Create and manage dunning notices for open invoices Praxis Desk

Create dunning notices for open invoices, with a dunning fee, late payment interest, and a payment deadline, and track all dunning notices in the dunning list.

Benötigte Lizenz

Requires the Dunning module/add-on for Praxis and Desk. You also need the matching user permissions for dunning. If the module isn't included in your license, contact support@offisy.at.

Requirements

• The Dunning module is active in your license.
• You have the Mahnwesen: Anzeigen and Mahnwesen: Erstellen permissions to create dunning notices.
• For further actions you also need Mahnwesen: Bearbeiten, Mahnwesen: Stornieren, or Mahnwesen: Einstellungen.
• The invoice has an outstanding balance greater than zero. Drafts, canceled, training, and fully paid invoices don't offer a dunning notice.
• At least one dunning type is set up in the settings.

Steps

1. Open the invoice list or journaling and find the invoice you want to send a dunning notice for.
2. Click Create dunning notice in the invoice's action menu. If there are several dunning types, pick the right type from the submenu.
3. In the dialog for creating the dunning notice (its title shows the dunning type and invoice number), you see the form on the left and the invoice preview on the right.
4. Check the Payment terms section: Dunning fee, Late payment interest rate, and Payment deadline. These fields are prefilled from the selected dunning type, and you can adjust them.
5. Set the From and To dates in the Period section for the interest calculation. If you leave To empty, offisy calculates up to today.
6. Review the live Days overdue and Total late payment interest display. The interest is calculated from the outstanding invoice amount, the interest rate, and the days overdue. offisy divides the result by 360 or 365 days, depending on the interest calculation method.
7. Adjust the dunning text in the Text section. Use placeholders such as {MAHNGEBUEHR}, {VERZUGSZINSEN}, {ZAHLUNGSFRIST}, or {OFFENERBETRAG} to insert values.
8. Click Save. offisy reports that the dunning notice was saved successfully and opens the dunning notice view.
9. In the dunning notice view, you can Send by email, Send by document transfer, Download, Print, or Edit the notice. Use Cancel to reset an active dunning notice.

A dunning notice has a status: Open, Replaced, Canceled, or Paid. offisy also shows the payment status of the notice: Open, Paid, or Canceled.

Where do I find the dunning notices?

Open the Dunning notices menu item in the main menu, in the Reports section. The dunning list shows all dunning notices of your company.

At the top right, you find a split dropdown: the main Invoices button takes you back to the invoice list. The dropdown holds Column configuration and Settings.

Use the filters to narrow down the list: Period, Client, Status, invoice status, customer, creator, and dunning type. Click Reset filters to clear active filters.

Data table

The table shows, among others, invoice, customer, status, paid, fee, amount, interest, dunning type, and payment deadline. You choose which columns are visible through Column configuration. The selection is saved per user.

The row menu of a dunning notice offers the same actions as the dunning notice view: view, send, edit, and cancel.

Set up dunning types and interest calculation

1. Open Settings → Dunning or click the dropdown in the dunning list and select Settings.
2. The Dunning types tab shows all configured dunning levels with dunning fee, interest rate, and payment deadline as detail chips.
3. Click Create dunning type to set up a new dunning level.
4. In the General tab of the form, set Name, Color, and, if the client module is active, the Client. In the Payment terms section, set the dunning fee, interest rate, and payment deadline. In the Dunning text section, set the default text with placeholders.
5. In the Email template tab, set the subject and text for the dunning email. This tab has its own placeholders, such as {NUMMER}, {EMPFAENGER}, or {TYP}.
6. Drag dunning types by the handle icon to reorder them. offisy saves the order automatically.
7. Switch to the Settings tab to choose the Interest calculation method: Commercial year (360 days) or Calendar year (365 days). Click Save.

Common issues

• No dunning menu item on the invoice: Check that the Dunning module is active and that you have the Mahnwesen: Anzeigen and Mahnwesen: Erstellen permissions.
• Can't create a dunning notice: The invoice no longer has an outstanding balance, or it's a draft, canceled, or a training invoice. Only invoices with an outstanding balance above zero offer a dunning notice.
• Send by document transfer is missing: This action only appears if the document transfer permission or module is active in your license.