b/content/applications/finance/accounting/payments/follow_up/debtor-level.png deleted file mode 100644 index 7f628a1b6..000000000 Binary files a/content/applications/finance/accounting/payments/follow_up/debtor-level.png and /dev/null differ