Overview
The Notification step configures automated AR messages by entity, customer classification, and event (reminder timing). This guide describes how to configure templates, insert variables, add tables, include attachments, and manage templates for different business entities and use cases.
Figure 1. Notification Step in AR Collections
1. Navigating Notification Tabs
At the top of the Notification window, you will find tabs for each template set (entity or default).
To add an entity-specific template set:
Select Add Entity Specific Template.
- In the dialog:
- Choose a Source of Record (SoR).
Select an Entity from the list.
- Click Save to create an entity-specific template tab.
- A new tab with the entity name is created, containing its own event/classification grid.
To switch tabs:
- Click a tab name to view or manage its templates.
To duplicate or delete template tabs:
- Click the three-dot menu next to the tab name.
Choose Duplicate to copy all templates for use with another entity.
- Choose Delete to remove all templates under that tab.
Click Continue to confirm the deletion in the warning dialog (this cannot be undone).
2. Template Grid: Event and Classification
Within each tab is a grid for customer classifications (columns or sections, e.g., Key Account, Regular Account) and notification events (rows, e.g., 10 Days Before Due Date, 14 Days Past Due).
- Select the desired classification and event to view or edit the template.
Figure 2. Event and Classification
3. Editing a Notification Template
Upon selecting a template cell, you'll see the following template editor layout:
| Section | Functionality | UI Elements/Actions |
|---|---|---|
| CC | Add static addresses or pick variables to auto-fill emails | Text field with variable picker dropdown |
| Subject | Enter subject with supporting variables | Text field with Insert Value button |
| Body | Compose message, insert variables and tables | Editor with Insert Value and Dunning Table |
| Attachments | Select files to include | Checkbox options for Invoice PDF, Statement PDF, CSV |
| Preview | Review final output with live placeholders | Right-side preview pane |
Figure 3. Email Template
4. Configuring Dunning Tables
Dunning Tables specify which financial data appears in the email (e.g., open invoices and unapplied credits). They are managed separately from the plain text of the template.
You work with Dunning Tables from the template editor via Add Dunning tables and Dunning Table Settings.
4.1 Dunning Table List and Actions
For each Dunning table definition, you have actions (often under an ellipsis …):
Add – Create a new Dunning table.
Edit – Modify an existing Dunning table. Non‑editable values appear greyed out or non‑interactive.
Copy – Duplicate an existing table.
These actions affect the Dunning table configuration, not the entire email.
Figure 4. Dunning Tables
4.2 Add a Dunning Table
When you click Add:
A Dunning Table popup opens with fields to define the table.
A typical Dunning Table configuration looks like:
Table 1. Dunning Table Options and Fields
| Field/Option | Description | Values / Examples |
|---|---|---|
| Business Object | The source or type of record data to display. | Invoice, Payment, Credit Memo |
| Identifier | The internal table name for use as a placeholder in the body. | e.g., openInvoices, unappliedPayments |
| Name | Display/table label for internal use (optional). | e.g., Open Invoices, Payments Not Applied |
| Status | Filter to only include records with this status (optional). | Invoice: Open, Paid, Canceled, Other Payment: Applied, Unapplied, Partially Applied, Canceled Credit Memo: Applied, Unapplied, Partially Applied, Canceled, Draft, Other |
| Type | Further filter for Credit Memos (optional). | Credit Memo, Internal |
| Days Past Due | For Invoice tables, filter by invoice aging (optional). | e.g., 0–30, 31–60, 61–90 |
| Columns | Choose which fields to show as table columns in the email. | See detailed tables below. Multiple selection allowed. |
| Show Subtotal | Add a totals row at the end of the table. | Checked/unchecked |
| Preview | Displays a sample rendering with your selected columns and filters. | (Read-only example) |
Available Columns by Business Object
Figure 5. Business Object as Invoice
Table 2. Invoice Columns
| Column Name | Description |
|---|---|
| Invoice Number | Unique invoice identifier |
| Customer Name | Name of the billed customer |
| Status | Invoice state (Open, Paid, Canceled, Other) |
| Date | Invoice issue date |
| Due Date | Payment due date |
| Company Name | Issuer company/entity |
| Age | Days since issue or due |
| Exchange Rate | Currency exchange rate |
| Currency | Invoice currency code |
| Total Amount | Invoice total amount |
| Amount Paid | Amount already paid |
| Amount Remaining | Unpaid or outstanding amount |
| Scheduled Payment Date | Planned date for future payment |
| Scheduled Payment Amount | Planned payment amount |
Figure 6. Business Object as Payment
Table 3. Payment Columns
| Column Name | Description |
|---|---|
| Payment Number | Payment transaction/reference ID |
| Payment Date | Payment received date |
| Payment Type | Payment method/type |
| Payment Category | Payment sub-classification |
| Entity | Linked business entity |
| Entity List | Multiple entities if allocated as such |
| Total Amount | Full payment value |
| Currency | Payment currency code |
| Customer Name | Payer customer |
| Status | Payment status (Applied, Unapplied, etc.) |
| Transaction Reference | External/bank reference |
| Refund Amount | Any refunded value |
| Amount | Primary amount |
| Applied Amount | Amount applied to invoices |
| Unapplied Amount | Balance not yet applied |
| Line Items | Breakdown by items/allocations |
| Display Customer Id | Display/alternate customer ID |
| Customer Match Status | Status for AR automation match |
| Record Type | Internal type/category |
| Customer Id | Main customer identifier |
Figure 7. Business Object as Credit Memo
Table 4. Credit Memo Columns
| Column Name | Description |
|---|---|
| Credit Memo ID | Unique credit memo identifier |
| Customer Name | Customer receiving the credit |
| Entity | Issuer business entity |
| Status | Credit state (Applied, Unapplied, etc.) |
| Credit Memo Date | Date the credit memo was issued |
| Description | Memo or internal notes |
| Type | Credit memo type (Credit Memo, Internal) |
| Currency | Currency code |
| Total Amount | Total credited amount |
| Applied Amount | Amount already applied/consumed |
| Unapplied Amount | Remaining available amount |
Table 5. Status Value Options
| Business Object | Status Options |
|---|---|
| Invoice | Open, Paid, Canceled, Other |
| Payment | Applied, Unapplied, Partially Applied, Canceled |
| Credit Memo | Applied, Unapplied, Partially Applied, Canceled, Draft, Other |
Click Save to add the table.
How to insert a Dunning Table in the email body:
- After configuring and saving, find the table’s Identifier in the Dunning Tables list.
- In the email body, insert the table using
${table:IDENTIFIER}(for example,${table:openInvoices}). - The formatted, filtered table appears at this placeholder in all outgoing emails for the template.
4.3 Dunning Table Settings
- Show total amount outstanding is a checkbox under Dunning Table Settings in the email template editor.
- If checked:
- The email will include a summary of the customer’s total outstanding amount (for all invoices in the table).
- This total appears either as a row at the bottom of the table or as a separate summary line.
- If unchecked:
- Only the individual invoice, payment, or credit rows appear—no overall total is shown.
Figure 8. Dunning Table Settings
5. Inserting Variables (Insert Value)
Steps for using Insert Value:
- Locate an Insert Value button below Dunning Table Settings
- From the Variable Type dropdown, choose one of the following:
- Customer Standard
- Invoice Standard
- Generic
- (Customer Extended or Invoice Extended options may appear, but may show "No options" depending on data)
- From the variable list, choose the variable to insert.
Figure 9. Insert Value
| Variable Type | Variable Name | Description | Sample Usage |
|---|---|---|---|
| Customer Standard | Customer ID | Unique customer identifier | ${customer.displayExtId} |
| Entity | Name of the legal entity | ${customer.aaiEntityId} | |
| Account Name | Customer account name | ${customer.accountName} | |
| Business Name | Customer business name | ${businessName} | |
| Collections Agent > Employee Name / Email | AR collector info | ${customer.customerRelationSpecialistEmployee.name}, ${customer.customerRelationSpecialistEmployee.email} | |
| Sales Agent > Employee Name / Email | Sales contact info | ${customer.salesRepEmployee.name}, ${customer.salesRepEmployee.email} | |
| CSM > Employee Name / Email | Customer success info | ${customer.salesManagerEmployee.name}, ${customer.salesManagerEmployee.email} | |
| Customer Extended | No options (as per current screenshots) | ||
| Invoice Standard | Invoice Number | Customer invoice ID | ${invoice.invoiceNumber} |
| Company Name | Invoice company name | ${invoice.aaiEntityId} | |
| Date | Invoice date | ${invoice.invoiceDate} | |
| Due Date | Invoice due date | ${invoice.dueDate} | |
| Total Amount | Invoice total amount | ${invoice.foreignTotal} | |
| Amount Remaining | Unpaid invoice amount | ${invoice.foreignAmountRemaining} | |
| Scheduled Payment Date | Scheduled date for payment | ${invoice.scheduledPaymentDate} | |
| Scheduled Payment Amount | Scheduled payment | ${invoice.scheduledPaymentAmount} | |
| Amount Due | Amount due for the event/context | ${invoice.amountDue} | |
| Confirmed Payment Date | Date payment was confirmed (if available) | ${invoice.confirmedPaymentDate} | |
| Invoice Extended | No options (as per current screenshots) | ||
| Generic | First Name | Contact first name | ${firstName} |
| Current Date | Date email is generated | ${currentDate} | |
| Sender | Name of sender | ${sender} | |
| Business Name | Business name | ${businessName} |
6. Attachment to the Notification
Within the template editor, you can configure attachments that will be sent with each email generated from this template.
Common attachment options (depending on your configuration) include:
Invoice PDF attachments – attach PDFs of the invoices that triggered the notification.
Statement PDF – attach a statement showing open items for the customer.
Statement CSV – attach a CSV file of the same information, useful for customers who prefer spreadsheets.
You can turn these on or off per template.
Figure 10. Attachment to the Notification
7. Preview
The right-side Preview panel displays the composed notification with variables and tables rendered as example data. Use this to verify placement, layout, and variable resolution.
Remove this template – deletes this template; it will no longer be used for that event.
Figure 11. Preview
Navigation Actions
At the bottom of the Notification screen, you will see navigation buttons:
Previous
Click to return to the Classification step if you need to review or change customer classifications (for example, add/remove classifications or update the default classification).Continue
Click to proceed to the Save and Run step after you have finished configuring dunning schedules, email templates, dunning tables, variables, and attachments for each classification and event.
Tip: Before you continue, verify that each classification (for example, Key Account, Regular Account) has the correct templates, Dunning Table Settings (including Show total amount outstanding if required), and Insert Value variables. If you are unsure, align with your AR collections policy or consult your AR administrator for the expected cadence, content, and statement behavior.