Handling of Claims

Here is described how to handle claims in the system.

It is best to work in the "Worksheet" where all claims are in one place and you can use filters to work better with them.

Actions

1. Worksheet:

On the work sheet you can filter by customer and date. It is also possible to filter by claim status (open, partially paid, written off, paid) and whether it has passed its due date or final date.

Usually the user wants to filter by open claims.

You can drop or update a selected claim if the user is working with only one claim at a time.

If the user wants the system to work automatically, then action proposals should be used on the claim bundle.

2. Drop Claim Manually:

You can select the claim and then Processing - Drop Selected Claim. Then the claim is marked as "Drop" in the Action field and when actions are completed, the status of the claim changes to "Dropped".

It is no longer possible to create the same claim again, update or pay in to a dropped claim. If the drop was a mistake, you should create new claims again for the same account by checking "Re-create Claim" in the "Create Claim" action. See a more detailed description here.

3. Update Claim Manually:

You can select the claim and then Processing - Update Selected Claim.

In reality, you can only change the final date manually, not the amount.

So first you change the final date on the claim and then the system automatically fills in the "Action" field with the value "Update" and the "Communication Status" field with "Unsent".

When actions are completed, the status changes to "Sent" and the final date has been updated in the bank.

4. Action Proposals on Claim Bundle:

4.1. Use Action Proposal to Drop Claim:

The action proposal is based on outstanding amounts on customer entries.

So first you need to create a credit invoice and settle it against the sales invoice so that the outstanding balance becomes 0.

Then the system will suggest writing off the claim based on this customer entry.

When actions are completed, the status of the claim changes to "Written Off".

4.2. Use Action Proposal to Update Amount on Claim:

The action proposal is based on outstanding amounts on customer entries.

So first you need to create a credit invoice or post a payment on a sales invoice and settle it against the sales invoice so that the outstanding balance changes. This could be an example where part of the goods has been returned or where the customer has paid part of the sales invoice by transfer past the claim.

Then the system will suggest updating the amount of the claim according to the outstanding balance of this customer entry.

When actions are completed, the status of the claim is still open but the amount has changed to the outstanding balance.

5. Fetch Claim Status:

You can use this action if a claim has accidentally been handled directly in the bank (e.g. written off or updated in the bank, not from Dynamics 365 Business Central).

By using this action, you can fetch the claim status so that all claims match their status in the bank.

Similarly, you can use the "Check Claim Bundle Status" action from the claim bundle to update the status of all claims within the claim bundle.

6. Read Claims from Bank:

In case the company is adopting a new system and has unpaid claims in the bank that were created from another system, you can retrieve them from the bank.

It is best to create a claim bundle for older claims and retrieve them there.

By retrieving claims from the bank, you can continue to handle them directly from Dynamics 365 Business Central (read in claim payments, drop...) and thus use the automation in the Banking Module to handle the claim against the bank and post payments.

7. Run Action Proposals and Perform Actions Automatically

It is possible to set up a scheduler to run these actions automatically.

You must create a new scheduler entry on Codeunit 10041507 for the version retrieved via appsource and 10039507 for the onpremises version.

For these actions to be run only on claim bundles created automatically, either after posting sales invoices, or by other schedulers, then type AUTO_ONLY in the Parameter String field.

Finally, a scheduler entry is set to Ready and the processing is monitored.