Payment reminders

Payment reminders (in the menu under Revenue) is where reminders about overdue invoices wait for someone to approve them. Once a day ASTRO proposes a reminder for each invoice that has reached a stage of your schedule. Proposing sends nothing: a person approves every reminder, unless your administrator has turned on auto-send.

Send one reminder

  1. Under To review, find the reminder. It shows the customer, the invoice, the Stage, the Balance, Days overdue and who it goes To (the invoice's billing contact).
  2. Select Review and send.
  3. Check the Subject and Message and change them if you like. The invoice PDF is attached. Tick Attach a statement of the account to add a statement.
  4. Select Send reminder.

Dismiss drops a reminder you do not want to send; that stage is not proposed again for the invoice.

Send several at once

  1. Tick the reminders under To review.
  2. Select Send selected and confirm. Each goes to its billing contact with its template's text.
  3. Read the report above the queue. It says how many were sent and lists each one that did not go, with the reason:
    • Sent: it went.
    • Not sent: nothing reached the customer, for example because no e-mail connection is set up. It stays in the queue and is safe to try again.
    • May have gone: the e-mail service did not answer clearly. See "Delivery unknown" below.
    • Not attempted: ASTRO stopped after a problem and did not try it. Nothing was sent; try again later.

Select Hide this report when you are done.

Delivery unknown

A reminder marked Delivery unknown may have reached the customer. ASTRO never sends it again by itself. Check with the customer or your e-mail provider, then select It was delivered (it moves to Sent) or It was not delivered (it goes back to the queue to approve again).

Stop reminders for a customer

A finance administrator can select Stop reminders for this customer on a reminder. Its pending reminders are cancelled and no new ones are proposed until it is undone on the Reminder schedule screen.

Sent and closed reminders

Use Sent to see what has gone out, and Cancelled or dismissed for the rest, with the reason. A payment that clears an invoice cancels its pending reminders.

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