Reminder run setup is the central configuration screen for Sapera's reminder process. Here you define when and how customers should be reminded about unpaid invoices. You can create up to three reminder steps that are activated step by step after the due date. Each step has its own number of waiting days, fee and letter text to the customer. In addition, the e-mail that is sent automatically when a reminder is issued is configured.
The screen is accessed via Financial by selecting Setup and then Reminder run setup.
If you cannot see the menu item, you probably do not have permission for it. Contact support.
The setup contains three reminder steps: Reminder run no. 1, Reminder run no. 2 and Reminder run no. 3. Each step is configured independently with four fields.
A step is active when the Reminder run number of days field is filled in. Subsequent steps cannot be activated unless the preceding step is already active. That is, step 2 cannot have days specified unless step 1 has days specified, and step 3 requires that step 2 is active. If you try to save a setup that breaks this order, the error message "Subsequent reminder cannot be set up before the preceding one" is shown.
A step is deactivated by clearing the Reminder run number of days field. The other fields in the step are optional and do not affect whether the step is active.
Reminder run number of days: Specifies how many days must pass from the invoice's due date before this reminder step can be processed. Must be a whole number of at least 0. The field is the only one that determines whether the step is active. The hint below the field reminds you: "Fill in reminder days to enable reminder".
Reminder fee text: Short free text used as the label for the fee line on the reminder voucher's fee line. Max 255 characters. The field is optional.
Reminder run fee: The amount charged as a fee for this reminder step. Must be a number of at least 0. The field is optional.
Reminder run fee text: The full letter text sent to the customer as part of the reminder correspondence for this step. Free text with max 2500 characters. The field is optional.
When a reminder is sent by e-mail, the text you configure here is used. The e-mail fields apply to all reminder steps and are not split per step.
As soon as at least one reminder step is active (i.e. has Reminder run number of days filled in), both e-mail fields become required. The form cannot be saved if the fields are empty and a step is active.
E-mail subject (supports: %DebtorName%): The subject line of the e-mail sent to the customer. Max 255 characters. The placeholder %DebtorName% is automatically replaced with the debtor's name when the e-mail is sent. The field is required if at least one reminder step is active.
E-mail content (supports: %DebtorName%): The body text of the e-mail. The placeholder %DebtorName% can be used here to personalize the message. The field is required if at least one reminder step is active.
Note that %DebtorName% is only supported in the e-mail fields and not in the per-step reminder letter text.
Save: Saves all changes to the setup. The button validates the form before the changes are sent to the server. The form cannot be saved if there are validation errors, for example missing e-mail fields or incorrect ordering of reminder steps.
Cancel: Discards all unsaved changes and reloads the most recently saved setup from the server. All fields are reset to their saved values.
If you have questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Reminder overview
The reminder overview in Sapera shows a historical list of all completed reminder runs. You can review, filter and export previous runs as well as view the linked vouchers.
Reminder letter
How to generate, print and send reminder letters to your debtors from the Reminder overview - with overdue entries, reminder fee, reminder text and payment details.
