Execute dunning run

In this article, you'll learn how to create, check, and execute a dunning run.

Contents

• Create a dunning run
• Check a dunning run
• Execute a dunning run
• Exceptions

Fast lane

1. Finance / Dunning
2. Click „Create dunning run", check the generated preview, and then execute the dunning run.

Create a dunning run

In the Finance / Dunning section, you can execute dunning runs in the software. Regular dunning runs are essential for the timely collection of your outstanding receivables.

Clicking the Create dunning run button opens a window for creating a dunning run preview. Here you define which facilities the dunning run should cover. You can also decide whether members marked as undeliverable and underage members should be included. Undeliverable refers to the respective delivery method and the delivery form stored for the rule in question (letter or e-mail). Underage members are only dunned if a legal representative is on file.

The Maximum amount for open claims setting determines that members with higher claims are excluded from the dunning run. Finally, you can decide whether the generated letters should be sent automatically; this depends on the respective delivery form.

Please note: Letters are sent automatically via the E-Post interface at the standard postage rates. E-mails are sent via the software's mailing system.

Once you've completed your selection, you can create the preview. Don't worry if you made a mistake: the preview doesn't create final dunning notices yet and can be deleted after it's been created.

The preview is created in the background. You can see the status of the dunning run in the overview. While the preview is being created, you can keep working elsewhere in the software. As soon as the preview is finished, the dunning run is ready for your review.

Check a dunning run

Clicking the dunning run takes you to the detail view. Here you'll find the breakdown of the dunning run by facility. At the top is a summary with buttons to delete the preview and to execute the dunning run.

You'll find the detailed list of dunnable members in the facility view: click the entry for the respective facility.

In this view, you'll see the members with their dunning level before and after the dunning run, along with their outstanding receivables. If you don't want to dun a member, you can remove them from the dunning run via the context menu using „Remove from dunning run". They then appear in the „Removed members" tab.

You can add members you removed by mistake back to the dunning run via the context menu using „Add to dunning run". Removing and adding only work while the dunning run is still in preview. If the dunning run has already been executed, you can reset members who were dunned incorrectly using the „Revert dunning run" action (see section Execute a dunning run).

Execute a dunning run

Once your checks are complete, go back to the detail view and click the Execute dunning run button at the top of the preview tile. A confirmation dialog, „Dunning run confirmation", opens with the question „Do you want to process this dunning run?"; confirm with the Process button.

The software then applies the dunning rules to all dunnable members. This happens entirely in the background, so you can keep working elsewhere in the software, as with the preview. Once the dunning run has been fully processed, its status changes to „Completed".

If you've enabled automatic sending of dunning letters, the dunning run is now complete; after creating the letters, the software also takes care of sending them. If you print the letters manually, you can download them as a mail merge and send them yourself; you'll find the corresponding link in the dunning run's context menu.

If you find after execution that members were dunned incorrectly, you can reset the dunning run using the „Revert dunning run" action. This only resets the dunning levels of members who haven't already reached a new dunning level through a later dunning run or been transferred to collection.

Exceptions

If a member's bank details are updated before a dunning run is executed, these bank details are assumed to be correct, and no dunning notice is sent to the member in this case.