The reminder overview gives you a historical review of all reminder runs that have already been carried out in Sapera. The screen is solely an overview of completed runs — in other words, it is an archive of what has happened, not a queue of what is pending.
Note: Starting and completing new reminder runs takes place on the Pending reminders screen, not here. The reminder overview is solely for looking up and exporting historical data.
Start in Financial and select Accounting in the menu. Then click Reminders to open the overview.
If you cannot see the menu item, you probably do not have permission for it. Contact support.
The overview presents all reminder runs that have been completed in the system, with one line per run. Each line shows the date, organizational unit, the affected debtor and the reminder levels included in the run.
A run may contain appendixes with reminder documents. If a run has not generated any new appendixes — typically because there were no fees to post — the system will inform you of this when you try to open the appendixes.
Date: The date the reminder run was carried out. The column can be filtered with a date range filter, so you can narrow it down to a specific period.
Org. unit: The organizational unit the run belongs to. The column can be filtered via an OU filter with access control, so you only see the units you have access to.
Debtor: The customer the reminder run concerns. The column can be filtered by looking up a specific customer via an actor lookup that is limited to actors with the Customer role.
Reminder status: The reminder levels included in the run in question. Possible values are Reminder 1, Reminder 2 and Reminder 3. If a run contains multiple levels, they are shown comma-separated. The column can be filtered with a multi-select list, so you can choose one or more levels at a time.
Note: The states you see here (Reminder 1, Reminder 2, Reminder 3) reflect completed runs. States such as "Awaiting reminder 1" and similar belong to the Pending reminders screen and are not shown in this overview.
See How to search in lists for more about searching and filtering.
The Show appendixes button is active when you have selected a row in the list. Clicking it opens a dialog showing the appendixes generated during the reminder run in question.
You can also open the dialog directly by double-clicking a line in the overview.
If the selected run has not generated any new appendixes — for example because there were no reminder fees to post — the system shows a warning that there are no appendix entries.
The Export report button lets you print or send a reminder as a report. The button is active when a single row is selected, or when one or more rows are checked via the bulk selection.
The export can happen in two ways:
Single run: Select a line in the overview. The system retrieves the debtor's preferences and enables e-mail export if the debtor is set up to receive communication via e-mail (the supportEmail preference). If the preference is not enabled, the e-mail option is not available for that run.
Multiple runs (bulk): Select two or more lines with the checkbox column or use the Select all button. The system exports all selected runs together. With bulk export, e-mail sending is not available — only print and download.
The Select all button (the checkbox at the top of the list) toggles all rows on or off at once. When all are selected, you can either export them together or clear the selection again by clicking once more. The function is useful when you want to print or download reports for an entire period at a time.
Reminder runs in Sapera follow a fixed level system:
Reminder 1: First reminder of missing payment.
Reminder 2: Second reminder, typically with an applied reminder fee.
Reminder 3 (Debt collection notice): Final warning before the claim may be handed over to debt collection.
The precise rules, fees and deadlines for these levels are defined in Reminder run setup.
Starting a reminder run takes place on the Pending reminders screen, not in the reminder overview. You find Pending reminders under Financial → Accounting → Pending reminders.
There you can:
Select the pending entries you want to process and click Run reminder run for selected.
Click Run reminder run for all pending to process everything at once.
Click Run reminder run for all in current filter to process the current selection.
During the run, you can choose whether the original invoice should be attached to the reminder — this is recommended, as it makes it easier for the customer to identify the claim.
Once the run is completed, it will appear as a new line in the reminder overview.
If you want to add interest to overdue invoices, you must use Interest run before generating reminders. See the article Calculate interest for guidance.
If you have questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Reminder letter
How to generate, print and send reminder letters to your debtors from the reminder overview - with overdue items, reminder fee, reminder text and payment information.
Reminder run setup
Set up to three reminder steps with days, fees and letter texts, and configure automatic e-mail sending to debtors with overdue invoices.
