Payment reminder and debt-collection services Ropo Oy
Ropo Oy is a reminder and debt-collection service integrated into the Procountor software with automatic tracking of payments. With Ropo's automatic payment tracking, you can automate payment reminders. Up-to-date reminders help ensure that the receivables are paid as quickly as possible.
More information on the payment reminder and debt-collection services and fees are available on Ropo's website.
Procountor will not charge extra fees for transferring invoices to payment reminder and debt-collection services.
Set-up
When Ropo is taken into use as a debt collection partner in Procountor's Debt collection settings view , a link to their registration form is provided in an info banner under the debt collection partner dropdown menu. When the form has been filled, Ropo will process it, establishes the service contract and provides an access to Ropo's system.
Collection settings
When Ropo is selected as the debt collection partner, it is possible to choose:
Showing additional info on the payment reminder letter: use external invoice number on the payment reminder letter.
If the setting is on, then the external invoice number is going to be the main invoice number on the payment reminder and debt collection letters. The Procountor invoice number is displayed as an accounting invoice number on the payment reminder letters.
Payment reminder channel: Use the same invoicing channel for the payment reminders as was used for the original invoice.
By default, the setting is enabled, which means that payment reminders are sent via the same channel as the original invoice. However, collection letters are always sent by post.
If the Payment reminder channel setting is on, the Don't send reminder letters electronically setting becomes visible in the customer and supplier registers. This setting prevents payment reminders from being sent through electronic channels, such as e-invoices or email. If this setting is enabled, payment reminders will be sent exclusively by post.
Use of Ropo
Automatically transferring invoices to Ropo
To enable automation in Ropo’s automatic collection settings, go to Management > Company info > Debt collection settings > Collection partner settings > Settings for automatic transferring to Ropo > Use automatic transferring to Ropo.
In Ropo's automatic collection settings, you can configure automatic settings:
The Use automatic transferring to Ropo option determines whether automation is enabled or disabled. By default, the invoices of all customers are transferred automatically. If you want to disable the automatic transfer of invoices for some customers, you can do this in the Prevent automatic transferring section (see below).
In the Minimum invoice amount field, you can enter the desired minimum amount for an invoice. Any invoices exceeding the amount fall within the scope of automation. You can transfer the invoice manually to Ropo in the Payment reminder view.
In the Waiting time after the due date in days section, you can specify how many days after the due date invoices are automatically transferred to Ropo, from where the payment reminders are sent. You can specify the number of days separately for business receivables and consumer receivables.
By default, the fields have the minimum values according to law and good practice: 7 days for business receivables and 14 days for consumer receivables.In the Prevent automatic transferring section, you can select a business partner group whose invoices you do not want to transfer automatically to Ropo. You can use an existing business partner group for this purpose or set up a new group. If you need to prevent the automation for several business partner groups, you can use a main group.
Only the invoices with a due date on or after the date on which the automatic transfer was enabled will be transferred automatically to Ropo. Invoices that fell due before the automatic transfer was enabled must be manually sent to Ropo using the payment reminder function. These invoices will not be automatically transferred to Ropo.
Transferring invoices manually to Ropo
Transferring invoice data to Ropo's service takes place through Procountor's Payment reminder function. After that, the transferred invoices are automatically delivered to the partner's server.
Go to Payment reminder view through Receipt search and search the invoices that are going to be transferred to payment reminder or debt-collection services.
When the invoices have been selected click Ropo-services.
Choose reminder services or collection services.
More information about Ropo’s services can be found from Ropo's own website.
After this, a window opens in which the user can confirm the transfer of invoice data.
The view shows how many invoices are being transferred to the reminder service.
In the view, it is possible to add the same text for all selected invoices in the Seller’s notes The note to be added will replace any existing text on the invoice.
The transfer is approved by checking the field Confirm invoice data transfer.
By clicking on Continue, the data is transferred to the Ropo's service.
After transferring a sale invoice to Ropo via Payment reminder view, a new attachment is created to the invoice. This can be seen in the invoice's Special situation view. The name of the attachment shown in invoice will have a relevant name to describe, whether the invoice was sent for reminder or for debt collection.
Ropo customer portal
In Ropo’s own customer portal, you can track the progress of debt collection. You can access the Ropo One service here:
When you send a payment reminder or collection assignments for the first time, you receive a form in your e-mail for opening an account. Filling it out and returning it generates the credentials for using the Ropo's service. Ropo will contact you after this.
Ropo is happy to assist you with the use of the Ropo's service and provide answers to questions related to assignments when they have been transferred to the debt-collection service for processing.
Settlements
Ropo settles the cash transactions received for its assignments as reference payments, and these will be automatically allocated to the sales and purchase ledger in Procountor.
The settlements of penal interests and expenses can be made either with or without reference.
The posting of penal interest and expenses can be performed automatically using the default postings of bank statements or references.
Payments to forwarded invoices
If payment transactions occur in Procountor to invoices that have been forwarded to Ropo, Ropo will be notified of this automatically.