Admin Guide

1. Who is this section for?

This section is for those setting up and maintaining Dunning for NetSuite — typically implementation specialists, system admins, or finance leads with admin rights.

It outlines the initial configuration needed to define roles, Dunning levels, templates, and automation settings. Once in place, the system runs largely on its own with minimal manual effort.

Whether you're preparing a new rollout or tailoring the system for additional subsidiaries, this guide offers a clear and streamlined overview to help you get started quickly and manage the system efficiently.

2. Setup

Before you begin, please take a look at the General Setup Recommendations and make sure the right roles and permissions are in place. While no deep technical expertise is required, admin rights are essential for completing the setup.

Dunning for Netsuite provides two sample roles:

• Dunning Admin (provided internally as AV6 Dunning Admin)

• Dunning User (provided internally as AV6 Dunning User)

You can either copy these roles and assign them as needed (unchanged or customized) or add the required permissions to roles you already use. They must grant access to the Dunning Console, setup records, templates, and dunning-related fields on invoices and customers. 

During setup, document folders are automatically created and linked via internal IDs — ensuring clean integration across subsidiaries without manual configuration.

Initial Setup Steps

Once the roles are assigned, you can start with the configuration. Navigate to:

Dunning > Tools > Dunning Configuration

Here you’ll find the Global Configuration (pre-set by default) and the Subsidiary Configuration tab with a list of all available subsidiaries. 

To activate Dunning for a subsidiary, simply check “Use Dunning” and click Save Configuration. If no email address is stored on the subsidiary record, just enter one — this will be used as the sender for all dunning emails. Next, provide the bank details for each subsidiary (so customers know where to transfer the payments). 

And that’s it: the Dunning Setup is ready to go. You can now adjust levels and penalties as needed. All required templates — including the subsidiary’s logo — are already included. Everything can be adapted and customized later on, so you’re flexible at any time.

3. Key Features of Dunning for NetSuite

Dunning for Netsuite is designed to simplify your dunning process from day one – with practical, ready-to-use features that reduce manual effort and make configuration easy and sustainable.

Templates & Communication

Dunning for NetSuite includes fully prepared templates for all relevant communication:

• The email sent to customers

• The attached reminder PDF (Mahnung)

• And optionally, the original invoice PDF

All templates are automatically deployed during setup and match your corporate design. You can use them right away — or customize them using built-in tools, no coding required.

This eliminates the need for manual setup, HTML editing, or external consultants. Even multilingual versions (e.g. German, English, etc.) are included and ready to use — saving time, money, and effort.

Dunning Console

The Dunning Console — a custom-built monitoring interface —  provides a centralized workspace for managing and monitoring your dunning runs. It offers powerful filter options, transparency across subsidiaries, and full control over automated and manual actions.

Multi-language & Subsidiary Support

Built-in support for localized templates and subsidiary-specific configurations allows flexible adaptation to different markets — without duplicating setups.

Easy Maintenance

Editable template records, flexible subject lines, and reusable script parameters make it easy to adapt the system — even without technical expertise.

Smart Error Handling

Clear error messages and better traceability make it easier to identify and resolve issues. Instead of generic system messages, the interface shows you what went wrong – and what to do next (e.g. missing email address, invalid data entries). 

Automatic Updates

All future updates are deployed automatically, just like an app – reducing IT effort and keeping your system up to date without manual intervention.

Fast Onboarding

Thanks to automation and ready-made configurations, most customers can complete setup and send their first reminders in under an hour — no scripting or technical configuration required.

4. Configuration Tips & Technical Info

A few additional settings help you ensure a smooth and fully functional dunning process, especially when adapting the system to your own workflows and business logic.

Here are the most important technical and functional considerations during configuration:

Blocked Invoices & Customers

You can manually block specific invoices or customers from being included in the dunning process. This can be helpful in cases the customer has already paid, partial deliveries, or other exceptions.

How it works:

• Invoices can be excluded by setting a custom field (e.g. Dunning Blocked) to true

• Customers can be blocked using the checkbox field on the customer record

• The system will automatically exclude these entries from Dunning Runs

This gives you greater control and flexibility — without needing to modify core logic or saved searches.

Internal ID Fields (Advanced Configuration)

In the Dunning Setup record, there are several fields that require internal NetSuite IDs, such as:

• PDF Template Folder ID

• Script IDs

• Search IDs

These values are used by the system to reference specific assets like templates or automation scripts. In most cases, they are preconfigured during installation and don’t need to be changed.

However, if you need to customize or troubleshoot the setup, you can view internal NetSuite IDs by enabling:

Home > Set Preferences > General > Show Internal IDs

Important: Changes to these fields should only be made by users familiar with NetSuite’s scripting and configuration logic.