You can create automatic activities so your users receive notification of payment plan due dates and/or issue dates. You can use wildcard accounts to designate a particular person depending on the account or event for the payment plan.
- Click the Payment Schedules link from the Main Menu. The Payment Schedules screen opens.
- Select the payment plan to update.
- Right-click and select Edit. The Edit Payment Schedule screen opens.
- Select the Payment Schedule Steps tab.
- Select the payment plan step for the automatic activity.
- Right-click and select Edit. The Edit Payment Schedule Steps screen opens.
- Expand the Trace Recipient section.
- Enter the necessary information
- Add Trace Account - If checked, the account selected in the Trace Account drop-down receives an activity for the date selected in the Trace Account Date Type drop-down.
- Trace Account - Personnel account or wildcard account to receive the activity. Selecting a personnel account sends the activity to the same person every time the payment plan is used. Using a wildcard account sends the activity to the person assigned to that account for the event. For example, selecting Primary Event Coordinator as the recipient sends the activity to the first coordinator on the event. Other available wildcard accounts:
- Account Representative
- Primary Event Coordinator
- Secondary Event Coordinator
- Third Event Coordinator
- Fourth Event Coordinator
- Contract Representative
- Event Account Representative
- Function Coordinator
- Meeting Representative
- Satellite Office Representative
- Services Representative
- Trace Account Date Type -Date type for the activity. If Due Date is selected, the activity is dated for the day the payment is due. If Issue Date is selected, the activity is created as a reminder to invoice the payment plan step. If Both is selected, one activity is created for Due Date and one is created for Issue Date.
- Trace Account Rep - If checked, the account rep for each order attached to the payment plan receives an activity for the date selected in the Trace Receipt Date Type drop-down.
- Trace Receipt Date Type - Date type for the activity. If Due Date is selected, the activity is dated for the day the payment is due. If Issue Date is selected, the activity is created as a reminder to invoice the payment plan step. If Both is selected, one activity is created for Due Date and one is created for Issue Date.
- Click OK.
Comments
9 comments
Is it possible to have the traces/activities sent only to certain reps? For example one rep prefers to receive them but another rep does not.
1 upvotes
Hi Amanda,
When using wildcards, there isn't a way to exclude an activity being created for someone.
However, if an email is being sent or an activity notification is displaying in the software when the activity is created, you can turn that off for a specific user by going to the Users screen, editing the user and opening the Activity Notifications section. In this section, there is an Email and Ungerboeck checkbox. If those are unchecked, then that user will not receive email notifications or Ungerboeck notifications (displays on the Global Navigation in v20 next to the user's name) for any activities. This way the activity is created but the user isn't alerted to it. Note that changing this setting will change the settings for all activities for this user, not just for payment plan activities.
Thanks,
Maggie
0 upvotes
Hi there
Is there anywhere to set the Activity Type that these come through as?
Cheers
Jerry
2 upvotes
Hi Jerry,
There isn't a way to configure the activity type for the automatic activities.
Thanks,
Maggie
0 upvotes
Hi there,
I realise it's been a while since this thread was used, but wondering if it's possible for the automatic activity to be added when an additional payment step is inserted into the Payment Schedule? It would save time so the user didn't have to include another activity on the event.
Thanks,
Jodi
1 upvotes
Hi Jodi - this is not currently available. There would be an additional step to add a reminder activity related to a manually added payment step. Although it is a good idea for an enhancement, I'd suggest submitting it for review.
Mark F
0 upvotes
Hi Jodi,
I prefer to turn off the reminders for PP steps. I usually create views (that can go onto dashboards) which list PP steps (interim only, not final) that are due to be issued. Whoever is in charge of invoicing (the activity recipient) can just open this view and issue all due steps at once. They can do this daily, every few days, weekly etc.
This way you do not have heaps of activities to wade through and complete. If the PP step is edited, no need to add/change an activity.
This has proven very effective and efficient for many clients.
0 upvotes
Hi Sean,
This would be great to see. How do you configure this and in what screen?
Thanks,
Jodi
0 upvotes
Just to round off this conversation, Payment Plan Invoicing is a useful screen for creating views to display payment plan steps that have not yet been invoiced. Try using such filters as Invoiced = No and Issue Date = through today.
Cheers,
Kelly
0 upvotes
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