Following Up on Overdue Accounts
All reports are saved in:
Finance → Reports → Fiscal Year
Copy and paste the Follow‑Up Report, and always update the file name with the current date.
Follow‑ups for overdue accounts should be completed daily or weekly, depending on the volume and urgency.
Downloading the Debtors or Overdue Debtors Report from Salesforce
Open the Debtors or Overdue Debtors Report in Salesforce (SF).
Click the arrow down beside Edit
Select “Export.”
The extracted file will automatically be saved in Downloads folder.
Arrange by each region and by payment terms.
Highlight the debtors with overdue accounts.
Some projects are having issues; Troy and Darcy are taking action; tag these transactions to them.
Debtors meeting is held every Tuesday, during which updates can be obtained from Trev or the relevant project owner.
Follow-up email format for Overdue Accounts.
Follow‑up also includes calling the debtor’s account to ask for updates and the reason/issues for late payments.
For follow‑up emails, go to the Debtors folder in accountsAR, where the reminder email is saved. This email will be used and continued (chained) for follow‑up communication.
Reply to or forward the email to create a chain for follow‑up, and add “Overdue Account” at the end of the subject line.
Copy and paste the follow‑up email format.
Example of follow‑up email on a case‑to‑case basis.
Check the attached invoice to ensure it matches the records in the Overdue Debtors report.
Verify the outstanding balance amount, as some debtors may have made progress payments. Make sure the attached invoice is up to date with the correct paid‑to‑date amount.
The updated invoice copy can be downloaded from SF.
Go to SF, search for the Sales Order number, open the Sales Invoices section, and then select the invoice name.
Click Email Tax Invoice, then click the PDF icon below.
The invoice copy will be saved in Downloads folder.
Place all follow-up email or customer's reply to AccountsAR → DEBTORS folder.
Sample of a customer's reply, stating the reason for late payments and their promised payment dates.
Update the promised date and add a note recording all the issues.
