Prerequisites for AR Collections

1. ERP and Data Readiness

1. Supported ERP connection available

   • You have an ERP (for example, Workday) configured as the system of record for AR.

   • API access, integration user, and credentials (client ID/secret, tokens, etc.) are set up according to your integration guide.

2. Customer and invoice data is complete

   • Customers

     • Each customer has a unique identifier and name.

     • Customer records are active and correctly associated to entities/companies.

   • Invoices

     • Invoices have:

       • Invoice date.

       • Invoice due date.

       • Original amount.

       • Amount paid / remaining.

     • Status values correctly indicate open vs closed.

3. Payment and credit memo data is usable

   • Payments

     • Payment records are linked to invoices where appropriate.

     • Unapplied payments are correctly marked.

   • Credit memos / adjustments

     • Adjustment records clearly identify:

       • Original invoice (where applied).

       • Unapplied credits.

4. Customer hierarchy is defined (if applicable)

   • For management groups or parent/child structures:

     • Parent and child customers are correctly linked in the ERP.

     • You know which contacts should receive consolidated notices.

2. Dunning Contact and Policy Decisions

1. Dunning contact field(s) chosen

   • You have decided where Dunning contact email(s) will be stored:

     • Customer-level Dunning:

       • A single field on the customer record (for example, primary bill-to, or a custom “Dunning contact”).

     • Invoice-level Dunning:

       • A field on the invoice record (for example, bill-to contact per invoice).

   • The chosen fields contain valid, current email addresses.

2. Customer-level vs invoice-level strategy defined

   • You know for your portfolio:

     • Which customers should be handled at customer level (one contact per customer).

     • Which, if any, must be handled at the invoice level (different invoices to different contacts).

3. Hierarchy policy defined (if you use parent/child)

   • For management groups:

     • Whether you want consolidated Dunning:

       • One email to the parent management company, listing all enrolled child invoices.

     • Or separate Dunning:

       • Individual emails to each child facility.

4. Dunning cadences agreed

   • You have agreed when to send reminders, for example:

     • X days before due date (if you send pre-due reminders).

     • 10, 27, 40, 56, 60 days after due date (or your own pattern).

     • Monthly consolidated statements (for example, last day of month or specific days).

   • You have identified any maximum thresholds (for example, behavior after 60+ days past due).

5. Customer classifications defined

   • You have decided how to group customers for different Dunning behaviors, for example:

     • Regular.

     • Key Account.

     • Slow Payer / Troubled.

   • You know whether these classifications will be:

     • Maintained in AR Collections, or

     • Sourced from a field in the ERP (for example, Dunning group, historical terms).

3. AR Mailbox and Email Infrastructure

1. Dedicated AR Collections mailbox created

   • A shared mailbox exists for AR Collections (for example, arcollections@yourcompany.com), and:

     • It can send and receive email.

     • Appropriate access permissions are granted to AR and admin users.

2. Mailbox integration details available

   • Credentials or OAuth configuration for connecting the mailbox to AR Collections are ready.

   • Any internal email security policies (SPF, DKIM, DMARC) are reviewed so AR Collections emails are not blocked or flagged as spam.

3. Email templates starting point prepared

   • You have initial wording or examples for:

     • Payment reminder emails (various aging buckets).

     • Consolidated statement emails.

   • Tone and style are aligned with your company’s AR communication standards (for example, firm but professional).

4. Access and Roles

1. Core roles identified

   • You have decided who will act as:

     • Super Admin (integration, SmartFlow configuration).

     • AR Collections Manager (enrollment, classifications, template maintenance).

     • AR Collections Analyst (daily collections work and follow-up).

     • Optional Read-only users (leadership/audit).

2. User provisioning ready

   • Users who will access AR Collections:

     • Have or will have SSO or login accounts.

     • Have email addresses that match your identity and provisioning model.

3. Security and segregation-of-duties reviewed

   • You have confirmed:

     • Who is allowed to change configuration (limited Super Admins).

     • Who can send/stop Dunning.

     • How access will be monitored and reviewed periodically.