Reminder levels define the different steps of the reminder process in Logistiqo.
A typical setup contains several levels, for example 1 - Reminder, 2 - 2nd reminder and 3 - 3rd reminder. Each level can have its own deadline, reminder fee and reminder text.
The reminder levels are stored inside a Reminder Text. A reminder text can be used for different languages or for different reminder processes.
Opening Reminder Levels
Go to Accounting > Reminder > Reminder Levels.
The upper table shows the available reminder texts. Select the reminder text you want to edit.
After selecting a reminder text, the reminder levels belonging to this text are shown below.
Reminder Text and Reminder Level
It is important to understand the difference between a reminder text and a reminder level.
Reminder Text: The general template group. It usually represents a language or a specific reminder process.
Reminder Level: The individual step inside the reminder text, for example first reminder, second reminder or third reminder.
Example:
A reminder text can contain the levels 1 - Reminder, 2 - 2nd reminder and 3 - 3rd reminder. Each of these levels has its own settings and text.
Editing an Existing Reminder Level
Select the reminder text in the upper table.
Then click the reminder level you want to edit.
The details of the selected level are shown below. You can now adjust the fields, reminder fee and reminder text.
After making changes, click Save in the toolbar.
Adding a New Reminder Level
To add another reminder level, select the reminder text first.
Then click Add in the Reminder Level section.
A new reminder level is added and can be configured in the details area.
After entering the required data, click Save in the toolbar.
Important Fields
Name: Name of the reminder level. This is shown when selecting the reminder level.
Code: Internal code of the reminder level.
Reminder Level: Determines the order of the reminder level. Level 1 is the first reminder, level 2 is the second reminder, level 3 is the third reminder, and so on.
Deadline Days: Number of days used for the payment deadline of this reminder level. For example, if the reminder is created today and Deadline Days is set to 10, the payment deadline is calculated 10 days from the reminder date.
Base Amount: Base amount used for the reminder fee calculation, especially when percentage-based fees are used.
Fixed Dunning Fee: Fixed reminder fee that is added for this reminder level.
Percent: Percentage fee that can be used for percentage-based reminder fees.
Text 1: First part of the reminder text. This text is usually printed before the listed invoices.
Text 2: Second part of the reminder text. This text is usually printed after the listed invoices and often contains the payment deadline or final note.
Reminder Texts and Placeholders
The fields Text 1 and Text 2 define the wording that appears on the reminder document.
Some texts can contain placeholders, for example:
<lastReminder>: Refers to the previous reminder.
[date] or <deadline>: Refers to the payment deadline or reminder deadline.
Do not remove or change placeholders unless you are sure that they are no longer needed. Placeholders are replaced automatically when the reminder is created.
How Reminder Levels Are Used
When a reminder is created under Accounting > Reminder > Reminder, the reminder level determines which text, deadline and reminder fee are used.
The selected reminder level is shown in the reminder itself. Depending on the process, the reminder level can be selected or adjusted before saving and printing the reminder.
The reminder details then show the related invoices, the open amounts, the reminder fee and the total amount.
Changing the Order of Reminder Levels
The order is controlled by the field Reminder Level.
If a level should be the first reminder, enter 1.
If a level should be the second reminder, enter 2.
If a level should be the third reminder, enter 3.
The number should match the intended order of the reminder process. Avoid duplicate level numbers within the same reminder text unless this is intentionally part of your process.
Practical Notes
Before changing existing reminder levels, check whether they are already used in the active reminder process.
Changing text, fees or deadlines affects future reminders that use this reminder level.
If several document languages are used, maintain the reminder texts separately for each language.
If a new reminder level is added, make sure that the Reminder Level number, fee and text are complete before using it in live reminders.
Common Issues
If a reminder level is not available when creating a reminder, check whether it is saved under the correct reminder text.
If the wrong text appears on the reminder, check whether the correct reminder text and reminder level were selected.
If the reminder fee is incorrect, check Fixed Dunning Fee, Percent and Base Amount.
If the payment deadline is incorrect, check Deadline Days.
If placeholders are printed as plain text instead of being replaced, check whether the placeholder was entered correctly.
Summary
Reminder levels define the steps of the reminder process.
They are maintained under Accounting > Reminder > Reminder Levels.
Each reminder text can contain several reminder levels, and each level can have its own deadline, fee and text.
The order of the levels is controlled by the field Reminder Level.
After changing or adding reminder levels, always save the reminder text before using the levels in reminders.