Are you struggling with keeping track of important deadlines and tasks in Business Central? I’m going to show you how to easily set up and manage reminders, so you never miss a critical follow-up or due date again.
Did you know that businesses using reminder systems are 70% more likely to meet their deadlines consistently? In this guide, I’ll walk you through the simple steps to create, customize, and manage reminders in Microsoft Business Central. Get ready to boost your team’s productivity and keep your projects on track!
Navigate to Reminder Setup:
Open Business Central and use the search bar to look up “Reminder Terms.”
Select Reminder Terms from the search results to access the reminder setup section.
Note: Reminder Terms are essential because they define the conditions and timing for sending reminders, allowing you to standardize follow-ups across accounts.
Set Up Reminder Terms Reminder Terms allow you to create the rules for when a reminder is triggered. Here’s a breakdown of the main fields:
Code: This is a unique identifier for the reminder. Use a clear and descriptive code, like “TRIAL” for payment reminders Description: Add a brief description of the reminder’s purpose (e.g., “30-Day Payment Reminder”). Grace Period: Defines the additional days before the reminder is sent. If the grace period is set to 5, reminders are sent 5 days after the No. of Days field has passed. Interest Rate: If you charge interest on overdue amounts, specify the interest rate here. This is optional but useful for financial reminders. Interest Calculation Method: Choose how the interest will be calculated (e.g., daily, monthly). This works in tandem with the Interest Rate field.
Configure Reminder Levels
Reminder Levels are useful for setting up a series of escalating reminders that increase in urgency. You can set multiple levels to ensure that overdue items are followed up in a structured way. Here’s how to set up reminder levels:
Go to Reminder Levels:
Within the Reminder Terms window, select Levels to open the Reminder Levels page.
Define Each Level:
For each reminder level, specify the timing and messaging. Here’s a breakdown of key fields:
Level No.: This indicates the sequence of reminders (e.g., 1 for the first reminder, 2 for the second, etc.).
Description: A brief description of the reminder’s purpose at this level (e.g., “First Reminder” or “Final Reminder”).
No. of Days: The number of days between reminders. If Level 1 is set to 15 days, and Level 2 is set to 30 days, the second reminder will send 30 days after the due date.
Grace Period: This is an additional grace period for each level. You can add a grace period for each level if you want to delay the reminder after the main due date.
Customer Communication : Here, select the text template or message to be included with each reminder. Customize this message to convey urgency at each level.
Fee per reminder LCY and Fee per line LCY: You can apply financial charges and interest per level if needed.
Create Customer Communication
Once you click on Customer communication action Microsoft will generate standard email template with body, subject you can amended as per your requirement.
You can assign all different reminder level with different email templates
Create a Reminder
Globally search Reminder and assign customer you want to generate the reminder.
Click on Suggest Reminder lines it will calculate the cost if you have enter any.
Post which you can issue the Reminder and also send an email to customer with reminder pdf.
Once you have sent the reminder to customer click on Mark Sent
Conclusion
Setting up and managing reminders in Microsoft Dynamics 365 Business Central is a powerful way to streamline accounts receivable and maintain healthy cash flow. By configuring reminder terms, linking them to specific customers, and using Business Central’s automated reminder creation and sending options, businesses can ensure timely payment collections while reducing manual effort. Properly managed reminders not only help businesses stay organized but also improve customer relationships by clearly communicating payment expectations. Regularly reviewing and adjusting reminders allows businesses to stay flexible and responsive, ensuring that the reminder process remains efficient and effective.
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