In this article, you will learn: How to execute dunning runs
Quick guide:
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Finance / Dunning and debt collection run.
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"Create dunning run", process or check it.
In the Finance / Dunning and debt collection section, you can perform dunning runs in your PerfectGym next. Regular dunning runs are the be-all and end-all for the speedy collection of your open receivables. How you can quickly and easily perform a dunning run, I explain here.
Create a dunning run
Clicking on the Create Dunning Run button, you can open a window for creating a dunning run preview. Here, you can define for which locations a dunning run should be performed.
You can also specify whether members marked as undeliverable and underage members should be considered. Undeliverable refers to the respective delivery method and the delivery form stored for the rule in question, letter, or e-mail.
The maximum amount for open claims determines that members with higher claims are excluded from the dunning run.
Finally, you can decide whether the generated letters should be sent automatically. This depends on the delivery method.
Please note: The automatic sending of letters is done via the PerfectGym next's E-Post interface at predefined postage costs. E-mails are sent via the PerfectGym next mailing system.
Once you have completed the selection, you can have a preview. Don't worry if you made a mistake: the preview does not create final reminders yet and can be deleted after its creation.
The creation of the preview happens in the background. You can see the status of the dunning run in the overview. While the preview is being created, you can continue working on other parts of the PerfectGym next. As soon as the preview is finished, the dunning run is in Preview status and ready for your review.
Check dunning run
Clicking on the dunning run will take you to the detailed view of the dunning run. Here you will find your breakdown of the dunning run by studio. At the top there is a summary of your dunning run with buttons to delet the preview or process the dunning run.
You can find the detailed list of dunning members in the studio view. Just click on the entry for the studio. There you will find all the members who are covered by this dunning run.
In this view, you will find a list of the members with their dunning level before the dunning run and their dunning level after the dunning run, as well as their open receivables. If you now find a member that you do not want to dun, you can remove this member from the dunning run if you click on the 3 dots menu. Then it will land in the Remove members tab.
And of course, if you have clicked the wrong way, you can add accidentally removed members back to the dunning run. But both, removing and adding, only work in the preview. When the dunning run is done, you have to manually reset the incorrectly dunned members to their previous dunning level.
Perform dunning run
Your checks are now complete, and you may have removed one or two members from the dunning run: you're ready to go. To do this, return to the detailed view of the dunning run and click on the Process dunning run button at the top of the preview tile. Now the PerfectGym next grabs all the dunnable members and applies the dunning rules to each of them. This process also happens completely in the background. So you can continue with other things in the PerfectGym next as you did when you created the preview. Once the dunning run is fully processed, it automatically changes to the completed status.
If you have activated the automatic sending of the dunning letters, the dunning run is finished. After creating the letters, PerfectGym next also takes care of sending them. If you still print the letters manually, you can download and send them as a mail merge. In the detailed view of the dunning run, you will find the link to the mail merge in the respective 3 dots menu.
Exceptions
If a member's bank details are renewed before a dunning run is executed, it is assumed that these bank details are correct and no dunning notice is sent to the member in this case.