Important
The Dunning module is only available if you use Xentral in the Pro plan.
You can find more information about the Xentral plans on our website.
The Dunning module in Xentral helps you keep track of overdue payments and process open receivables efficiently. With automated payment reminders and dunning levels, you can professionally remind your customers of due amounts without having to track each process manually. This ensures that your cash flow remains stable and your receivables management is transparent.
Every accounting department also involves managing the dunning system. Xentral provides extensive support for this. The dunning system regularly calculates the payment status of all invoices in the system. This happens automatically via a process starter or at any time manually with the Recalculate dunning action. Payment reminders are prepared for all overdue open invoices. After a check by your accountant, all payment reminders to delinquent customers can be sent to the customer’s email address with one click on Start dunning (email and receipt printing). If no email address is found for the customer, the payment reminder is printed on the printer instead.
If an invoice is still due even after the payment reminder deadline, the first dunning notice (Reminder 1) is sent the next time the dunning system is started. If the invoice remains open even after the next deadline, the second dunning notice is sent, and so on. Invoices can also be called up directly or the receipt displayed as a PDF via the action menu on the right. It is also possible to cancel the invoice, post differences as a cash discount, post the invoice as a loss of receivables, or block the invoice in the dunning system. The open items list also provides an important working basis for accounting. It shows all open invoices and their due (partial) amount. Invoices that are not yet due are displayed without a dunning level. Invoices that are due are displayed with the respective dunning level.
If invoices are not settled on time, there is the possibility to send a dunning notice automatically from Xentral. To do this, you can set up different dunning levels.
The transfer of open invoices to the dunning system occurs automatically for:
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Prepayment payment methods: After a definable payment period
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Post-payment payment methods: After reaching the payment target, for example 14 days after the invoice date
An unpaid invoice goes through different dunning levels one after another. For an invoice to advance to the next dunning level, the following requirements must be met:
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The predefined time since the last dunning notice or payment reminder has expired
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The dunning notice or payment reminder of the previous level was sent (with email dispatch activated) or printed
To start the dunning system and thus a dunning run, proceed as follows.
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Use the Smart Search to open the Dunning module.
You are in the Overview tab. Here you automatically see a list of all overdue payments.
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Select the invoices for which you want to send dunning notices using the checkboxes on the left.
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Click Start dunning (email and receipt printing) to create dunning notices for all selected invoices and send the dunning receipt via email to the address stored in the customer record or print it on the printer. To do this, select the desired printer to be used for receipt printing in the Printer field.
Note
The dunning receipts are sent to the customer via email and to the selected printer. If no email address is stored for a customer in the invoice, only a printout on the printer occurs automatically. In the case of a different billing address, the email address must be stored in the invoice — the master data address is not sufficient in this case.
The overview in the Dunning module shows all payments that have not been settled or not fully settled by your customers. Depending on the dunning level, open payments are sorted into different sub-tabs:
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Due: All invoices in one of the dunning levels for which a dunning receipt will be printed or sent the next time you click Start dunning (email and receipt printing)
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Payment reminders: All invoices in the Payment reminder level
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Dunnings: All invoices in the levels Reminder 1 to Reminder 3
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Collection: All invoices in the Debt collection level
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Blocked: All invoices that have been manually blocked for further processing in the dunning system
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Loss on bad debts: All invoices that have been manually marked as losses of receivables
You can influence or stop an ongoing dunning process for individual invoices at any time. This is done via the following functions and icons available on the right in the list view for each individual payment:
Icon |
Function |
|---|---|
|
Edit icon |
Clicking the Edit icon takes you directly to the edit view of the invoice, for example to correct the billing address or to store the email address for sending the dunning notice. |
|
PDF icon |
Clicking the PDF icon allows you to view the current dunning receipt as a PDF file and download it if necessary. |
|
PDF icon with invoice |
Clicking the PDF icon with invoice allows you to view the original invoice as a PDF file and download it if necessary. |
|
X icon |
Clicking the X icon allows you to cancel the invoice and continue it as a credit note or cancellation invoice. TipDetailed information on handling credit notes and cancellation invoices can be found in the article Credit notes, cancellation invoices and invoice correction. |
|
Percentage icon |
Clicking the Percentage icon allows you to post the difference between the target and actual amount as a cash discount. For example, you can post a partial amount of the open receivable as a cash discount to make it easier for your customer to pay. |
|
Encircled minus icon |
Clicking the encircled minus icon allows you to post the open receivable as a loss of receivables. For example, you can write off a receivable if payment is no longer expected. |
|
Block icon |
Clicking the block icon allows you to block the invoice for further processing in the dunning system. The invoice is then moved to the Blocked tab and will no longer be displayed in the other tabs of the Dunning module. For example, you can block an invoice if you have already made an individual payment agreement with the customer or if the receivable should not be pursued further for other reasons. |
In the Overview tab of the Dunning module, various filter options are available to sort the displayed payments. Specifically, you can filter by the following payment methods:
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Invoice
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Direct debit
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Cash on delivery
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Cash
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Payment in advance
Note
If you do not activate any of the filters listed above, all payments are displayed in the overview regardless of the payment method.
Clicking on Recalculate dunning recalculates and thus updates the payment and dunning status of each payment in Xentral. Use this function if you want to manually update the dunning status at short notice.
By default, the calculation is performed automatically at fixed intervals in the background by the mahnwesencheck process starter. The calculation checks whether the requirements for the next dunning level are met and updates the dunning status accordingly. For example, invoices that have exceeded the payment target are automatically moved to the Payment reminder level. As soon as the payment reminder deadline has expired, these invoices are automatically moved to the Dunning notice level.
Important
With the mahnwesencheck process starter, you can also set the period setting to 1 minute, so that the dunning system calculation is processed via the background process by clicking on Recalculate dunning and can be called up at any time. At the same time, the times of the process starter are specified so that the process starter does not recalculate the dunning system every minute, but only at the fixed times and via manual click.
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Activation and date fields control the calculation at fixed times
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The mahnwesencheck process starter must be set to every minute
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Without setting the time, the process is only triggered when clicking Recalculate dunning in the Dunning module
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The process is moved to the background and runs in the background depending on the volume of invoices in the dunning system
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With a time specification, the process runs in the background at the specified times, but can also be triggered by clicking *Recalculate dunning
Requirement: The mahnwesencheck process starter must be set to period 1, i.e., run every minute.
Further information on process starters and their setup can be found in the article Automation via process starter.
Note
To ensure that the payment status of invoices and credit notes is automatically checked and recalculated during the dunning run, the setting Dunning with account reconciliation must be activated in the system settings (Settings > Administration > System settings > Section: Miscellaneous). If the Dunning with account reconciliation setting is deactivated, the dunning system displays a warning and the payment status is not automatically updated.
In addition to the Overview tab, other tabs are available in the Dunning module that give you an overview of open items and contain further settings for the dunning system. The functions of these tabs are described in the following chapters.
In the OPOS tab of the Dunning module, all open and partially paid invoices are displayed regardless of the dunning level:
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Invoices that are not yet due are displayed without a dunning level
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Invoices that are due are displayed with the respective dunning level
The columns of the overview display further information to help you process open items. The columns and their meaning are described in more detail in the following table.
Column |
Description |
|---|---|
|
Invoice |
Invoice number |
|
From |
Date the invoice was issued |
|
Invoice due date |
Date the invoice was originally due |
|
Customer number |
Customer number |
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Name |
Name of the customer |
|
Is |
Amount that has already been settled |
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Is missing |
Amount that is still open |
|
Discount |
Amount of the cash discount |
|
Project |
Project affiliation |
|
Payment method |
Type of payment |
|
Status |
Dunning level, e.g., payment reminder, 1st dunning notice |
|
Shipped on |
Date at which a dunning receipt was last sent |
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Next reminder |
Due date of the next dunning level |
Additionally, you can use the filters above the table to sort the list of open items. The following filters are available:
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without loss of receivables
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without debt collection
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without locked
Note
A positive customer balance is currently not taken into account in the dunning system. If there is an open credit note for the same customer for another invoice, this has no influence on the displayed dunning level.
In the Settings tab of the Dunning module, you can specify the dunning periods between dunning levels in days and define the texts on the dunning receipts. 5 dunning levels are possible in Xentral:
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Payment reminder: First friendly reminder, still without a dunning fee; due as soon as the payment target is exceeded
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Reminder 1: First formal dunning notice after the payment reminder deadline has expired; dunning fees can apply from here
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Reminder 2: Second dunning notice after a further deadline expires
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Reminder 3: Last dunning notice before transfer to debt collection
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Debt collection: The receivable is transferred to a debt collection agency or a lawyer for further pursuit
For each dunning level, you can specify the periods in days in the Settings tab of the Dunning module that must pass after the previous dunning level for the next dunning level to be reached. You can also carry out further settings here, for example whether an email with the dunning receipt should be sent to the debtor when starting the dunning run or whether products should be displayed on the dunning receipts.
The available settings are described in more detail in the following tables.
Setting |
Description |
|---|---|
|
Days since last level |
Number of days after which this dunning level is activated once the previous dunning level has occurred. |
|
Email delivery |
Specifies whether an email with the dunning receipt is sent to the debtor when starting the dunning run (email address must be available on the customer record). If this option is not activated, the dunning receipt is only printed instead. |
|
Reminder fee |
Starting from the Reminder 1 level, you can specify the dunning fee in this field. The dunning fees of the dunning levels do not accumulate. Therefore, enter the respective total fee for each level. |
|
Show pos in table |
If this option is activated, the individual products are displayed on the dunning receipt in the form of a product table, as on other receipts. |
Dunning level |
Due date |
|---|---|
|
Payment reminder |
The due date is always fixed as the calculated payment target. With a payment target of 14 days, the payment reminder is due on day 15, for example. |
|
Payment reminder for prepayment and invoice payable immediately |
In this field, the due date is specified in days. This setting is relevant for invoices with the payment target immediately (= 0 days) or prepayment payment methods that are not automatically set to paid. |
|
Payment reminder for direct debit (and collection date) |
Due date of the Direct debit payment method (or behaves like direct debit). The collection date in the invoice is offset. With a collection period of X business days, this value can be adjusted accordingly. This way, direct debits usually do not appear in the dunning system, but only in the case of forgotten collections, failed collections, or chargebacks. |
|
Reminder 1 |
Enter the number of days that must pass since the payment reminder until the first dunning notice is sent to the customer. |
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Reminder 2 |
Enter the number of days that must pass since the first dunning notice until the second dunning notice is sent to the customer. |
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Reminder 3 |
Enter the number of days that must pass since the second dunning notice until the third dunning notice is sent to the customer. |
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Debt collection |
Enter the number of days that must pass since the third dunning notice until the receivable is transferred to debt collection. |
Tip
For sales orders with the Prepayment payment method, a payment reminder can be automatically sent to the customer after a certain number of days if payment has not been received. To do this, you must activate the Payment email option in the Accounting section in the Settings tab of the project.
Then, in the Settings tab of the Dunning module, you specify after how many days the payment reminder should be sent.
For the payment reminder to be sent, the sales order must have the Prepayment payment method. In addition, the sales order must be dated back at least as many days as set in the dunning system for the first payment reminder to be sent. Furthermore, the customer’s email address must be stored in the customer master data or in the salesorder.
Setting |
Description |
|---|---|
|
Discount email to accounting |
Activate the Email dispatch option to send an email reminder to accounting if a payment receipt has been linked and there is a difference to the invoice amount. |
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Prepayment email reminder (order) |
Number of days after which a reminder email is sent to the customer email address stored in the sales order. Activating this option is also necessary for sending the Payment received email template. |
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Email for cancellation to accounting |
Activate this option to send an email to accounting so that prepayment orders that have been open for too long can be canceled. |
|
Payment email amount threshold |
Amount (EUR) from which the payment email should still be sent to the customer email address stored in the sales order. |
Setting |
Description |
|---|---|
|
Allow cash discount to be overdrawn in incoming payments |
Specify the number of days by which the automatic detection in the payment receipt should still apply, meaning by which the discount period is additionally extended if the payment does not arrive on time to use the discount. |
|
Show agent and sales |
Activate this option to show the editor and sales in the info box on the dunning receipt. This information is taken from the sales order. |
|
Sending reminders via email account |
Select your email account through which the remimders are sent. |
From the Reminder 1 level, you can specify a dunning fee for each dunning level. The dunning fees of the individual dunning levels are not added up. You must therefore specify the respective total fee for each individual dunning level. Dunning fees are displayed without taxation. A fee of, e.g., €5.00 will then also be shown as €5.00 on the dunning notice. You must integrate dunning fees as a variable in the dunning text if the fee is to be shown on the dunning receipt. Dunning fees can only be inserted via the dunning texts. Examples of this can be found in the chapter Example texts for the dunning system.
You can define individual texts for each dunning level, which are then used in the respective dunning receipt.
In the dunning texts, you can use the following variables. The variables are then replaced by the corresponding information in the dunning receipt:
Variable |
Description |
|---|---|
|
{DATUM} |
End of the newly given deadline (date) |
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{TAGE} |
Number of days in the current dunning period (days) |
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{SOLL} |
Target amount (EUR) |
|
{IST} |
Actual amount (EUR) |
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{OFFEN} |
Amount target - actual (EUR) |
|
{SUMME} |
Amount target - actual + dunning fee (EUR) |
|
{WAEHRUNG} |
Currency |
|
{MAHNGEBUEHR} |
Dunning fee (EUR) |
|
{OFFENMITMAHNGEBUEHR} |
Dunning fee and open amount |
|
{RECHNUNG} |
Invoice number |
|
{DATUMRECHNUNG} |
Date of the invoice |
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{MAHNDATUM} |
Date of the last payment reminder or dunning notice (= the date on which the next dunning level was last changed, always affects the most current one) |
|
{DATUMRECHNUNGZAHLUNGSZIEL} |
Date of the originally requested payment (invoice date + days payment target) of the invoice (date) |
|
{DATUMZAHLUNGSERINNERUNGFAELLIG} |
Date until when the payment reminder was due |
|
{DATUMZAHLUNGSERINNERUNG} |
Date of the payment reminder |
|
{DATUMMAHNUNG1} |
Date of Reminder 1 |
|
{DATUMMAHNUNG2} |
Date of Reminder 2 |
|
{DATUMMAHNUNG3} |
Date of Reminder 3 |
You can find the dunning texts for display on your receipts in the Business letter templates module. This is where you make the settings for dunning texts. This allows you to create individual dunning texts for different projects and languages to address your customers according to their language and project.
Proceed as follows to add or edit dunning texts in the business letter templates.
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Use the Smart Search to open the Business letter templates module.
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Open the desired business letter template for which you want to add or edit a dunning text.
Note
By default, the types MahnwesenInkasso, MahnwesenMahnung1, MahnwesenMahnung2, MahnwesenMahnung3, and MahnwesenZahlungserinnerung are already created in Xentral. You can use these types to store the dunning texts for the respective dunning levels. Alternatively, you can also create your own types, for example to use different dunning texts for different projects or languages.
A new window for editing the business letter template opens.
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Optional: Select the desired Project for which the dunning text should apply. If you do not select a project, the dunning text applies to all projects.
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Optional: Select the desired Language for which the dunning text should apply. If you do not select a language, the dunning text applies to all languages.
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Enter the desired Subject.
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Enter the desired dunning text in the Text field. You can use the available variables to dynamically fill the dunning texts with the corresponding information.
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Click Save.
The following texts serve as example texts to illustrate the variables. Please clarify with your tax office and, if necessary, your lawyer whether these meet the legal requirements or need to be individually adjusted. The texts are expressly to be understood as sample texts and can also be used in advance for tests regarding the correct functioning of the variables.
Example texts for dunning notices:
Hinweis
Dear Sir or Madam,
You have probably overlooked our payment reminder. We are therefore sending you a list of open items again with this letter.
If you have not yet made the payment, we ask you to transfer the amount of {OFFEN} EUR to our account by {DATUM} to avoid further dunning letters and fees. Please specify the invoice number {RECHNUNG} in the subject line.
If the open amount has already been settled, please consider this letter as void.
Hinweis
Dear Sir or Madam,
Our invoice dated {DATUMRECHNUNG} was due for payment on {DATUMRECHNUNGZAHLUNGSZIEL}. Despite a reminder and deadline setting, the amount of {OFFEN} EUR has still not been settled.
Hinweis
Dear Sir or Madam,
Our invoice dated {DATUMRECHNUNG} was due for payment on {DATUMRECHNUNGZAHLUNGSZIEL}. Despite dunning notices and deadline setting, the amount of {OFFEN} EUR has still not been settled.
Therefore, we are sending you a final list of the open items with this letter. Please specify the invoice number {RECHNUNG} in the subject line. If the amount of {OFFEN} EUR has not yet been received in our account by {DATUM}, we will initiate legal dunning proceedings.
Please contact us and let us avoid this: xxxxxxxxx
Example texts for dunning fees:
Hinweis
Our claims against you are composed as follows: Value of goods/ total sum: {SOLL} {WAEHRUNG} Of which still open: {OFFEN} {WAEHRUNG} plus dunning fee: {MAHNGEBUEHR} {WAEHRUNG} Total sum: {OFFENMITMAHNGEBUEHR}{WAEHRUNG}
Hinweis
The dunning fee is {MAHNGEBUEHR} {WAEHRUNG} plus open invoice amount of {OFFEN} EUR to be paid {SUMME} {WAEHRUNG}
Hinweis
Please transfer the amount of {OFFEN} EUR by {DATUM} to our account mentioned below. We take the liberty of charging dunning fees in the amount of {MAHNGEBUEHR} EUR. Please specify the invoice number {RECHNUNG} in the subject line.
Hinweis
Our claims against you are composed as follows: Value of goods/ total sum: {SOLL} {WAEHRUNG} Of which still open: {OFFEN} {WAEHRUNG} plus dunning fee:{MAHNGEBUEHR} {WAEHRUNG}