Invoice Reminders is an optional feature that enables you to send reminders to hotels when they have not yet provided an invoice/folio and are not marked as reconciled within the Visa Commercial Pay Reporting tool. Use of the Invoice Reminders Functionality is dependent upon transactions being reconciled in Visa Commercial Pay Reporting.
When you conduct an Invoice Reminders search, you can refine your results by the following criteria:
Minimum no. of reminders sent
Maximum no. of reminders sent
Hit Search and this will bring you a list of transactions that are matched to deployments, but where the invoice breakdown has not been manually added, or the transaction has not been marked as invoice not required. Because of this, the system presumes that you need to chase for copies of the invoice/folio.
Click on any of the transactions listed to view further details. These include the date the reminder was last sent and how many reminders have been sent.
The communication method where the original confirmation was sent is auto-selected. Click Change to edit the communication method and manually add in an alternative email address.
You then have the option to send reminders individually by selecting the ones you wish to send. You can tick the Mark All box in the top right corner to select all invoices on the page. When you select Mark All, the box label updates to Unmark All. Deselect the box to unselect all the invoices on the page.
Click Send at the bottom of the screen, to send an Urgent Invoice request via fax or email to each supplier you have selected.
You can change the communication method and manually add in an alternative email address, if required.
When you select Mark All, the box label updates to Unmark All. Deselect it to unselect all the invoices on the page.
It is possible to configure your account to send Automatic Invoice Reminders. This enables you to send Invoice reminder notifications to suppliers automatically once a transaction has been received but not reconciled.
This is an optional setting that needs to be activated by Visa Commercial Pay Support. You are able to specify a set number of days for the system to wait for a transaction to be reconciled before auto sending a reminder to the supplier.