Stay Organized with an Overdue Invoice Reminder Template for Support

Overdue invoice reminder template for Support

g'day everyone save here with seba solutions in today's tips and tricks we're going to cover the creation of invoice reminders or in other words dunning dunning emails some use cases include sending automated emails from within netsuite to customers are potentially a 30 days 60 days 90 days overdue you can also set up automation to send out reminder emails if an invoice is due in five days you can go ahead and set up netsuite to send out those automated reminder emails five days ahead of an invoice due date let's go ahead and have a look at how we set that up within netsuite so as you can see here i'm logged into my my netsuite account the first thing we need to do is create a saved search based on my criteria and today's criteria we're going to create an example use case whereby we are sending out those reminder emails for invoices that are 60 days overdue as of today so the first thing we'll do is as i said create a safe search so report save searches all save searches and new and from here i'll scroll down to my trend as my object then i'll start entering some criteria let's go ahead and give this a name i'll say invoices 60 days overdue created as public and then um available for reminder as well now i'll start entering my criteria so the first thing i want to do is enter a type a transaction type which is our ar invoice so select invoice set that we're going to select main line as yes and then days not open overdue we'll set equal to 60 and set and results it doesn't really matter and we'll go ahead and save and run this great so you can see here i've actually got two transactions that are that are 60 days overdue i can drill down into one of these over here the due date for this is 4 17 and as you can see that the date today is 6 16 so exactly 60 days over two so now that we've got our 60 day saved search um you can go ahead and now create an email template what is going to be the verbiage that i'm sending on that email as a reminder so in order to do that documents templates email templates and you can go ahead and create a new email and as you can see here we've already got a couple that have been set up collections notices example first pass due etc we'll go ahead and create a new one i can give it a name here i can call it dunning as an example 60 days over to i'll say that invoice is 60 days past two and then from here i can go ahead and enter the verbiage of my email so from here i can say um please find attached and invoice etc etc etc you also have the ability over here to start adding tags so i can say idea field name i can say customer insert field just type in name oops name there we are and customer id that's going to be company name and say hello instead hello company name please defined uh or please find attach the invoice that's passed you the workflow that we've set up we'll go ahead and create that that attachment i'm using this is the email template so i'll go ahead and save this great so we've got our email template we've got our saved search for 60 days let's go ahead and now create that workflow so that we'll go ahead and start configuring a workflow so customization workflows workflow new and again here i can say dunning [Music] 60 day finder email record type is going to be transaction subtype will be our invoice say 60 days [Music] reminder email and then i'll say it's in testing mode and then i'll go ahead and create this as a scheduled skip script and then from here i can go ahead and enter my transaction i've forgotten the name of it here we go even invoices 60 days overdue so invoices 60 days overdue and then i'll schedule this to run every day at uh midnight whatever time you want so the idea is because on the saved search we've set up the days overdue at 60 every every day this runs it's a dynamic safe search the result set is going to be different tomorrow when this run it'll pick up a invoice or a result set that is exactly 60 days overdue so we just need to run it once a day it's going to pick up the entire result set all of those invoices that match that exact 60 days and it'll go ahead and send out this email so now we've set up or configured part of the workflow we can go ahead and save this and in terms of state over here i've got some the ability to go ahead and create a new action this action i'm going to go and select the send email and i'll go ahead and specify a sender this is a list of all of the employees that we've set up within netsuite you can have a designated dummy employee within netsuite let's go ahead and do that actually while we're here so if i go to lists and employees employee new oops let's cancel out of this first we'll open this guy up in another tab you can say hey uh oops contact so this could just be ar as an example at siebersolutions.com let's make a fictitious email address up here whatever that subsidiary is and we're purely using this employee for the purposes of the email address when the email is sent it's sent from ar at sebasolutions123 dot com when a reply occurs it'll not only get tagged to the transaction but also send a reply to this particular to this particular email address so let's go ahead and save this go back to our workflow create that new action again with that new employee send email scroll down type in ar a contact immediately comes up and here we can use a specific template and this template is going to be our email template that we've set up which again i've gotten the name of it so let's go to documents templates email templates and we called it dunning 60 days overdue so from here i can say stunning 60 days overdue and then it's it's going to copy and use that email template as a subject all of the tags in this particular case with the company name and then also uh the the body of the email down here i can also include the transaction which is going to be the attachment and we'll say it's pdf and we'll go ahead and save this oh as a recipient we missed the key the key thing over here which is a recipient and in this particular case i'm going to say from field the current record which is the ar invoice and we're actually going to pull the email address in this particular case off the customer record the main email on the customer record so let's go ahead and save this all right and we're done this is basically synth setup we've basically now set up a workflow with all of the ancillary objects within netsuite to facilitate automatic emailing of every invoice once it every open invoice pass to invoice once it hits that suit 60 day 60 day days overdue mark you can go ahead and set up similar reminder emails for 30 days 60 days 45 whatever it takes you just follow the same process and you can set up these um these emails so from here let's go ahead and send out a test email i can go ahead and click on workflow edit this and then because it's in this release status of testing i can click on the execute now button and what that's going to do is actually trigger a test email going out to the first set of tran 10 transactions on the result set and let's go ahead and click on this and open the invoice in a new tab click on my communication tab and you can see right here here's that invoice if i open this this sorry email if i open up the email there it is here hello erin abbott that's company name please define attach the invoice that's passed you under the attachments there's a copy of the invoice all right if we go back to the workflow really all that's left now is to change this from release status of testing to um to released and there you have it a simple way using standard netsuite functionality to send out those automated ar invoice collections emails thanks