Under Settings => Practice data => Accounting you can adjust the payment term; based on this, Fuga detects the overdue invoices.

  1. To create payment reminders, you first go to the Late payers or Late payers (filter) report under the Accounting tab. Here you can create a reminder per late payer by clicking the 'Create reminder' icon (). You can do the same under the 'Financial' tab in the client record. You also get the option to add file costs.
  2. Next, you can send the reminder to the client: just after you have created a reminder in the Late payers report under the Accounting tab, from the 'Financial' tab in the client record, or from the Payment reminders report under the Accounting tab.
  3. Afterwards, you can reconcile the invoice or receipt with the payment reminder from the 'Financial' tab in the client record, from the Unpaid invoices/receipts report, or from the Unpaid invoices/receipts with third-party payer report.


How do I create my own payment reminders?


Fuga has a standard payment reminder in 3 languages. If the standard reminder does not meet your requirements, you can easily create a variant of the payment reminder yourself by creating a new template based on the existing standard payment reminder. In this context it is important that you set the 'Destination/context' to 'Client', choose 'Payment reminder' as the file type and 'Rich text' as the layout. Read how to create your own template here.


If you look at the standard template, you will see that a number of new parameters are used: $RTFinReminderTable$, $finReminderDossierCostWarning$, $finReminderNumber$, $finReminderDate$, $finReminderSigner$, $finReminderNote$. The parameter $RTFinReminderTable$ generates the table of outstanding invoices/receipts. The parameter $finReminderDossierCostWarning$ generates a text if you chose 'File costs warning' when creating the payment reminder.


You choose which template to use under Configuration => Practice preferences => Payment reminders. Click the pencil. In the Document table, you choose a template per mode (No damages clause, Warning damages clause, Damages clause) and per language. This way you can, for example, use a different text for a reminder without a damages clause than for a reminder with one. If you also want to add a note to, for example, mention the numbers of the invoices/receipts on the transfer, you can call up the invoice numbers involved with the parameter $finReminderInvolvedNumbers$.


How do I search for payment reminders?


You can look up one or more payment reminders from the Accounting tab. In that case, in the bar below the main menu you will see a dropdown menu and a search field, where you first select 'Payment reminder' and then enter the exact search term(s) or part of the search term(s). You can also use the asterisk (*) in the search term: this gives you a list of all payment reminders. In this table, shortcuts appear next to each payment reminder — from here you can, for example, directly edit the payment reminder, mark it as paid, download it or email it. And to open a payment reminder, you click the 'Show' icon ().


From this list you can also send the payment reminder.


Unpaid payment reminders


With the Unpaid payment reminders (file costs) report you get an overview of all unpaid payment reminders with file costs. With a payment reminder there is the option to charge file costs. Under this tab you can immediately request an overview of all payment reminders whose file costs have not yet been paid.



Calculation of the maximum penalty clause in accordance with Belgian Code XIX

It is now also possible to have Fuga calculate and use the maximum possible penalty clause. You need to activate this in the settings. You can find more information here.

 

Template for payment reminders in accordance with Belgian Code XIX


As of 25/09/2024, a new template for payment reminders is available. This update stems from the recent tightening of Belgian regulations regarding payment reminders. It is now legally required to include specific terms and information in your reminder in order to be legally entitled to claim a penalty clause on top of the amount due in the event of late payments.


For a detailed explanation of the legal requirements, you can consult the Trivion brochure at the bottom of this article. This brochure provides detailed information about the regulations and helps you to draw up your payment reminders correctly.


By using this new template and applying the calculation of the penalty clause correctly, you comply with Belgian legislation and protect yourself against possible legal complications.