Dunning Rules Screen

Overview

Dunning rules allow you to define the events which are triggered when account invoices become overdue. Available options include sending emails, applying fees and changing account statuses. Dunning rules execute during bill runs, but only if:

• The 'Run Dunning Process' setting is enabled on the bill run

• An invoice has been rendered or delivered on the invoiced account

• The account has not been cancelled

For a dunning rule to apply the rule must be active and configured on one or more AR Terms. AR Terms are selected when creating an account in order to specify the payment terms and dunning rules that apply to an account.

Prerequisites

• To configure levels on dunning rules you must have at least one active service with a service type base type of 'Fee' setup

• To configure notification actions on levels you must have at least one email template setup

Dunning Rules Panel

The Dunning Rules panel on the left of this screen allows you to select existing rules to view and edit on the Edit Dunning Rule panel to the right. Actions are also available in this panel which are shown as icons above the Filter text box. The available actions are described below.

Actions

Icon	Description

Icon	Description
Open	Deletes the selected dunning rule. Dunning rules in use (configured on AR Terms) cannot be deleted
Open	Adds a new dunning rule

When you select a dunning rule in the list additional details will be displayed in the Edit Dunning Rule panel to the right. These details are explained below.

Edit Dunning Rules Panel

The information in this panel reflects the currently selected dunning rule. From here you can change the rule configuration (note: fields with a magenta left border are required).

Dunning Rule Fields and Options:

• Name: a unique name for the dunning rule. This could be used to describe how the rule is configured and/or indicate which accounts the rule applies to (e.g. 'Corporate')

• Active: enables/disables the rule. If this option is disabled the dunning rule in question will not be an available option in the Dunning Rule dropdown field on the AR Terms screen

• Minimum Overdue Amount: specifies a value which must be exceeded before the actions defined under Levels are executed. E.g. do not send emails or apply fees if the overdue balance does not exceed fifty dollars/euros/etc. (the value is determined using the owner's default currency)

Levels tab

Levels allow you to execute actions based the approaching, reached or overdue invoice due date. For example, you can warn an account's billing contact that their invoice is due in 10 days, due today or overdue. Setting up multiple levels permits you to apply a series of actions as invoices become due or overdue. E.g. email an overdue notice and apply a late fee 5 days past the due date, send a second notice at 10 days overdue and finally suspend the account at 20 days overdue.

Individual levels can be disabled if desired by unchecking the ‘Active’ checkbox next to the level.

References tab

This section displays where the selected dunning rule is in use. By default, the reference data is displayed in a summary format, however the Entity drop down field can be used to view the exact entities that the rule is configured on.

Guides

Adding Dunning Rules

1. Under the Dunning Rules heading on the left click the  icon

2. Under the Add Dunning Rule heading on the right specify a Name, if the rule is Active and if desired a Minimum Overdue Amount value

3. To Add Levels click the + Add button on the Levels tab

4. The Add Level pop-up will appear, populate the fields as desired

   • Event: used in combination with the 'Days' field to indicate when the action should be triggered

     • Prior Due Date: trigger the action X days before the invoice due date

     • On Due Date: trigger the action if the invoice due date has been reached

     • Post Due Date: trigger the action X days after the invoice due date has been reached

   • Days: enter the number of days before or after the invoice due date that you want the action to trigger on. Days is not selectable if you choose the 'On Due Date' setting

   • Action: the action you want to occur when the level is applied. Stock actions are listed below

     • Apply Late Fee (Fixed): this action allows you to define fixed amount, currency specific late fees for any currencies configured on the owner. The currency used when applying the fee will depend on the currency of the account being invoiced. A Penalty Service will need to be selected in order to associate the fee to a service and determine how the charge is applied (e.g. the service selected can be configured as tax exempted if required). The penalty service name can also be reflected on invoices, web portals, reports, etc. depending on your configuration

     • Apply Late Fee (Percent): this action allows you to define multiplier based, currency specific late fees for any currencies configured on the owner. The currency used when applying the fee will depend on the currency of the account being invoiced. The amount specified will be applied as a percentage against the invoice balance amount (e.g. entering 1.5 would configure a 1.5% late fee). A Penalty Service will need to be selected in order to associate the fee to a service and determine how the charge is applied (e.g. the service selected can be configured as tax exempted if required). The penalty service name can also be reflected on invoices, web portals, reports, etc. depending on your configuration

     • Send Email: this action will email the account billing contact when the level is executed. An 'Email Template' field will appear when selecting this option, allowing you to choose a preconfigured email message to be sent (e.g. payment overdue 1st notice, payment overdue final notice, etc.)

     • Change Account Status: this action permits you to switch an account's status when the specified level is executed. A 'Status' field will appear when this option is selected allowing you to choose from the list of account statuses you have setup (e.g. suspended, disabled, etc.). To configure or view account statuses see status types. Account statuses with a back-end status of 'Canceled' will not appear in this list as 'Canceled' status accounts cannot be reactivated

     • Collect Invoice Balance: this action is only supported in In Adyen integrated environments. When configured this option allows you to use the account’s default payment method to collect the invoice balance owed (payment processing will occur during the dunning step of the bill run). This action is only available when the Event is set to ‘Post Due Date’, it will not be listed otherwise. You can define when this action executes by populating the Event and Day values (for instance, ‘Post Due Date’ and Day '7' to attempt collection a week after payment was due)

       • Auto-Rescue this feature allows the invoice balance to be collected during billing for cards or that have previously failed (Note: you need to have purchased the Auto-Rescue feature with Adyen in order to use this integrated feature). The Days to Attempt value can be configured up to a maximum of 48 days to specify how long the auto-rescue attempts will be made

     • Send Webhook: this action will send a webhook to the specified URL when the dunning level conditions are met

5. Click Add to add the Level to the dunning rule

6. Click Save to create the new dunning rule when you have finished adding levels

Editing Dunning Rules

1. Under the Dunning Rules heading on the left click the dunning rule you wish to edit

2. Under the Edit Dunning Rule heading on the right modify the dunning rule details. See Edit Dunning Rules Panel and Adding Dunning Rules guide above for details on the available fields and settings

3. If you wish to edit the levels under a dunning rule click the  icon

4. Edit the level settings as desired

5. Click Save to save your changes

Deleting Dunning Rules

1. Under the Dunning Rules heading on the left select the rule you wish to delete

2. Under the same Dunning Rule heading on the left click the  icon

3. On the confirmation dialog that appears select Yes

Deleting Levels

1. If you only wish to delete a level under a rule, edit the rule and next to the Level you wish to delete select the  icon

2. Next select the  icon that appears and the level will be marked for deletion, or removed outright if the level has not yet been saved

3. Select Save to delete the levels that you have marked for deletion