Follow-up Settings
The Follow-ups page sets up follow-ups that Bizconnekt creates for you. Switch it on for a document type, tell it which date to watch — a due date, a delivery date — and when a new document of that type is created, a follow-up appears on its own, timed to that date. It also records which document settles it, such as the payment against a bill.
Settings apply to the business unit you are working in. Only tenant administrators can open this page.
Which documents can have automatic follow-ups?
| Document type | Dates you can time it from | Settled by (Auto-close When) |
|---|---|---|
| Bill | Due Date | Payment Made, Payment Received |
| Invoice | Due Date | Payment Received, Payment Made |
| Sales Order | Delivery Date, Expected Date | Delivery Challan, Invoice |
| Purchase Order | Expected Date, Delivery Date | GRN, Bill |
| Delivery Challan | Delivery Date | Invoice |
| GRN | Received Date, Expected Date | Bill |
Turn on follow-ups for a document type
- In the Admin console, open Configuration → Communication → Follow-ups.
- Find the document type and switch its Status on. It reads Enabled and saves straight away.
- Click Add in the Actions column. (Add shows once the type is enabled and has no rule yet.)
- Fill in the rule (see below) and click Add Configuration.
The Details column then lists the rule — the date it watches, its timing (On date, 3d before, 2d after and so on) and its title — with Edit (pencil) and Delete (bin) buttons. Switching a type off stops new follow-ups for it; its rule is kept for when you switch it back on.
Rule fields
| Field | What to enter |
|---|---|
| Field Name (required) | The document date that triggers the follow-up. |
| Posting Timing | On the field date, Before field date by a number of days, or After field date by a number of days (up to 365). |
| Title Template (required) | The follow-up's title, up to 200 characters. You can use {{documentNumber}}, {{customerName}}, {{supplierName}}, {{totalAmount}} and {{dueDate}} — each is replaced with the value from the document. |
| Description Template (optional) | Extra detail, up to 500 characters, with the same placeholders. |
| Assign To | Unassigned, or Document creator — the person who created the document. |
| Auto-close When (optional) | Tick the documents that settle this follow-up, such as the payment against a bill. They are saved with the follow-up (see Closing them below). |
Example: for Bill, pick Due Date, choose Before field date: 3 days, title it Bill {{documentNumber}} due in 3 days, and tick Payment Made under Auto-close. Every new bill with a due date then gets a follow-up three days before it is due; mark it as handled once the bill is fully paid.
How automatic follow-ups behave
- Created with the document. A follow-up is created when a new document of an enabled type is saved. Documents that already existed before you turned the type on don't get one.
- Dated from the document. Its due date is the chosen document date plus or minus your timing.
- Skipped when it can't help. No follow-up is created if the document has no value in the chosen date, or if the calculated date has already passed.
- One at a time. A document that already has a pending follow-up doesn't get another automatic one.
- Moved when the document is edited. When a bill or invoice is edited, its open follow-up is moved onto the due date itself — not the number of days before or after it that you chose. Follow-ups on orders, delivery challans and GRNs stay where they are when the document is edited.
- Closing them. The documents you tick under Auto-close When are saved with each follow-up as the documents that settle it. If a follow-up is still open once the document is settled — for example, the bill is fully paid — open My Follow-ups and click its tick button (Mark as handled).
Automatic follow-ups sit in the same list as the ones your team creates by hand, marked as automatic, and can be worked the same way.