In this topic:
The Dunning microservice provides a way to set up tiered Dunning Plans to assist with collection of accounts receivable. For example, a Dunning Plan may include a friendly payment reminder email one day prior to due date, formal payment request email 15 days after the due date, and a change of account status to 'Suspended' 30 days after the due date. Plans are applied at the billing account level, allowing companies to provide configurable Dunning Plans on a customer-by-customer basis if desired.
Dunning operates through a scheduled job evaluation of dunning-enabled accounts for delinquent payment. If these accounts fall within the threshold of their assigned Dunning Plan, the Gotransverse action framework will initiate an HTTP action on the account or an email notification based on the plan configuration. Dunning Plans are configured with escalating tiers of action so that you can ensure that the actions taken after delinquent payment are customized based on the particular client, lateness of the payment, or amount unpaid.
Dunning tiers are assigned priority levels to ensure that the correct action is taken based on the account criteria. A Dunning Plan may contain a tier structure similar to the following:
|Priority||Dunning Tier||Days Overdue on Payment||Description|
|0||Dunning block (Default)||1||For Customers with dunning status equal to 'Dunning block' there will be NO dunning actions. Level 0 tiers cannot be edited and should be applied on accounts that you do not want to include in dunning.|
|1||Friendly reminder||10||1st reminder notification sent to the Customer as the oldest open invoice is past the invoice due date|
|2||Important notice||30||2nd reminder notification sent to the Customer as the oldest open invoice is past the invoice due date|
|3||Avoid suspension||40||3rd and final reminder notification sent to the Customer as the oldest open invoice is past the invoice due date|
|4||Suspension||45||Suspension notification has been sent to the Customer|
|5||Collection agency||60||Notification sent to the Customer that all open invoices will be transferred a Collection Agency|
|6||Write off||90||Invoices of an Account have been written off as payments cannot be collected|
Dunning Setup Overview
Dunning setup requires the following tasks to be completed in the respective user interfaces:
- Enabling the Dunning Integration (Gotransverse 1.0)
- Creating Plans and Tiers (Gotransverse 2.0)
- Assigning Accounts to Plans (Gotransverse 2.0)
- Creating Notification Templates (Gotransverse 1.0)
- Integrating the Action Framework (Gotransverse 1.0)
- Creating the Scheduled Job (Gotransverse 2.0)
To enable the Dunning Integration, do the following:
- In the Gotransverse 1.0 UI, navigate to Admin > Integrations.
- Scroll to Dunning Gateway Processors and click Dunning Essentials.
- Enter the API URL, Auth Type and Auth Value in the resulting pop-up. For help obtaining these values, please contact your goTransverse implementation team.
- Click Finish.
How Do You Create a Dunning Plan?
- To create a Dunning Plan in the Gotransverse 2.0 UI, do the following:
- Navigate to the Account Billing page and click Setup from the sidebar.
- From the Action Menu on the Setup page, click Create Dunning Plan.
- In the Create Plan pop-up that appears, fill out the following fields:
|*Code||This field can be helpful for identifying and migrating the plan later if necessary. This field accepts alphanumeric input and cannot be changed once set.|
|*Plan Name||This field sets the name for identifying and searching for the Dunning Plan.|
|Description||This field allows for further information or notes on the Dunning Plan.|
|*Minimum Account Balance Due||This value sets the minimum overall account balance required to trigger an account to be evaluated for Dunning. For example, a Minimum Account Balance Due of $10.00 would mean that the Dunning evaluation process would ignore any billing accounts with an overall account balance less than $10.00 regardless of the billing account having an overdue invoice.|
|*Status||Sets the status of the dunning plan to either Draft or Active. Once moved into an active state, plans cannot be moved back into draft. They can however still be edited or moved into a Suspended status.|
|*Dunning Strategy||This field determines the method for evaluating accounts against the Dunning Plan.
Currently the only option is:
Oldest Open Invoice: Bases the dunning evaluation on the oldest, non-disputed open invoice's 'days past due' and 'invoice amount due'.
*Indicates required field.
4. Click Create. The Dunning Plan is now visible on the Dunning page and can be configured with tiers or added to billing accounts.
How Do You Create Dunning Plan Tiers?
Tiers allow you to design multiple custom actions based on different criteria within the same plan. For example, you may want to implement increasing levels of severity as the days past due exceed certain thresholds. By implementing tiers, these multiple levels can be applied to various billing accounts within a single Dunning Plan.
Gotransverse contains a default tier (level 0) on Dunning Plans for billing accounts that are not currently in dunning. This default tier cannot be edited. For more detail on tier structure hierarchies, please see the Priority information in the table below.
To create a tier, do the following:
- In the Action Menu under the Dunning Plan name, click Add Tier.
- Enter the desired information in the resulting pop-up window.
|*Name||This field sets the name for identifying and searching for the tier.|
|Description||This field allows for further information or notes on the tier.|
|*Minimum Days Past Due||This value sets the minimum number of days past due to trigger this tier.|
|*Minimum Invoice Due||This value sets the minimum amount of delinquent funds due in order to trigger this tier.|
This number sets the order of severity in which tiers are evaluated. Tiers with lower numbers should be implemented first and are considered lower severity (ex: Priority 1 - Friendly Reminder Tier). Tiers with a higher number are considered higher severity (ex: Priority 6 - Suspension Tier). The Dunning process will evaluate each Billing Account against each Dunning Plan Tier starting with the lowest Priority numbered tier (least severity first) and walk its way up the severity chain to the highest priority tier until it finds a match. In the event that a Billing Account matches two tiers that overlap and both apply, the tier with the higher severity will be applied.
Level 0 tiers cannot be edited and should be applied on accounts that you do not want to include in dunning.
*Indicates required field.
Once the tiers and plans are configured, navigate to the desired accounts in the Gotransverse 2.0 UI and select Edit Account from the action menu. Under the Other Settings section, check the box for Enable Account Dunning and select the respective Dunning Plan to assign the account.
Note: Dunning tiers are read-only after configuration and cannot be manually assigned. Once enabled, the Dunning evaluation process will assign the Billing Account's Dunning Plan tier based on the account's payment status on open invoices.
How Are Notification Templates Created for Dunning?
After the plans and tiers have been configured, notification templates are designed to serve as the deliverable once an email notification is triggered. Notification templates can be designed within the Gotransverse 1.0 UI by doing the following:
- Navigate to Setup > Notification Management.
- From the Notification Templates section, select Dunning. Click the Add button.
- Enter the desired name, description and type.
- After creation, click the notification template and click the Action button on the Versions section. Enter a new version.
- Once you have navigated to the Dunning template section, template creation follows the typical process as documented in the Notifications Template of the Gotransverse 1.0 Help.
How Does the Action Framework Integrate with Dunning?
The action framework will be the mechanism by which Gotransverse can leverage information from the Dunning microservice and deliver the desired action detailed on the respective plan and tier. The action framework is configured for Dunning in the Gotransverse 1.0 API by doing the following:
- Navigate to Setup > Notification Management.
- Click Dunning Notifications.
- Click the Edit button for Action Details and ensure that Enable Action is checked.
- Click the Add button for either HTTP Request Operations or Email Operations based on your intended action. Select the desired plan and tier on the resulting pop-up to match tiers to actions.
- Complete the notification information. Additional detail on the Action Framework can be found on the Action Framework page of the Gotransverse 1.0 Help. The image below details an email notification based on the MVP Dunning Plan, Second Notice Tier, Second Notice Email Template, and with the notification to be delivered to the Account Email Address.
How Do I Create the Scheduled Job?
The scheduled job will run and check all dunning-enabled accounts across the parameters of their assigned Dunning Plan. Creating the scheduled job can be accomplished in the Gotransverse 2.0 UI by doing the following:
- From the application launcher menu in Gotransverse, select Scheduler.
- Click Setup. From this screen, click the action menu for Setup and click Create System Job.
- Complete the fields in the resulting pop-up, ensuring that the status is Active and the Type is Dunning Processor. You will be prompted to select the Account Category for which you'd like the processor to run as well.
Note: The Run Interval is aligned to your server time (e.g., runs at midnight will occur at midnight server time rather than local time, if there is a discrepancy). For users unaware of their Gotransverse server time, please consult the Gotransverse Support team.