Step 1: Accessing the Dunning Status Configuration

Let’s begin by opening Swiftly Workspace.

From the homepage:

• Click on Configuration

• Then select Master Data Management

A new window will appear.

Scroll to the Financials section and click on Dunning Status.

This module is used to define the various stages of your customer dunning process — a structured way to handle overdue payments through reminders or escalations.

Step 2: Understanding the Purpose

A Dunning Status reflects the current level of follow-up activity for a customer with unpaid invoices.

It helps you:

• Monitor the escalation of overdue payments

• Trigger appropriate communications (e.g., reminders, warnings, or legal notices)

• Segment customers for collections and reporting

• Control access to services based on payment behavior

Each status in the dunning cycle serves as a checkpoint, ensuring that collections are handled consistently, professionally, and in accordance with your financial policies.

Step 3: Creating a Dunning Status

To add a new dunning status:

1. Click the “+” button in the top right

2. Enter the name of the status (e.g., First Reminder, Final Warning, Collections Hold)

In this example, we’ll create a new Dunning Status called Final Notice. This status is typically used as the last formal reminder to the customer before escalation — such as service suspension, legal action, or collections. It is issued when an invoice remains unpaid well beyond the due date, and previous reminders have been ignored. Using Final Notice ensures clear communication that urgent action is required, helping enforce payment discipline while keeping a formal, traceable record of follow-ups.

1. Use the Active toggle to determine if the status is currently usable

Click Save to store your new status.

Only active statuses can be applied to customer accounts.

Step 4: Editing, Deactivating, or Stopping Service with a Dunning Status

To update an existing status:

• Click on the name of the status you want to edit

• From the detail view, you can:

  • Rename the status (e.g., from Legal Notice to Final Legal Step)

  • Toggle the Active status to temporarily disable the status

  • Enable the Stop Service setting

What is “Stop Service”?

The Stop Service option is used when a customer reaches a critical dunning stage where service access should be restricted or halted.

For example:

• If a customer remains unpaid after multiple notices, and is now flagged with a status like Collections Hold or Service Suspension, checking “Stop Service” will:

  • Prevent them from accessing platform features or services

  • Signal other departments (e.g., support or operations) to enforce the service freeze

  • Help ensure financial risk is minimized during non-payment periods

Use this option with caution, typically in later dunning stages, and in line with your internal finance and legal policies.

Click Save to apply your changes or Save & Close to exit the window.

Step 5: Using Dunning Statuses in Financial Workflows

Once configured, your dunning statuses will:

• Be selectable in customer financial profiles

• Appear in aging reports and collections dashboards

• Help finance teams automate follow-ups and enforce escalation steps

For example:

• A customer at the Second Notice stage may receive a follow-up email and PDF invoice

• If moved to Collections Hold with Stop Service enabled, access to services may be restricted until the account is settled

You’ve now successfully:

• Accessed and configured the Dunning Status module

• Created and activated your own statuses

• Edited entries, enabled Stop Service, or deactivated obsolete statuses

• Learned how to apply dunning statuses across financial workflows