[IMP] accounting: update invoice follow-up actions due to 18 update

task-4260085

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 <https://www.odoo.com/slides/slide/payment-follow-up-1682>`_
+   - `Odoo Tutorials: Payment Follow-up <https://www.youtube.com/watch?v=50qy2ygS7eM>`_
+   - :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 <customer_invoices/snailmail>`;
-- :ref:`Send an SMS message <pricing/pricing_and_faq>`.
+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 <customer_invoices/snailmail>`, and :ref:`Send SMS Message <pricing/pricing_and_faq>`.
 
-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)
+   </applications/essentials/in_app_purchase>` 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
+</applications/essentials/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
+<accounting/payments-follow-up/follow-ups-for-one-customer>` 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 <accounting/invoices/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`.