Arrears Control

The Arrears Control view makes it easy to identify contacts with overdue invoices that require chasing, and also easily email them a series of chaser emails that details all overdue invoices owed by them.

Arrears Control List View

  1. The Arrears Control view can be accessed from the main menu to the left of the screen.
    The Arrears Control List is split as follows:
  2. The left side of the screen lists different filtering options that control what contacts are listed with their overdue invoices. See Arrears Control list Filters section at the end of this page for more details. 
    The list view is split into two.
  3. The top list is the Summary Contact View that lists the debtor contacts that have overdue invoices, grouped by company. This list also shows the overall overdue balance owed by the debtor.
  4. Clicking on a Debtor contact will populate the Contact Details view at the bottom of the screen and list the selected contacts Overdue Invoices and Payment History.

Summary Contact View

3. in screenshot above.
This is where summary information for each Debtor contact, that has overdue reminders, is displayed. The contacts are grouped by companies. There is also an Expand All button, which enables you to expand all the groups at once.

For each debtor in arrears, along with the Overdue balance summary information, it is possible to view what the last chase email that was sent to the contact was, as well as the date it was sent on. It is also possible to set what chase email should be sent to this contact in the 'This Chase' column. Sending Chaser Emails section further down explains how the chaser emails works.

Contact Details view

Outstanding Invoices

4. In screenshot above
A list of invoice items that have been ignored by the selected debtor contact are displayed under the Outstanding Invoices tab. This includes all credit notes that have not been fully linked to invoices. 

It is also possible to view if these invoices are marked as 'Do Not Chase'. See 6 below for how to set 'Do Not Chase' for invoices.


Payment History

5. Displays all payments from the contact in descending order. Unallocated payments are shown without invoice information.

'Do Not Chase' Invoices

6. There is a new 'Do Not Chase' tick-box on the Invoice screen
When an invoice is marked as 'Do Not Chase', it is listed in the Arrears Control Outstanding Invoices list as a 'Do Not Chase' Invoice and when a chaser email is sent for the contact,only invoices not marked as 'Do Not Chase' are added to the email.

'Do Not Chase' Contacts

There is a new 'Do Not Chase' tick-box on the Contact screen.
A new 'Do Not Chase' column has also been added to the main Contacts list to easily view what contacts are marked to be chased/not chased. 
Marking a contact as 'Do Not Chase' affects what contacts are listed/not listed in the Arrears Control list view, depending on the filter settings as described in the Arrears Control list Filters section below.

Sending chaser emails

In order to send chaser emails out, the 'This chase' column in the Arrears Control's contact summary list should be set.

'This Chaser' column

  1. Select a contact that requires chasing
  2. Click on the 'This Chase' column and change the default 'None' to the correct chase level (First/Second/Third)
    Do this for all contacts that require chasing
    Note: If a contact only has outstanding invoices that are marked as 'Do Not Chase', it will not be possible to set the chase level as there are no invoices to chase. In the screenshot below, note that the select contact has three outstanding invoices that are all marked as 'Do Not Chase' and so it is not possible to change the automatically selected 'None' in the 'This Chaser' column for this contact.
  3. Click the 'Send Chasers' button that is in between the Summary Contacts list view and the Contact Details view

Chaser emails

An overdue reminder email is sent to all contacts that have their 'This Chaser' column set to either First/Second/Third. Contacts with no email address will have their Overdue Reminder printed.

The email text is set under Admin>Document Templates>Overdue Reminder for either First/Second/Third reminder emails and lists all overdue invoices not marked 'Do Not Chase' in the email.

Note: ONLY reminders sent through the Arrears Control view will have company information populated via merge fields set in the templates. The Arrears Report generated from Invoices>Reminders>All Overdue Reminders>First/Second/Third will generate the reports without the company details.

These emails are sent to the email queue before being sent out.

Once the reminder emails are sent, the Arrears Control list is updated to have 'This Chaser' columns default back to 'None' and 'Last Chaser' column to display the chaser email that was just sent for each of the contacts.

Arrears Control list Filters

There is a filter option to exclude contacts that are marked as “Do not chase” on the Arrears Control view. 

  1. Days Overdue
    Minimum Number of Days     - When entering a number in this field, and clicking the filter button, only contacts with invoices overdue for AT LEAST the amount of days set here, will be listed
    Maximum Number of Days - When entering a number in this field, and clicking the filter button, only contacts with invoices overdue for NOT MORE THAN the amount of days set here, will be listed
    e.g.1 - If Minimum number of days is set to 10, only contacts that have at least one of their outstanding invoices as OVER 10 days overdue, will be listed
    e.g.2 - If Maximum number of days is set to 365, only contacts that have at least one of their outstanding invoices as UNDER 365 days overdue, will be listed
    e.g.1 - If Minimum number of days is set to 10 AND Maximum number of days is set to 365, only contacts that have at least one of their outstanding invoices as OVER 10 days overdue BUT UNDER 365 days overdue, will be listed
  2. Overdue Balance
    Minimum overdue balance can be set here. This will control the list by only displaying contacts that have overdue invoices with a total balance OVER the overdue balance set here.
    The Overdue balance can be calculated in two ways:
    Full - when selected, only contacts that have the minimum overdue balance for ALL invoices in arrears, not limited by the date range, are displayed.
    This option is selected by default.
    Per Days Overdue Range - when selected, only contacts that have the minimum overdue balance for invoices that are overdue within the date range (set in filter 1 above) are displayed
  3. Payment Not Received For
    When set, only contacts with outstanding invoices that have not had any payments made within the number of days set here, are listed.
  4. Display Contacts
    This controls what contacts are displayed along with their overdue invoices.
    Exclude Non Chase - This is selected by default and when selected excludes all contacts that are marked as 'Do Not Chase'
    Only Non-chase - When selected, only contacts marked as 'Do Not Chase' that have outstanding invoices are listed
    All - When selected, this will list outstanding invoices for ALL contacts, whether marked 'Do Not Chase' or not. An extra ' Do Not Chase' column is added to the contact list when this option is selected in order to distinguish between Chase/Do Not Chase contacts

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