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A Payment Reminder is a document that can be sent to clients informing
them of their outstanding debt to the practice.
Payment reminder overview
Set payment reminder on a client
Select Payment reminder templates
Payment reminder narratives
Print payment reminders
A payment reminder is a printable document that can be used to aid credit control within a practice. This document can be produced within the Fees ledger to remind clients of unpaid invoices.
To use payment reminders you will first need to ensure that the client has been flagged to receive payment reminders. By default, this option is automatically flagged.
The format and layout of the payment reminder is based upon a template system within the Fees Ledger. To being using payment reminders first select the payment reminder template to be used.
Once the template has been setup the payment reminder document can be produced. By using the bulk payment reminder screen payment reminders can be produced for single or multiple clients. For example, to do a run of payment reminders at the end of the months. Payment reminders can also be produced from the Fees account display for single documents.
The standard templates for payment reminders include narratives, based upon the age of the debt and the client status. For example, for a good payer an invoice not paid within 60 days may include light narrative whereas for a bad payer a more fierce narrative may be appropriate. To control this feature for the narraives the severity criteria is used.
For a client to received a payment reminder ensure the 'send payment reminders' flag is enabled. By default, this is flagged for each client.
Click here for the help topic.
For payment reminders there are three standard templates:
Standard Payment reminder detailed. Depending on the options on each payment reminder, when payment reminders are generated the template will display the threat and either a single invoice or a list of the outstanding invoices after the text.
Standard Payment reminder imbedded. The imbedded payment reminder template is similar to the detailed payment reminder, with the exception that the table detailing the outstanding invoices are contained, or imbedded, with the body of the letter.
Standard Payment reminder simple. This template informs the client of the balance of their account overall and displays a threat based on the age of the oldest outstanding debt.
Printable client documents are based upon templates within the Fees Ledger. These templates determine the format of the documents, such as the layout and presentation of the document. To view the available templates:
Enter the Fees Ledger (as Master).
Click Options.
Click Documents.
Click Maintain templates.
The available templates are displayed. To select a template to be used for client documentation:
Enter the Fees Ledger (as Master).
Click Options.
Click Documents.
Displayed are the current templates. For example, Payment Reminder.
Click on the magnifying glass next to the required template.
Select the required template from the template registry.
Introduction to narratives
The narratives included on standard on a payment reminder are the text that will appear on the letter. For example:
'We do not appear to have received payment from you. If you have made payment then I should be grateful if you should contact us. If you have not, then I should be grateful if you would make payment within fourteen days'.
With payment reminders there are five standard narratives for each client
ranging from a least severe (such as the narrative above) to a more severe
narrative. For example, a more severe narrative may threaten legal action.
Which of these narratives is selected for the client is first set by the
client status.
Client Paying Status
For practices, as with other industries, some customers have a good credit rating whereas others may be known as bad payers. Within IRIS clients can be distinguished by five levels starting as 'bad payers' running through to 'good payers'. (As a client is created their are defaulted with a 'medium' payer status).
For each payer status there are 5 standard narratives from least severe to most severe. This allows the practice to have a total of 25 narratives, ranging from 5 very stern narratives for known bad payers 5 light narratives for known good payers.
By default all clients are setup with a 'normal' payment status, making them neither a good payer nor bad payer.
If you do not distinguish clients between good or bad payers you do not need to use this feature. By leaving the clients' payment status at 'normal' all clients will use the same 5 narratives.
Click here for the help topic for setting client payment status.
Severity Criteria Grid
When a payment reminder is produced the system will look at the details on the severity criteria grid and pick which narrative to use. Each client will have a possible 5 narratives that can be inserted onto their payment reminder. Each of these narratives will be inserted depending upon a minimum age, or minimum amount, or minimum balance.
On the x axis of the grid is the client payer status, defaulting to 'medium' payer status. If you wish to look at the narratives for different payer status's move the bar to the left (for bad payer) or right (for good payer). Here you can see the minimum conditions for this payer status.
On the y axis of the grid is the severity criteria, defaulting to least severe. This can be moved up or down to view minimum conditions for each of the narratives for clients with this payer status
The minimum conditions are stored within the grid. After the client payer status (x axis) and severity critieria (y axis) have been set the relevant minimum conditions will be displayed. For example, by selecting bad payer and the least severe narrative you can set the minimumum conditions for this narrative to be used. The conditions include Minimum Fees balance, minimum amount and minimum age. For example, the least severe narrative to be inserted after an unpaid invoice is over 15 days old.
To use a default severity criteria grid for each bulk payment reminder run it is recommended the standard severity criteria grid is customised. For bespoke runs, the severity criteria can be adjusted using the severity tab from the bulk payment reminders screen.
Payment reminders can be set to clients as a bulk run, or selected individually from within a client.
To print a bulk run of Payment reminders:
Enter the Fees Ledger.
Click Reports.
Select Client Documents.
Select Payment reminders.
The bulk payment reminders screen will be displayed. To customise the bulk run options are available within the options, order, selection and severity criterial tabs to customise the bulk run. For example, to payment reminders up to a specific date.
Alternatively, payment reminders can be sent to single client for a specific invoice.
To send a single payment reminder:
Enter the Fees Ledger.
Click Enquiries.
Select Account details.
The Fees account display will be displayed.
Highlight an invoice and click View.
Click Documents.
Double-click on payment reminders.
The Document processor will be displayed. Click on File / Print to print the payment reminder.
Fees Documents Reference
Microsoft Word Hints and Tips
Standard Word Templates
Create a bespoke template
Fees Document Options
Fees Template Registry
Create a new template
Tag selection screen
Fees Template context types
Fees template tag listing
Template Properties