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Issued Reminders

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After issuing reminders and sending them to customers via email in Microsoft Dynamics 365 Finance and Operations (D365 F&O), it’s important to ensure that reminders are not sent repeatedly to the same customers. Here’s a detailed explanation of the next steps and how to handle the Issued Reminders list to avoid resending reminders:

Next Steps After Issuing Reminders

Monitor Customer Responses:
- Track whether customers have acknowledged the reminders and taken action (e.g., made payments).
- Use the Reminder History to review which reminders have been sent and when.
Follow-Up Actions:
- If customers do not respond, consider escalating the reminder process (e.g., sending a follow-up email or making a phone call).
- Adjust the reminder frequency or thresholds in the Reminder Setup if necessary.
Update Customer Accounts:
- Once payments are received, ensure the customer accounts are updated to reflect the latest balances and avoid unnecessary reminders.

Handling Issued Reminders to Avoid Resending

The Issued Reminders list contains reminders that have already been sent to customers. To prevent these reminders from being sent again during the next reminder job run, follow these steps:

1. Use the "Mark as Sent" Flag

The Mark as Sent flag is used internally to track whether a reminder has been sent. However, as you’ve observed, it does not prevent the reminder from being sent again.
This flag is primarily used for reporting and tracking purposes, not for controlling the reminder process.

2. Enable the "Exclude Sent Reminders" Option

In the Reminder Setup, there is an option to Exclude Sent Reminders during the reminder job run.
To enable this:
1. Go to Accounts Receivable > Reminders > Reminder Setup.
2. Select the relevant reminder setup.
3. Enable the Exclude sent reminders option.
This ensures that reminders marked as sent are excluded from future reminder job runs.

3. Manually Delete Issued Reminders (If Necessary)

If you do not want to rely on the Exclude sent reminders option, you can manually delete the issued reminders from the Issued Reminders list after they have been sent.
To delete issued reminders:
1. Go to Accounts Receivable > Reminders > Issued Reminders.
2. Select the reminders you want to delete.
3. Click Delete.
Note: This approach is time-consuming and not recommended for large volumes of reminders.

4. Automate the Process

If you frequently send reminders and want to avoid manual intervention, consider automating the process using batch jobs or custom workflows.
For example, you can create a custom workflow to automatically delete issued reminders after they are sent.

Best Practices

Regularly Review Reminder Setup: Ensure the reminder thresholds, frequencies, and conditions are aligned with your business processes.
Test the Reminder Process: Before running the reminder job in a live environment, test it in a sandbox or test environment to verify that reminders are sent correctly and not duplicated.
Monitor Reminder History: Use the Reminder History to track sent reminders and identify any issues in the process.

Conclusion

To avoid resending reminders, enable the Exclude sent reminders option in the Reminder Setup. This is the most efficient way to ensure that issued reminders are not sent again. If you prefer manual control, you can delete issued reminders from the Issued Reminders list, but this is less scalable.

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