Create an Auto Reminder Rule for Debit Notes

The system allows you to automatically send debit notes via SMS or email by creating an auto reminder rule for debit notes with specific conditions as required.

First, make sure to “Activate the SMS application” and “Add an SMS template” before creating the auto reminder rule.

1. From the main menu, click on “Templates.”
2. Click on “Auto Reminder Rules.”
3. Click the “Add” button and select “New Debit Note Rule” from the dropdown list.
4. Enter the debit note rule details as follows:
   • Name: Enter the name of the debit note rule as required.
   • Payment Status: Select the payment status from the dropdown list as needed. Choose one of the following options:
     • Unpaid
     • Partially Paid
     • Paid
   • Debit Note Status: Select the required debit note status from the dropdown list.
     • The manual statuses for debit notes are the same as those for invoices.
     • For more details on adding custom statuses for invoices/debit notes, refer to the “Invoice Status List” guide.
   • Timing Field: Select from the dropdown list when to send the message automatically, either:
     • Debit Note Date: The date the debit note was created in the system.
     • Created Date: The date the debit note was updated in the system.
   • Send On: Select from the dropdown list when to send the message, either:
     • Instantly: The message will be sent at the time of creating or updating the specified debit note immediately.
     • After: The message will be sent after the specified creation or update date.
     • Enter the number of hours/days/months after creating or updating the debit note when the message should be sent.
   • Channel: Select “SMS” from the dropdown list as the required sending method.
   • Channel Template: Select the required message template from the dropdown list.
     • Notes:
       • You can click the “New Template” button next to “Channel Template” to add a new template.
       • For more details on how to add a new template, refer to the “Adding an SMS Template” guide.
   • Active: Check this box to set the reminder rule’s status to “Active,” or uncheck it to deactivate the rule.
   • Valid Until: Set the period during which the reminder rule is valid to send a specific debit note, specifying (hour, day, or month) from the dropdown list.
     • Example: If one day is selected as the validity period, the system will attempt to send the debit note message. If it fails, it will continue trying for 24 hours only.
5. Click the “Save” button.

• If a new debit note is created that meets the conditions specified in this reminder rule, the system will send it as a text message according to the specified timing, message template, and other settings.