For Microsoft Dynamics 365 Business Central – Version 26.0 – Published by Pryme Matters AU
Table of Contents
1. Overview
2. Key Features
3. Getting Started
4. Core Functionality
4.1 Customer Overdue Monitoring
4.2 Collection Notes Management
4.3 Multi-Level Reminder System
4.4 Payment Arrangements
4.5 Follow-Up Dashboard
5. Configuration Guide
5.1 Initial Setup
5.2 Note Types and Outcomes
5.3 Reminder Terms Configuration
6. Reporting and Insights
7. User Roles and Permissions
8. Support and Resources
1. Overview
PM Debt Collection is a comprehensive debt collection and accounts receivable management solution for Microsoft Dynamics 365 Business Central. This extension transforms your standard Business Central system into a powerful debt collection platform, enabling your team to efficiently manage overdue invoices, automate customer reminders, track collection activities, and maintain detailed records of all collection efforts.
Built specifically for cloud-based Business Central environments, PM Debt Collection integrates seamlessly with your existing customer and invoice data, providing immediate visibility into outstanding receivables and enabling structured, compliant debt collection processes.
Key Benefits
- Improve Cash Flow: Systematic collection processes help reduce days sales outstanding (DSO) and accelerate payment collection.
- Save Time: Automated reminders and system-generated notes eliminate manual tracking and reduce administrative burden.
- Maintain Customer Relationships: Professional, configurable communication ensures consistent and appropriate customer interactions.
- Ensure Compliance: Complete audit trails and documentation support regulatory requirements and internal policies.
- Gain Visibility: Real-time dashboards provide instant insight into collection activities and outstanding balances.
- Flexible Workflow: Fully configurable note types, outcomes, and reminder levels adapt to your business processes.
2. Key Features
Automated Customer Overdue Tracking
The system automatically monitors all customer invoices and identifies those that are overdue. View aggregated overdue amounts by customer, see the number of days overdue, and filter by different collection statuses including unhandled accounts, disputes, arrangements, and collection service referrals.
Comprehensive Collection Notes System
Create and maintain detailed notes for every collection activity. Each note can include:
- Note type classification (reminder, payment, missed payment, etc.)
- Configurable outcomes (promised to pay, payment arranged, dispute raised, no answer, etc.)
- Follow-up date tracking
- Links to specific invoices or documents
- Automatic system-generated notes for reminders and payments
- Complete audit trail showing who created each note and when
Multi-Level Reminder System
Issue automated email reminders to customers with overdue balances. The system supports multiple reminder levels (first notice, second notice, final notice, etc.) with customizable content for each level. Configure grace periods, escalation timing, and email text to match your collection policy. Multi-language support ensures reminders are sent in the customer’s preferred language.
Payment Arrangement Management
When customers commit to payment plans, create formal payment arrangements with specific dates and amounts. The system tracks each scheduled payment, allows you to mark them as paid or cancelled, and automatically detects missed payments, generating system notes when arrangements are breached.
Follow-Up Dashboard
A dedicated follow-up dashboard shows all customers requiring immediate attention based on follow-up dates set in collection notes. This focused view ensures no customer is overlooked and enables your team to prioritize daily collection activities effectively.
Flexible Configuration
Customize the system to match your collection processes by configuring:
- Note types that reflect your collection activities
- Note outcomes that drive follow-up requirements and customer status
- Reminder terms and levels aligned with your collection policy
- Email templates for each reminder level
- User roles and permissions for different team members
3. Getting Started
Installation
PM Debt Collection is available through Microsoft AppSource for Business Central Cloud. After installation, the extension is immediately available to users with appropriate permissions.
Initial Configuration
To begin using PM Debt Collection, access the Debt Collection Setup page from the search function in Business Central.
The setup page provides guided wizards to help you configure:
- Default note types and outcomes
- Reminder terms and reminder levels
- Email templates for reminders
- User permissions and roles
The system includes pre-configured options that work for most organizations, which you can customize as needed to match your specific collection processes.
User Access
The extension includes three permission levels:
- Collection User: Can view collection information, create notes, and issue reminders
- Collection Accountant: Has enhanced access to modify collection records and configurations
- Collection Super User: Full administrative access to all features and setup options
Assign these permission sets to users based on their roles in your organization.
4. Core Functionality
4.1 Customer Overdue Monitoring
The Customer Overdue Summary page is your central hub for monitoring outstanding receivables. This page displays all customers with overdue invoices, showing the total overdue amount, the number of overdue invoices, and the number of days since the oldest invoice became overdue.
Filtering Options
Use the filter options to focus on specific customer segments:
- All Overdue: Shows every customer with at least one overdue invoice
- Unhandled: Displays customers whose overdue invoices do not have an on-hold code, indicating they need immediate attention
- Handled: Shows customers where all overdue invoices have been addressed with an on-hold status
- Collection Services: Lists customers that have been referred to external collection agencies
- Disputes: Displays customers with invoices under dispute
- Arrangements: Shows customers with active payment arrangements in place
Customer Details View
From the summary page, drill down into any customer to see detailed information including:
- All overdue invoices with amounts and due dates
- Complete history of collection notes
- Active reminder information and level
- Payment arrangement schedules
- Follow-up requirements and dates
4.2 Collection Notes Management
Collection notes are the foundation of your debt collection documentation. Every interaction with a customer, every decision made, and every outcome achieved should be recorded in a collection note.
Creating a Note
To create a collection note:
1. Navigate to the customer’s Overdue Details page
2. Click “New Note” to create a collection note
3. Select the appropriate Note Type (e.g., Phone Call, Email, Letter)
4. Enter the note content describing the interaction or decision
5. Select a Note Outcome that reflects the result (e.g., Promised to Pay, No Answer)
6. If needed, link the note to a specific invoice
7. Set a follow-up date if the outcome requires further action
8. Save the note
Note Types
Note types help categorize collection activities.
Common note types include:
- Reminder – System-generated when a reminder is issued
- Payment – System-generated when a payment is received
- Missed Payment – System-generated when a payment arrangement is breached
- Phone Call – Manual note for phone conversations
- Email – Manual note for email communications
You can configure additional note types in the Debt Collection Setup to match your organization’s needs.
Note Outcomes
Note outcomes define the result of a collection activity and drive subsequent actions.
Outcomes are fully configurable and can include properties such as:
- Requires Follow-Up – Indicates that further action is needed on a specific date
- Is Arrangement – Marks the outcome as a payment arrangement, enabling payment schedule creation
- Pay in Full – Indicates the customer committed to paying the full balance
- On Hold Code – Associates the outcome with a specific customer on-hold status
- Is Dispute – Classifies the situation as a disputed invoice
- Collection Services – Marks the account for external collection agency referral
System-Generated Notes
The system automatically creates notes for certain activities, reducing manual data entry:
- When a reminder is issued, a note is created with the reminder details
- When a payment is posted against an overdue invoice, a note records the payment
- When a payment arrangement is missed, a note documents the breach
4.3 Multi-Level Reminder System
The reminder system enables automated, professional communication with customers about overdue balances. Reminders progress through multiple levels, with each level having its own messaging and escalation timing.
Reminder Terms
Reminder terms define the overall reminder strategy for a customer or group of customers.
Each reminder term includes:
- Grace Period – The number of days after an invoice is due before the first reminder is sent
- Multiple reminder levels (1st, 2nd, 3rd, etc.)
- Configuration for each level including timing and email content
Assign reminder terms to individual customers on the customer card. You can create different reminder terms for different customer segments based on your collection policy.
Reminder Levels
Each reminder level within a term represents an escalation step. Configure for each level:
- Level number (1, 2, 3, etc.)
- Grace Period – Days from the document Due Date
- Customer Communication – configures the email subject and email body specific for the selected level
- Level Action – allows to handle the document manually or automatically based on requirements
Issuing Reminders
Reminders can be issued manually or through automated processes:
Manual Process:
1. Navigate to the Reminder List page
2. Review pending reminders that are ready to be sent
3. Select a reminder and click “Send Email”
4. The system sends the email to the customer and creates a collection note
5. The reminder level is recorded on the customer ledger entry
The system tracks which level of reminder has been sent to prevent duplicate communications and ensure proper escalation.
4.4 Payment Arrangements
When customers cannot pay their full balance immediately but commit to a payment plan, create a formal payment arrangement to track the agreement.
Creating an Arrangement
1. Create a collection note with an outcome configured as “Is Arrangement”
2. In the note, specify the total overdue amount being arranged
3. Open the Payment Schedule associated with the note
4. Add individual payment schedule lines with specific dates and amounts
5. Save the payment schedule
Missed Payment Detection
The system automatically monitors payment arrangements and detects when scheduled payments are missed (the payment date has passed but the payment has not been marked as paid). When a missed payment is detected, the system automatically generates a “Missed Payment” note, alerting your team to follow up with the customer.
4.5 Follow-Up Dashboard
The Follow-Up Dashboard provides a focused view of all customers requiring immediate attention. This dashboard displays customers who have collection notes with follow-up dates that are due today or overdue.
Using the Dashboard
Access the Follow-Up Dashboard from the main menu to see:
- Customer name and number
- Total overdue amount
- Number of overdue invoices
- Days overdue based on oldest invoice
- The most recent note requiring follow-up
- Follow-up date for that note
Click on “No. of Overdue Invoices” to drill down into their complete overdue details, note history, and ledger entries. Complete the required follow-up action and create a new note with the outcome, which will remove the customer from the follow-up list (unless the new note also requires follow-up).
5. Configuration Guide
5.1 Initial Setup
Access the Debt Collection Setup page through the search function in Business Central. This page serves as the configuration hub for all collection features.
Setup Action
The setup page includes a setup wizard to help you configure common options quickly. Use the wizards to:
- Create default note types
- Configure standard note outcomes
- Set up reminder No. Series
After using the wizards, you can further customize any configuration through the detailed setup pages.
5.2 Note Types and Outcomes
Configuring Note Types
Navigate to the Note Type page from the setup page. For each note type, configure:
- Code – A short identifier for the note type
- Description – The full name of the note type
- System Type – Whether this is a system-generated note type or manual
System note types (Reminder, Payment, Missed Payment) are used by automated processes and should not be deleted. You can add as many manual note types as needed to reflect your collection activities.
Configuring Note Outcomes
Navigate to the Note Outcome page from the setup page. For each outcome, configure:
- Code – A short identifier
- Description – The full outcome name
- Requires Follow-Up – Check if this outcome needs a follow-up action
- Is Arrangement – Check if this outcome represents a payment arrangement
- Pay in Full – Check if the customer committed to paying the full balance
- On Hold Code – Select the corresponding customer on-hold status
- Is Dispute – Check if this represents a disputed invoice
- Collection Services – Check if this should refer the account to external collections
5.3 Reminder Terms Configuration
Creating Reminder Terms
1. Navigate to the Reminder Terms page from the setup page
2. Create a new reminder term with a unique code and description
3. Set the Grace Period (days after due date before first reminder)
4. Save the reminder term
Configuring Reminder Levels
For each reminder term, define multiple levels:
1. Open the Reminder Term card
2. Navigate to the Reminder Levels section
3. Create a new level with the level number (1, 2, 3, etc.)
4. Set “Days Between” – days to wait after the previous reminder before sending this one
5. Enter the email subject line for this level
6. Enter the email body text (can include placeholders for customer name, balance, etc.)
7. Set the follow-up days – how many days until follow-up is needed after sending this reminder
8. Repeat for additional levels
Assigning Reminder Terms to Customers
On each customer card, there is a field called “GWL Reminder Terms Code”. Select the appropriate reminder term for the customer. Customers with reminder terms assigned will be included in automated reminder processing.
6. Reporting and Insights
PM Debt Collection provides real-time visibility into collection activities through several reporting mechanisms.
Customer Overdue Summary
The Customer Overdue Summary page serves as your primary reporting tool, showing:
- Total overdue amount across all filtered customers
- Count of customers with overdue balances
- Individual customer overdue amounts and invoice counts
- Days overdue for each customer
- Filter-specific views (unhandled, disputes, arrangements, etc.)
Debt Collection Cue Cards
Cue cards provide at-a-glance statistics about collection activities. These visual indicators can be added to role centers and display key metrics such as:
- Number of customers requiring follow-up
- Total overdue amount requiring attention
- Count of pending reminders
- Number of active payment arrangements
Collection Note History
Every collection note is retained in the system, creating a complete audit trail of collection activities. View the complete note history for any customer to understand the full collection effort, including:
- Who created each note and when
- What actions were taken
- What outcomes were achieved
- Which invoices were discussed
- All follow-up dates and actions
Reminder Tracking
The system tracks reminder issuance at the customer ledger entry level, allowing you to see:
- Which customers have received reminders
- What level of reminder has been sent
- When reminders were issued
- Whether reminders resulted in payment or require escalation
8. User Roles and Permissions
PM Debt Collection includes three predefined permission sets that control access to collection features. Assign these permission sets to users based on their job responsibilities.
Collection User
Permission Set: PAU_DebtCol_User
This role is designed for collection staff members who perform day-to-day collection activities. Users with this permission can:
- View customer overdue summaries and details
- Create and view collection notes
- Access the follow-up dashboard
- View reminder information
- View payment arrangements
- Access collection notes from customer cards
Users with this permission cannot modify system configuration or setup.
Collection Accountant
Permission Set: PAU_DebtCol_Accountant
This role is designed for accounting staff who need broader access to collection data and some configuration capabilities. Users with this permission can:
- All capabilities of Collection User
- Issue and cancel reminders
- Modify payment arrangement schedules
- View comprehensive collection reports
- Access enhanced collection features
Collection Super User
Permission Set: PAU_DebtCol_Super
This role is designed for administrators and managers who need full control over the debt collection system. Users with this permission can:
- All capabilities of Collection Accountant
- Access and modify Debt Collection Setup
- Configure note types and outcomes
- Configure reminder terms and levels
- Manage all system configuration options
- View and modify all collection data
9. Support and Resources
Getting Help
If you need assistance with PM Debt Collection, several resources are available:
Online Help
Context-sensitive help is available throughout the extension. Click the help icon in Business Central to access specific documentation for the page you’re viewing.
Help Portal: https://www.glasswalllab.com.au/gwl-wiise-extension-help
Support Contact
For technical support, feature requests, or questions about functionality, contact Pryme Matters AU through the Glass Wall Lab website.
Website: https://www.glasswalllab.com.au
Legal Information
End User License Agreement
EULA: https://www.glasswalllab.com.au/gwl-wiise-extension-eula
Privacy Policy
Privacy Statement: https://www.glasswalllab.com.au/gwl-wiise-extension-privacy
Version Information
Current Version: 26.0.0.20
Publisher: Pryme Matters AU
Extension ID: 533ad671-1341-4c9b-994f-f70003803423
Compatible with: Microsoft Dynamics 365 Business Central Cloud (Platform 27.0 and above)
Appendix: Quick Reference
Common Tasks Quick Reference
| Task | Location/Steps |
|---|---|
| View all overdue customers | Search for “Customer Overdue Summary” |
| See today’s follow-ups | Search for “Follow-Up Dashboard” |
| Create a collection note | Customer Overdue Details > New Note |
| Issue a reminder | Search for “Reminder List” > Select reminder > Send Email |
| Create payment arrangement | Create note with “Is Arrangement” outcome > Open payment schedule |
| Mark arranged payment as paid | Customer Overdue Details > Payment Schedule > Mark as Paid |
| Configure note types | Search for “Debt Collection Setup” > Note Types |
| Configure reminder terms | Search for “Debt Collection Setup” > Reminder Terms |
| Assign reminder term to customer | Customer Card > GWL Reminder Terms Code field |
| View collection statistics | Add Debt Collection Cue Card to role center |
Key Terminology
| Term | Definition |
|---|---|
| Collection Note | A record documenting a collection activity or decision |
| Note Type | The category of collection note (e.g., Phone Call, Email, Reminder) |
| Note Outcome | The result of a collection activity (e.g., Promised to Pay, No Answer) |
| Reminder Term | A set of rules defining when and how reminders are sent to customers |
| Reminder Level | A specific step in a reminder escalation process (e.g., 1st Notice, 2nd Notice) |
| Follow-Up Date | The date by which additional collection action is required |
| Payment Arrangement | A formal agreement where a customer commits to a payment schedule |
| Payment Schedule | The specific dates and amounts for an arranged payment plan |
| Overdue Summary | A list of customers with invoices past their due date |
| Days Overdue | Number of days since the oldest invoice became overdue |
| Unhandled | Overdue invoices without an on-hold status, requiring immediate attention |
| On Hold Code | A status applied to customer ledger entries indicating they are being handled |
**PM Debt Collection for Microsoft Dynamics 365 Business Central**
© Pryme Matters AU Pty Ltd
For more information, visit https://prymematters.com.au