NirmaanOne Help
How-toReviewed 2026-09-29

Chase overdue demands

Find the demands past their due date, send the buyer a payment reminder from the demand, read the ageing and outstanding bills, and rely on the seeded escalation rules.

Chase overdue demands

A demand is overdue when its due date has passed and something is still outstanding. The Demands list flags those rows, the demand page sends the buyer a reminder with one click, and the Ageing report and Outstanding bills show the whole receivable by buyer and by bill. Two seeded rules already escalate overdue demands at 7 and 30 days; a third can email the buyer automatically.

Before you start

  • The demand must be Issued (or Partially Paid). Draft demands are not overdue and carry no bill: Raise and issue a demand on a booking.
  • To see the list and the demand you need the View permission on Demands. Sending the reminder needs the View permission on Workflow Runs to see the Workflows menu and the Create permission on Workflow Runs to run it; in the default roles only the Administrator holds that Create permission. The reports need the View permission on Reports (Ageing) and on Vouchers (Outstanding bills). Switching rules on needs the Edit permission on Workflow Rules (the Administrator).
  • The reminder email uses the "Payment reminder" message template (subject "Payment reminder: demand <no> for Unit <no>"); an administrator can review its wording under Message templates. The buyer needs an email address on their contact.
  • The lists follow the books chosen in the header switcher: one set of books at a time.

Steps

  1. Open Demands in the sidebar (Demands). Set the Open filter to "Open only" (it lists Issued and Partially Paid demands) and Due before to today; click the Due column title to sort by due date. Every overdue demand shows its due date in red with "Overdue" underneath, and the open amount in amber under Paid ("<amount> open"). Search finds a demand by number, buyer, member or booking. The dashboard's "Receivables ageing" widget links here too with "₹… overdue"; set the filters once you land.
  2. Open a demand (Demand). The Amounts card shows Grand total payable to developer, Received and Outstanding (amber while open). The Receipts against this demand card tells you whether a receipt is already recorded but still Pending (the money is on its way; clear it rather than chase) or nothing has come in.
  3. Open the Workflows menu in the header and choose Send payment reminder. The dialog offers "Note to the buyer (optional)"; type anything you want added to the mail and click Run. The progress dialog reads "The engine is working on it. You can close this and check run history later." and then "Finished in …". The buyer receives the "Payment reminder" email with the demand number, due date, amount payable and what was received so far. The reminder can run only on an Issued or Partially Paid demand; on any other status the item is still listed, but choosing it explains "This workflow cannot run right now: the record does not meet its conditions."
  4. For the whole receivable, open Accounting > Reports and choose the Ageing tab (Ageing). Keep Receivables selected, set As of (today by default) and, if useful, Party kind (People, Companies, Society members) or a Ledger. The summary reads "Owed to us as of <date>: <n> parties, <n> open bills." and the table shows one row per buyer with the open amount in the buckets Not due, 1–30 days, 31–60 days, 61–90 days and Over 90 days (red when above zero), a Total and the number of Bills. Export CSV downloads the table for a collections meeting.
  5. For bill-by-bill detail, open Accounting > Vouchers and choose the Outstanding bills tab (Outstanding bills). Keep Open bills, pick Receivable (Dr) and set Overdue on to today. Each demand's bill shows the buyer and booking, Original, Settled and Outstanding, an ageing badge with "<n>d overdue", and a link to the sales voucher. The Bills count on the Ageing report links here, but the tab opens unfiltered; pick the buyer's ledger under Any bill-wise ledger yourself.
  6. Check the automatic follow-up under Settings > Workflows > Rules (Rules). "Demand 7 days overdue: call the buyer (system)" and "Demand 30 days overdue: escalate (system)" ship switched on. "Demand overdue: remind the buyer by email (system)" ships off: filter Active to "Inactive only", open it and click Switch on. You see "<rule name> is on; it runs on its schedule." and the button now reads Switch off; from then on the "Payment reminder" mail goes to the buyer one day and seven days after the due date.

What happens next

  • Every day the engine checks issued booking demands past their due date. At 7 days the Accountants are notified ("Overdue 7 days: demand <no>, Rs <outstanding> outstanding") and the least-loaded Sales Executive gets a task to call the buyer within 2 days; at 30 days the Finance Leads and Sales Managers are notified and a Finance Lead gets a high-priority task to decide on penal action, due in 3 days. Tasks show under Tasks, notifications under Notifications. The check covers booking demands only, not member-offer demands, and it counts the outstanding as total less paid.
  • Each reminder you run shows in Runs with its result.
  • When the money arrives, record and clear the receipt: Record and clear a buyer's receipt. If a cheque comes back, bounce the receipt so the demand is overdue again: Bounce a returned payment or correct a pending one.

If something goes wrong

  • The Workflows menu is missing on the demand: your role lacks the View permission on Workflow Runs, or no active manual rule applies to demands. If choosing the item opens a dialog that starts "You lack the permission it needs", you can see the rule but not run it: that needs the Create permission on Workflow Runs. See No permission (trouble.common.no-permission).
  • The run finishes with "Finished with an error." and the run page shows "no_recipients: No valid email address after rendering the recipients": the buyer's contact has no email address. Add it under Contacts and run again.
  • The email step's result on the run reads "MAIL_SERVER is not configured; the message was logged": the mail server is not set up, so nothing left the building. See Email not delivered (trouble.documents.email-not-delivered).
  • The escalation rules never fire, or runs stay Pending: the workflow worker is not running. See Runs stay pending (trouble.workflows.runs-stay-pending).
  • The Ageing report shows "No open bills." although demands are overdue: the header books are not the promoter's books of that project, or the demands are still Draft. Switch the books in the header.

Related

  • DemandsScreen

    Every demand raised in the chosen books, on bookings and on society members' offers, with filters for status, subject, project and dates, and the way into demand runs.

  • DemandScreen

    One demand: the installments it bills, its amounts with GST, the expected TDS and what is payable in money, the receipts and TDS credits against it and how the money is placed on the charges, with the actions to edit, issue, cancel or delete it.

  • AgeingScreen

    What each party owes you (receivables) or you owe each party (payables), split by how overdue the open bills are, with CSV export.

  • Outstanding billsScreen

    The bills on bill-wise ledgers of the chosen books: what each bill was for, how much has been settled, what is still outstanding and how overdue it is.

  • RulesScreen

    Every automation rule in your organization, system and custom, with filters, the switch that turns each rule on or off, and shortcuts to edit, test, clone, see the run history of or delete a rule.

  • RuleScreen

    One automation rule's page: read or change its basics, trigger, conditions and actions, test it against a record, clone or delete it, and switch a system rule on or off.

  • Message templatesScreen

    The list of your organization's message templates: the wording that Send email actions and campaigns use, with filters and the actions to create, open or delete one.

  • RunsScreen

    Every time a rule ran: what started it, which record it worked on, how each action went, and the panel from which an errored run is retried.

  • TasksScreen

    Follow-ups for you and your team: add tasks by hand or let workflow rules raise them, link each to the record it is about, assign it, and mark it done.

  • NotificationsScreen

    Your in-app inbox: every message the workflow rules sent you, newest first, with links to the records they are about and a way to mark them read.

  • DashboardScreen

    The page you land on after signing in: shortcuts to common jobs, a queue of what is waiting on you, the headline figures and one card each for projects, sales, stock, receivables, construction and the RERA accounts.

  • Record and clear a buyer's receiptHow-to

    Record the money a buyer paid against an issued demand as a consideration receipt (and the GST they paid as its own GST receipt), clear it to post the receipt voucher, give the buyer their receipt, and hand the TDS they deducted to a TDS credit.

  • Raise and issue a demand on a bookingHow-to

    Bill one or more installments of a booking's payment schedule: draft the demand from the booking, check its GST and TDS, issue it to post the sales voucher, and send the demand letter.

  • Bounce a returned payment or correct a pending oneHow-to

    Mark a cheque or transfer the bank returned as bounced so its voucher is reversed and the demand reopens, and fix, cancel or delete a payment that is still pending.

  • Demands, demand runs and the GST splitConcept

    A demand is the bill raised on a buyer's installments (or a member's offer charges): numbered by financial year, billing the full total with the buyer's expected 194-IA TDS shown apart, posted as a sales voucher with GST split as CGST + SGST or IGST by place of supply; a demand run raises one demand per buyer for everything due by a date.

  • Email shows as logged or refused: the mail server is not configured or rejected the messageTroubleshooting

    Outgoing mail is sent through a mail server set up for the installation, not inside the app; while none is configured every email (document, campaign, workflow, invitation, verification) is only logged and reported as not delivered, and when the server refuses a message the recipient is marked failed; the person who runs the installation configures mail, then you resend.

  • Workflow runs stay Pending: automation is off, its queue is down or processing has stoppedTroubleshooting

    Rules keep saving and events keep being recorded, but nothing runs while automation is switched off on the server, the queue that carries changes to it is missing or down, or processing has stopped; the Health tab shows which, the NirmaanOne team fixes it, and the waiting work is then processed.

  • "No access" or "You do not have permission": your role lacks a permissionTroubleshooting

    Every screen, button and picker is gated by a permission on a module; your role decides which you hold, so a missing one shows as a No access card, a refused action, a greyed-out button with a hover reason, or a picker that explains which permission it needs.

  • CollectGuide

    Map charges to ledgers, raise and issue demands on bookings and member offers (singly or in runs), record and clear receipts, appropriate them, handle bounces, chase overdue demands, mirror the bank's daily RERA sweeps and watch the RERA accounts.