Chase Run and Automation

Chase correspondence goes out one of two ways: you review and send it from the Chase Run, or the daily automated run sends it overnight. Most platforms use both, with some pipelines automatic and others attended.

The Chase Run

Chase Run shows every chase letter and email that falls due today, so you can look at the list before anything reaches a customer.

What you need: the Credit Control section, and Run Chase Sends to send anything. Without it the page is read-only and says so.

Step 1: choose

Due actions are grouped into panels headed with the pipeline, the stage and the correspondence type, each showing a count and a total. Rows show the customer, the overdue amount, the due date and the owner, with a link to open the case.

Everything is ticked by default, so the normal action is to untick anything you want to hold back and continue.

A pipeline with no currency of its own splits into one group per currency, so totals never mix money.

Three panels sit below the selectable ones:

• Daily automation - due stages the overnight run handles. Not selectable here; results appear on the Automation page.
• Needs configuration - due stages set to send but with no correspondence type, so they cannot go out. Fix them on the chase stage.
• Manual Credit Control work due - calls, review tasks, restriction reviews and manual late-payment stages. These are worked from the case page, not sent in bulk.

A run handles at most 500 due actions. Run it again for the rest.

Step 2: confirm

The selection is frozen and shown back to you. Anything that stopped qualifying between the two screens is dropped and reported - paid up, consolidated into a later notice, snoozed or otherwise changed. Then Send N items now.

Step 3: results

How many emails and letters are being sent, how many were created for approval instead, and how many cases were skipped.

The processed table shows each customer and its case with a dispatch status of Queued - awaiting delivery. The skipped table gives the reason against each one.

Common skip reasons:

• The case is no longer open
• The customer is marked Do Not Chase
• The stage action is not an email or letter
• The stage has no correspondence type
• You do not have permission to email letters
• No invoice items at this stage are due
• Contact caps or the minimum contact gap block the due items

What is eligible to send

An item is only offered where:

• The case is open and the item is open with a positive collectible balance and a next action date reached.
• No contact-blocking hold applies, whether case-wide or scoped to that invoice.
• No active payment arrangement covers the item.
• No attempt for that stage is already scheduled or queued.
• The customer is not Do Not Chase.

The stage’s Maximum Attempts and Minimum Contact Gap are re-applied at the moment of sending. Stage consolidation also runs first, which can move a case and turn a selected row into a skipped one.

The daily automated run

The automated run does the same work unattended, plus the things only it does. That means reconciliation, auto-enrolment onto pipelines marked Auto-Enrol Nightly, creating manual tasks, and putting late-payment charges and restrictions forward for review.

It does not run on a non-business day. Never on a bank holiday, and on a weekend only where an active pipeline works that day.

Stages set to Create for Approval are produced but not sent. They land in Send Correspondence for somebody to release.

The Finance release gate

Where the gate is switched on, the daily run creates its work but sends nothing until Finance confirms the day’s incoming payments are reconciled. That stops the common embarrassment of chasing somebody who paid yesterday.

The panel on Credit Control Home and on the Chase Run shows where the day stands:

State	Message
Not a business day	”The automated Credit Control run does not take place today; it resumes on the next business day.”
Waiting	Daily automation is waiting for Finance, with the reminder and forced-release hours named
Released	Who released it and when, or that it was released automatically
Running or done	That the run is in progress, or has completed

Payments reconciled - release automation releases it. The button needs Run Chase Sends.

Things to know:

• If nobody releases it, the sweep force-releases at a configured hour, so a day is never silently missed.
• Releasing very early queues the run from the start of the working day.
• Releasing very late is accepted but reported as a missed day, because the run refuses to start where it could not finish before midnight.

Watching what happened

The Automation page is the audit trail of each run: what it enrolled, what it queued by channel, what it blocked, what it closed as paid and what went wrong.