diff --git a/accounting/receivables/customer_payments/followup.rst b/accounting/receivables/customer_payments/followup.rst index b9989fc71..266d8de82 100644 --- a/accounting/receivables/customer_payments/followup.rst +++ b/accounting/receivables/customer_payments/followup.rst @@ -1,3 +1,173 @@ ================================================= 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 +========================================= + +Cleaning up outstanding payments +-------------------------------- + +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. + +.. 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. + +Sending customer statements +--------------------------- + +Send your customers reminders in batches in the menu :menuselection:`Sales --> +Customer Statements`. + +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. + +.. note:: + + If an invoice has not yet been paid, Odoo will remind you to contact at + particular customer based after their next action date. + +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: + +- Customers you have not yet received a payment from + +- 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) + +Setting up your dunning 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. + +Some Examples are: + +- **Email**: 3 days before overdue date + +- **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:`cheques` + +.. rst-class:: text-muted + +| Written by Fabien Pinckaers (Odoo) +| Proofread by Geoffrey Bressan (Odoo) diff --git a/accounting/receivables/customer_payments/media/followup01.png b/accounting/receivables/customer_payments/media/followup01.png new file mode 100644 index 000000000..d0208ad31 Binary files /dev/null and b/accounting/receivables/customer_payments/media/followup01.png differ diff --git a/accounting/receivables/customer_payments/media/followup02.png b/accounting/receivables/customer_payments/media/followup02.png new file mode 100644 index 000000000..152f53a44 Binary files /dev/null and b/accounting/receivables/customer_payments/media/followup02.png differ diff --git a/accounting/receivables/customer_payments/media/followup03.png b/accounting/receivables/customer_payments/media/followup03.png new file mode 100644 index 000000000..00055d4f8 Binary files /dev/null and b/accounting/receivables/customer_payments/media/followup03.png differ diff --git a/accounting/receivables/customer_payments/media/followup04.png b/accounting/receivables/customer_payments/media/followup04.png new file mode 100644 index 000000000..a7a62f4e0 Binary files /dev/null and b/accounting/receivables/customer_payments/media/followup04.png differ diff --git a/accounting/receivables/customer_payments/media/followup05.png b/accounting/receivables/customer_payments/media/followup05.png new file mode 100644 index 000000000..52bbc80e4 Binary files /dev/null and b/accounting/receivables/customer_payments/media/followup05.png differ diff --git a/accounting/receivables/customer_payments/media/followup06.png b/accounting/receivables/customer_payments/media/followup06.png new file mode 100644 index 000000000..95c212fbb Binary files /dev/null and b/accounting/receivables/customer_payments/media/followup06.png differ diff --git a/accounting/receivables/customer_payments/media/followup07.png b/accounting/receivables/customer_payments/media/followup07.png new file mode 100644 index 000000000..009dee311 Binary files /dev/null and b/accounting/receivables/customer_payments/media/followup07.png differ