Dunning Rules Screen

Last verified with: 10.8.6.0

Overview #

Dunning rules define the actions that should occur when invoices approach or pass their due dates. These rules are used to automate receivables follow-up activity such as sending reminder emails, applying late fees, changing account status, attempting collection, or sending webhooks to downstream systems.

A dunning rule is configured here and then assigned through AR Terms. The rule is executed during bill-run processing when the bill run is configured to run the dunning process.

Prerequisites #

• At least one active service with a Fee base type should already exist if the rule will apply late fees.
• Email templates should already be configured if the rule will send email notifications.
• Account statuses should already exist if the rule will change account status.

Dunning Rules Panel #

The Dunning Rules panel on the left displays the available dunning rules. Selecting a rule loads its details on the right so you can review or update it.

Actions #

Icon	Description
	Deletes the selected dunning rule. Dunning rules in use (configured on AR Terms) cannot be deleted
	Adds a new dunning rule

Edit Dunning Rule Panel #

The Edit Dunning Rule panel displays the selected rule and is where its main settings are maintained.

Fields #

• Name: The descriptive name for the dunning rule.
• Active: Controls whether the dunning rule is available for assignment and execution.
• Minimum Overdue Amount: Defines the minimum overdue balance that must be reached before the configured dunning levels are eligible to execute.

Levels Tab #

Use the Levels tab to define the sequence of actions that should occur before, on, or after the invoice due date.

The tab organizes levels into three groups:

• Prior Due Date
• On Due Date
• Post Due Date

Each level row shows:

• the timing of the rule relative to the due date
• the configured action
• an action-specific detail, such as amount, email template, account status, webhook name, or auto-rescue days
• an Active checkbox that controls whether the level is enabled

Level Groups #

• Prior Due Date: Displays levels that run before the invoice due date. These are typically used for reminder or warning actions, such as sending an email a set number of days before payment is due.
• On Due Date: Displays levels that run on the invoice due date itself. These levels are useful when a notice or action should occur exactly when the payment becomes due.
• Post Due Date: Displays levels that run after the invoice due date has passed. These levels are commonly used for overdue notices, late fees, collection attempts, account-status changes, or webhook notifications to downstream systems.

Level Row Details #

• Days: Shows how far the level is from the invoice due date. For prior-due and post-due levels, this indicates the number of days before or after the due date. For on-due levels, no day count is needed because the action runs on the due date itself.
• Action: Shows the type of dunning action that will be executed for the level, such as sending an email, applying a fee, changing account status, collecting invoice balance, or sending a webhook.
• Detail: Shows the key value associated with the selected action. This may be a fee amount or range, an email template name, an account status, the webhook configuration name, or the configured retry period for auto-rescue behavior.
• Active: Indicates whether the level is enabled. Clearing the checkbox leaves the level on the rule but prevents it from running.

Actions #

• Add Level: Opens the level dialog so you can add a new dunning level.
• edit and delete controls are available on each level row

Level Fields #

When adding or editing a level, the available fields depend on the selected action.

Common fields include:

• Event: Defines whether the level runs before the due date, on the due date, or after the due date.
• Days: Defines how many days before or after the due date the level should run. This is not used for On Due Date.
• Action: Defines what the level does when it executes.

Late Fee Actions #

For late-fee actions, the level can include:

• currency-specific fee amounts
• Penalty Service, which determines the fee service associated with the charge

Late fees can be configured as either fixed amounts or percentage-based values, depending on the selected action.

Email Action #

For email-based levels, the level includes:

• Email Template, which defines the message used for the notification

Change Account Status Action #

For status-change levels, the level includes:

• Status, which defines the new account status that should be applied

Collect Invoice Balance Action #

For invoice-collection levels, the level includes:

• Auto Rescue, which controls whether retry behavior is enabled for supported payment environments
• Days, which defines the maximum retry period used for auto-rescue attempts

This action is used for post-due-date collection attempts.

Webhook Action #

For webhook-based levels, the level can include:

• Name: The webhook configuration name.
• URL: The destination URL.
• HTTP: The request method used for the webhook.
• Format Type: The payload format used by the webhook.
• Auth Type: The authorization method used for the request.
• Auth Key: The authorization key when key/value authentication is used.
• Auth Value: The authorization value when key/value authentication is used.
• OAuth Username and OAuth Password: Used when password-based OAuth authentication is configured.
• OAuth Client ID and OAuth Client Secret: Used for OAuth client or client-secret based authentication.
• OAuth URL: The authorization endpoint used for OAuth authentication.

The exact authentication fields shown depend on the selected authorization type.

References Tab #

The References tab shows where the selected dunning rule is already in use. This helps determine the impact of changes and whether the rule can be deleted.

Where references exist, the tab lists the related items by name.

Guides #

Adding Dunning Rules #

• In the Dunning Rules panel, click the add icon.
• Enter the rule details.
• If needed, set the Minimum Overdue Amount.
• Open the Levels tab and click Add Level for each dunning action you want to define.
• Complete the level details based on the selected event and action.
• Click Save when you are finished.

Editing Dunning Rules #

• In the Dunning Rules panel, select the dunning rule you want to update.
• Modify the rule details as needed.
• Open the Levels tab if you need to add, edit, activate, deactivate, or remove levels.
• Click Save.

Deleting Dunning Rules #

• In the Dunning Rules panel, select the dunning rule you want to delete.
• Review the References tab if you need to confirm where it is used.
• Click the delete icon.
• On the confirmation dialog, click Yes.

Deleting Levels #

• Select the dunning rule you want to update.
• Open the Levels tab.
• Use the delete action on the level you want to remove.
• Click Save to commit the removal.