Mail register

Finance → Mail register lists the correspondence of invoices and collection cases in one place: paper letters with a registry number and what became of them (posted, received, returned), and next to them the emails sent from Demona. It can be filtered, views can be saved, and it downloads to Excel, with an export template too.

What is in it? Outgoing and incoming paper letters (standard post, registered, registered with return receipt, courier, in person, other), and every invoice notice, reminder and overdue notice actually sent from Demona, by the day it was sent.

Filing: with the New item button, or by recording a postal letter, a return receipt or a returned letter in a collection case's history. Every item gets a running registry number (prefixed "REG" for an English-language team). You give the direction, the channel, the date, the subject, the tracking number, a note, and can attach a file (the scanned letter, for example). A new item needs a collection case or an invoice (by its number); the partner follows from that.

Fill in from the letter (AI): on the New item form, after picking the scanned letter, Fill in from the letter fills in the direction, channel, date, subject, tracking number and, when the letter names an existing invoice, the linked invoice. The partner is matched among the existing customers and the invoice numbers among the team's own invoices; what is not found is said so. It is a suggestion: check it before saving. It uses AI credits and can be switched off in the AI settings.

Events and status: the item is the letter; what happens to it afterwards is an event, with its own date and its own file: Posted (posting receipt), Delivered / received (return receipt), Returned with the reason (not collected, addressee unknown, moved, refused) and the envelope that came back. An outgoing letter starts as posted; the status is always the latest event, and the list filters on it.

The item page: click the registry number in the list. The details can be edited (the registry number cannot), the letter attached, events recorded and deleted, the letter linked to several invoices and collection cases, and it has a chat. A deleted item is marked deleted: its registry number stays and is never reused.

From a collection case: a return receipt received marks the latest letter sent with return receipt delivered, and a returned letter marks the latest posted letter returned (matched on the tracking number, if you give one). If there is no such letter, it is filed as an incoming item. An event recorded on the case is deleted on the case, which puts the letter back as it was.

Views: the list filters on period, direction, channel, status (letters that came back, say), link (to an invoice or a case), free text (registry number, subject, tracking number, partner), and can bring up the deleted items. As on the invoice list, a filter can be saved as a view, pinned, and made the default. For the emails sent, the status reads as posted = sent, delivered = delivered, returned = bounced.

The list shows at most 1,000 items per source; if there are more, narrow the filter. Download as Excel downloads every item of the filtered list, with the columns you pick or a saved export template (templates can also be managed under Settings → Export templates). The lawyer package of a collection case also carries the attachments of the mail register items that belong to the case.