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 saved, a follow-up appears on its own, timed to that date. If you choose, the follow-up also closes on its own once the document is settled — for example, when the bill is fully paid.
Settings apply to the business unit you are working in. Only tenant administrators can open this page.
Which documents can have automatic follow-ups?
Today, automatic follow-ups are created for bills, invoices and delivery challans.
| Document type | Date you time it from | Auto-close When options |
|---|---|---|
| Bill | Due Date | Payment Made — closes once the bill is fully paid. Payment Received — closes on any payment received linked to the bill, even a part payment. |
| Invoice | Due Date | Payment Received — closes once the invoice is fully paid. Payment Made — closes on any payment made linked to the invoice, even a part payment. |
| Delivery Challan | Delivery Date | Invoice — closes once the challan is fully invoiced (see below). |
Automatic follow-ups for sales orders, purchase orders and GRNs are coming soon.
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. {{documentNumber}} is replaced with the bill or invoice number, and {{dueDate}} with the bill's or invoice's due date. Other placeholders don't fill in reliably yet, so leave them out. |
| 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. If you tick nothing, the follow-up stays open until someone closes it (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, and it closes on its own once the bill is fully paid.
How automatic follow-ups behave
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Created with the document. A follow-up is created when a new document of an enabled type is saved. A document saved as a draft, or waiting for approval, gets its follow-up once it is finalised or approved. Documents that already existed before you turned the type on don't get one.
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Dated from the document. Its due date is the chosen document date plus or minus your timing.
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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.
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One per document. A document gets at most one automatic follow-up. If its type has more than one rule, only the first rule whose date hasn't passed creates one. A document that already has a pending follow-up gets no new automatic ones.
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Moved when the watched date changes. If you edit a document and change the date its rule watches, its open automatic follow-ups move by the same amount, keeping your timing — a follow-up set 3 days before the due date stays 3 days before the new due date. Editing any other field moves nothing. A follow-up stays where it is if someone rescheduled it by hand, or if its rule was changed after it was created. Follow-ups your team created by hand are never moved.
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Closing them. A follow-up closes on its own only if its rule has Auto-close When ticked, and only through the document types ticked there:
- A bill closes when a payment made brings it to fully paid; a part payment leaves it open. An invoice works the same way with payments received.
- A bill ticked with Payment Received, or an invoice ticked with Payment Made, closes on any such document linked to it — even a part payment.
- A delivery challan closes when the invoices on its sales order cover it (the oldest challans count as invoiced first) and an invoice naming that challan is saved.
Draft, cancelled and void documents don't count towards settling. Nothing reopens a closed follow-up automatically: cancelling the payment afterwards leaves it closed.
You can still close any follow-up yourself: click Close follow-up on it in the document's follow-ups, or, if it is assigned to you, click its tick button (Mark as handled) in My Follow-ups.
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.