Configure Automation Rules

Receivables allows you to implement business functions and automate the entire customer engagement process by adding multiple rules in an engagement cycle. It enables you to schedule automatic email reminders for your customers based on specific engagement rules. Receivables have defined various engagement rules for creating engagement cycles and scheduling automatic email reminders for your customers. You can add engagement rules both at a cycle level and a reminder level.

Auto Engagement rules are categorized into three categories. You can define cycle rules by selecting any of the following rule categories:

1. Customer Level Rule: Add customer level rules to create a cohort of customers to whom automatic emails should be sent.
2. Invoice Level Rule: Add invoice level rules to filter invoices that should go in the email as an embedded invoice table.
3. Payments Level Rule: Add payment level rules for sending automatic emails related to payment failures to ensure that customers are promptly notified of any issues with their payments.

Customer Level Rules

To add cycle rules at the customer level, select a cycle from the Auto Engagement Cycles page and click + ADD RULES > Customer tab at the top of the Set Up Auto Engagement Rules window. You can define a rule by selecting a specific rule from any of the fields given under General, Amount, and Custom Fields subcategories. Select an appropriate operator and the value for the specified rule and click + icon to add the rule. Once you have defined the rules, click Save.

The table below lists the Customer level rules defined under the General, Amount, and Custom Fields subcategories:

Rules	Operator	Example
Outstanding	<, >, =, !=, between	Outstanding is greater than USD 1,000.
Overdue	<, >, =, !=, between	Overdue Amount is greater than USD 1,000.
Net Overdue	<, >, =, !=, between	Net Overdue Amount is greater than USD 1,000.
Open Debits	<, >, =, !=, between	Open Invoice Amount is greater than USD 1,000.
Unaccounted Payment	<, >, =, !=, between	Unaccounted Payment is greater than 0.
Unutilisted Credit	<, >, =, !=, between	Unutilised Credit is greater than 0.
Ageing Bucket(eg. 1-30)	<, >, =, !=, between	Ageing for bucket 1-30 is greater than USD 5,000.
Open Issue Amount	<, >, =, !=, between	Open issue/dispute amount is equal to 0.
Open P2P Amount	<, >, =, !=, between	Customer promise to pay amount is greater than USD 2,000.
Last Email Date	<, >, =, !=, between	Last Email Date is 30 days ago.
Last Reply Date	<, >, =, !=, between	Last Reply Date is 30 days ago.
Next P2P Date	<, >, =, !=, between	Customer has an upcoming P2P Date in next 7 days.
Finance Owner	includes, excludes	Finance Owner includes "Username".
Sales Owner	includes, excludes	Sales Owner includes "Username".
Outstanding Mismatch	Yes,No	Customers who do not have outstanding mismatch between Billing & Receivables system.

Invoice Level Rules

To add cycle rules at the invoice level, select a cycle from the Auto Engagement Cycles page and click + ADD RULES > Document tab at the top of the Set Up Auto Engagement Rules window. You can define Invoice level rules by selecting a rule from any of the fields under General, Date, Amount, and Custom Fields subcategories. Select an appropriate operator and value for the specified rule and click + icon to add the rule. Once you have defined the rules, click Save.

The table below lists the Invoice level rules defined under the General, Date, Amount, and Custom Fields subcategories:

Rules	Operator	Example
Amount	<, >, =, !=, between	Invoice original amount is greater than USD 1,000.
Balance	<, >, =, !=, between	Invoice Pending Balance is greater than USD 500
Converted Amount	<, >, =, !=, between	Invoice original amount in company's base currency is greater than USD 1,000.
Converted Balance	<, >, =, !=, between	Invoice pending balance in company's base currency is greater than USD 500.
Open Issue Amount	<, >, =, !=, between	Invoice Open Issue Amount is equal to 0.
Open P2P Amount	<, >, =, !=, between	Invoice Open P2P Amount is greater than 0.
Document Date	<, >, =, !=, between	Invoice date is 30 days ago.
Due Date	<, >, =, !=, between	Invoice due date is 30 days ago.
Posting Date	<, >, =, !=, between	Invoice posting date is 30 days ago.
P2P Date	<, >, =, !=, between	Invoice P2P Date is in next 7 days.
Open P2P Amount	<, >, =, !=, between	Customer promise to pay amount is greater than USD 2,000.
Last Email Date	<, >, =, !=, between	Invoice was last emailed 30 days ago.
Last Reply Date	<, >, =, !=, between	Invoice was last replied 30 days ago.
Transaction Type	includes, excludes	Transaction type os credit or debit.
Document Type	includes, excludes	Document Type includes Invoice & Debit Note.
Currency	includes, excludes	Invoice Currency includes USD.
Location	includes, excludes	Invoice Location includes New Delhi.
Business Unit	includes, excludes	Invoice Business includes retail outlets.
Has P2P Date	Yes,No	Invoice has P2P Date.
Disputed	Yes,No	Invoice is not disputed.
Paid	Yes,No	Invoice is not paid.
Custom Field	Depends on data type of custom field	User can configure rules on custom fields coming from billing system at invoice level.

Payment Level Rules

Send automatic emails related to payment failure to keep customers informed about the issues with their payments made for the invoices. The payment level rules are applicable to all types of payment methods that the customer has chosen to pay for the invoices. To add payment level rules, select a cycle from the Auto Engagement Cycles page and click + ADD RULES > Payments tab at the top of the Set Up Auto Engagement Rules window.

You can define Payment level rules by selecting a specific rule from the fields given under Last Attempted Payment, Payment Methods, Payment Terms, and Email Engagement subcategories. Select an appropriate operator and value for the selected rule and click + icon to add the rule. Once you have defined the rules, click Save.

The table below lists the Payment level rules defined under the Last Attempted Payment, Payment Methods, Payment Terms, and Email Engagement subcategories:

Rules	Operator	Example
Last Attempted Payment Date	Current Month, Last 7 Days, Last 15 Days, Last 30 Days, Custom	Last Attempted Payment Date is last 7 Days.
Last Attempted Payment Status	All, Success, Failure, Voided, In Progress, Timeout	Last Attempted Payment Status is Success.
Last Attempted Payment Amount	greater than, lesser than, in between, equal to, not equal to	Last Attempted Payment Amount is greater than USD 1,000.
Last Attempted Payment Method	None, All, Cash, Card, Cheque, Chargeback	Last Attempted Payment Method is Cash.
Last Attempted Payment Failure Error	Based on the defined scnerios.	Last Attempted Payment Failure is Insufficient funds.
Last Payment Gateway Used	All Payment Gateway supported by Chargebee. Learn more	Unaccounted Payment is greater than 0.
Dunning Status of Last Attempted Payment	In Progress, Exhausted, Stopped, Success	Dunning Status of Last Attempted Payment is Exhausted.
Count of Payment Attempts	greater than, lesser than, in between, equal to, not equal to	Retries Elapsed is greater than 1000.
Next Scheduled Retry	Current Month, Last 7 Days, Last 15 Days, Last 30 Days, Custom	Next Scheduled Retry Date is last 7 Days.
Primary Payment Method	None, All, Cash, Card, Cheque, Chargeback	Primary Payment Method is Cash.
Backup Payment Method	None, All, Cash, Card, Cheque, Chargeback	Backup Payment Method is Card.
Masked Credit Card Numbers	Credit Card same as Last Update and Not Updated	Primary Credit Card same as Last Updated.
Auto Collection	On, Off	Auto Collection is On.
Net Term Days	greater than, lesser than, in between, equal to, not equal to	Net Term Days is greater than USD 1,000.
Payment Risk	High, Medium, Low	Payment Risk is High.
Payment Source Status	Valid, Invalid, Expiring, Expired	Payment Source Status is Valid.
Monthly DSO (Days)	greater than, lesser than, in between, equal to, not equal to	Monthly DSO (Days) is greater than USD 1,000.
Average Payment Attempts	greater than, lesser than, in between, equal to, not equal to	Average Payment Attempts Per Invoice is greater than USD 1,000.
Subscription Status	Future, In-trial, Active, Canceled, Paused, Non-renewing	Subscription Status is Active.
Last Email	Last Email Sent, Last Email not Sent	Last Email Date is before last 7 Days.
Last Reply Date	Last Reply Received, Last Reply Not Received	Last Reply Date is before last 7 Days.