How to Send Past Due Invoice Emails in Infor SX.e
Collections outreach is the routine of working the past-due aging list invoice by invoice and sending each customer a clear, accurate past due notice. In Infor CloudSuite Distribution (SX.e) that runs through AR Central, AR Customer Inquiry, Order Inquiry, Print/Email Document and AR Customer Activity Notes.
A notice sent to a customer who already paid, has a credit or never received the goods damages the relationship and wastes a follow-up cycle. This guide follows the recording: find the past-due invoice, confirm nothing covers it, verify delivery, send the Past Due Notice with the invoice PDF, and log the outreach with a follow-up date.
- Who does itCollections specialist or accounts receivable specialist
- How oftenDaily, repeated for each invoice in the All Past Due aging bucket
- Steps10 steps · 4 systems
- By hand8–35 hours a day across finance transactions
Watch the full workflow
every click in this recording is an AI agent — no one is touching the keyboard.
In the recording, an AI agent opens AR Central in SX.e, lists all past-due invoices as of 10/06/2026 and picks Carver Mechanical Contractors invoice 1048817-00 (16 days past due, $18,460.00). It confirms there are no payments, unapplied cash, credit memos or disputes, checks order 1048817-00's line items, the backordered expansion tanks shipped later on 1048817-01, and the signed proof of delivery. It then emails the Past Due Notice with the invoice PDF through IDM, logs an EMAILED-COLL activity note with a 10/13/2026 follow-up, and confirms AR Central's Last Activity column updated.
- 1:00Open AR Central and list past-due invoices
- 1:35Open the past-due invoice
- 1:45Confirm no payment or credit covers the invoice
- 2:00Cross-check the order line items
- 2:10Confirm delivery and proof of delivery
- 2:45Set up the Past Due Notice email
- 3:00Review the email preview
- 3:10Send through IDM and check status
- 3:20Log the outreach as an activity note
- 3:40Confirm the aging list shows the activity
Systems involved
You need access to each of these before you start. In the recording the agent works in all of them from one desktop, signed in as the user.
- Infor CloudSuite Distribution (SX.e)AR Central aging, AR Customer Inquiry, Order Inquiry, Print/Email Document and AR Customer Activity Notes
- Infor Document Management (IDM)Transmission channel that sends the Past Due Notice email with the invoice PDF
- Invoice PDF (Invoice_1048817-00.pdf)Invoice copy attached to the notice
- Proof of delivery PDFs (POD_7741-30518.pdf, POD_7741-31144.pdf)Delivery evidence on the order's Shipping tab
What you start with
- AR Central past-due aging list
- Invoice detail, payments and credits in AR Customer Inquiry
- Order line items and shipping/proof of delivery in Order Inquiry
- Customer accounts payable email address
- Past Due Notice email template
What you end with
- Past Due Notice email with the invoice PDF, sent/queued via IDM
- AR Customer Activity Note (EMAILED-COLL) linked to the invoice with a follow-up date
- Updated Last Activity on the AR Central aging row
The workflow at a glance
Action Decision Human review Select a step to jump to how it's done.
- 01 Action · Infor SX.e (AR Central) Open AR Central and list past-due invoices
- 02 Action · Infor SX.e (AR Customer Inquiry) Open the past-due invoice
- 03 Decision · Infor SX.e (AR Customer Inquiry) Confirm no payment or credit covers the invoice Yes Something covers it: do not send a notice; apply the cash or credit, or route the dispute. No Nothing covers it: continue to the order check.
- 04 Action · Infor SX.e (Order Inquiry) Cross-check the order line items
- 05 Decision · Infor SX.e (Order Inquiry, Shipping tab) Confirm delivery and proof of delivery Yes Delivered with POD: send the notice, citing the delivery date and signer. No Not delivered or no POD: hold the notice and investigate shipping first.
- 06 Action · Infor SX.e (Print/Email Document) Set up the Past Due Notice email
- 07 Action · Infor SX.e (Print/Email Document) Review the email preview
- 08 Action · Infor SX.e / IDM Send through IDM and check status
- 09 Action · Infor SX.e (AR Customer Activity Notes) Log the outreach as an activity note
- 10 Action · Infor SX.e (AR Central) Confirm the aging list shows the activity
Step-by-step: how to do it
-
Action · Infor SX.e (AR Central) · 1:00 in the video
Open AR Central and list past-due invoices
Search for AR Central from the SX.e home search. Set Aging Bucket to All Past Due, tick Past Due Only and click Search. Review the Past Due Summary and the grid of customer, invoice, due date, days past due, customer PO, balance and last activity, and start with the oldest item.
In the videoAging as of 10/06/2026.
- Past due balance
- 28,656.50
- Invoices
- 3 across 3 customers
- Oldest
- 16 days
- 1048817-00 · Carver Mechanical Contractors (10460) Past due
- Due
- 09/20/2026
- Days
- 16
- PO
- CM-58213
- Amount
- 18,460.00
- 1049102-00 · Northfield Plumbing & Heating Past due
- Days
- 12
- Amount
- 6,912.50
- 1049355-00 · Lakeview Property Services Past due
- Days
- 9
- Amount
- 3,284.00
-
Action · Infor SX.e (AR Customer Inquiry) · 1:35 in the video
Open the past-due invoice
Open the row in AR Customer Inquiry. Note invoice and due dates, days past due, customer PO, order number, terms, invoice amount, open balance and the invoiced lines so the notice is accurate.
In the videoInvoice 1048817-00 for customer 10460.
- Invoiced
- 08/21/2026
- Due
- 09/20/2026
- Terms
- Net 30
- Amount and open balance
- 18,460.00
- BV-200-BR
- Qty × price
- 40 x 86.50
- Extended
- 3,460.00
- CP-L-100-10
- Qty × price
- 120 x 62.00
- Extended
- 7,440.00
- CIR-0015-3S
- Qty × price
- 24 x 315.00
- Extended
- 7,560.00
-
Decision · Infor SX.e (AR Customer Inquiry) · 1:45 in the video
Confirm no payment or credit covers the invoice
Check the Payments and Credits panel for pending payments, unapplied cash, open credit memos and disputes, and see what the last payment was applied to. A payment applied to another invoice does not reduce this one.
- If yes Something covers it: do not send a notice; apply the cash or credit, or route the dispute.
- If no Nothing covers it: continue to the order check.
In the video- Pending payments
- None
- Unapplied cash
- 0.00
- Open credit memos
- 0.00
- Disputes
- None
- Last payment
- 08/14/2026, 9,120.00 check 20418, applied to invoice 1047420-00
- Account balance
- 20,236.00
- Past due
- 18,460.00
-
Action · Infor SX.e (Order Inquiry) · 2:00 in the video
Cross-check the order line items
Click the order number to open Order Inquiry. On Line Items compare ordered, shipped and backordered quantities and which invoice each line was billed on, so the notice only chases what was billed on this invoice.
In the videoOrder 1048817-00, stage Invoiced, warehouse 01 - Columbus, entered 08/18/2026.
- Ordered
- 20,236.00
- 1048817-00
- Shipped
- 18,460.00
- 1048817-01 Shipped later
- Backordered
- 1,776.00
- Item
- EXT-044 Expansion Tank 4.4 gal, 12 backordered
-
Decision · Infor SX.e (Order Inquiry, Shipping tab) · 2:10 in the video
Confirm delivery and proof of delivery
Open the Shipping tab and check delivery status, carrier delays, open backorders and each shipment's tracking number, delivered date, signer and POD document. Only chase payment for goods that were delivered and signed for.
- If yes Delivered with POD: send the notice, citing the delivery date and signer.
- If no Not delivered or no POD: hold the notice and investigate shipping first.
In the videoDelivery status Delivered, no carrier delays or open backorders.
- 1048817-00 Delivered
- Tracking
- 7741-30518
- Delivered
- 08/24/2026 10:12 AM
- Signed
- M. Alvarez
- POD
- POD_7741-30518.pdf
- 1048817-01 Delivered
- Tracking
- 7741-31144
- Delivered
- 09/10/2026
- POD
- POD_7741-31144.pdf
-
Action · Infor SX.e (Print/Email Document) · 2:45 in the video
Set up the Past Due Notice email
Back on the invoice, click Print/Email Document and change Delivery Method from Print to Email. The Past Due Notice template fills the From address, subject and invoice PDF attachment; enter the customer's accounts payable address in To.
In the videoDefault was print on ACCT-LASER-02.
- From
- ar@acme-industries.example
- To
- ap@carvermechanical.example
- Subject
- PAST DUE NOTICE: Invoice #1048817-00 - PO: CM-58213
- Attachment
- Invoice_1048817-00.pdf
-
Action · Infor SX.e (Print/Email Document) · 3:00 in the video
Review the email preview
Read the Document Preview: invoice number, PO, sales order, amount, original due date and the delivery note. Confirm the attachment and recipient before sending.
In the videoWhat the email body states.
- Invoice 1048817-00 issued 08/21/2026 for $18,460.00 is past due (due 09/20/2026)
- Delivered 08/24/2026 and signed by M. Alvarez
- Backordered expansion tanks shipped on 1048817-01 are not due until 10/08/2026
-
Action · Infor SX.e / IDM · 3:10 in the video
Send through IDM and check status
Click Send and confirm Transmission Status changes from Not sent to Sent / Queued in IDM with a timestamp.
In the video- Confirmation
- Email queued
- To
- ap@carvermechanical.example
- IDM status
- Sent / Queued 10/06/2026 9:05 AM
-
Action · Infor SX.e (AR Customer Activity Notes) · 3:20 in the video
Log the outreach as an activity note
Open AR Customer Activity Notes for the customer, click New, and enter the invoice number, status code, recipient, a short note and a follow-up date. Save so the note links to the invoice.
In the video- Invoice
- 1048817-00
- Status
- EMAILED-COLL
- Recipient
- ap@carvermechanical.example
- Time
- 10/06/2026 9:06 AM
- Note
- Collections email sent via IDM … follow-up set for 5 business days
- Follow-up
- 10/13/2026
-
Action · Infor SX.e (AR Central) · 3:40 in the video
Confirm the aging list shows the activity
Return to AR Central and refresh. The invoice's Last Activity should show the new note; move on to the next past-due invoice.
In the video- Carver Worked
- Last Activity
- EMAILED-COLL 10/06/2026
- Northfield To be worked
- Lakeview To be worked
-
Rules, exceptions and controls
Rules to follow
- Work every invoice in the All Past Due bucket, oldest first.
- Check payments, unapplied cash, credit memos and disputes before any notice goes out.
- Check shipping, backorders and proof of delivery before any notice goes out.
- Use the Past Due Notice template with the invoice PDF attached.
- Set the follow-up date 5 business days after the email (10/06 to 10/13/2026 in the recording).
- Log every email as an EMAILED-COLL activity note against the invoice.
When something doesn't match
- Delivery Method defaults to Print (ACCT-LASER-02) and must be switched to Email.
- Backordered lines billed on a separate invoice (1048817-01) are called out so the customer is not chased for an amount not yet due.
- A recent payment applied to a different invoice (check 20418 to 1047420-00) does not reduce the past-due invoice.
- A dispute or unapplied cash stops the notice and goes to a person to resolve.
Controls and audit trail
- Transmission status recorded as Sent / Queued in IDM with a timestamp.
- Activity note linked to the invoice, showing who entered it and when.
- Follow-up date creates the next scheduled touch point.
- Last Activity on AR Central shows which past-due items have been worked.
Practitioner tips
- Quote the customer PO in the subject line; AP departments file and route by PO.
- Cite the delivery date and signer from the POD so the customer cannot reasonably claim non-receipt.
- Look at the last payment and what it was applied to before calling a customer delinquent.
- Keep disputes and ambiguous payments with a person; rule-based notices can be standardized.
About this recording
In the recording, the agent worked invoice 1048817-00 end to end: aging lookup, payment and delivery checks, sending the Past Due Notice through IDM, and logging the EMAILED-COLL note with a follow-up date.
Documented the way you'd train a new hire — and the same way an agent learns it.
Frequently asked questions
How do I send a past due invoice email from Infor SX.e?
Open the invoice in AR Customer Inquiry, click Print/Email Document, change Delivery Method to Email with the Past Due Notice template, enter the customer's AP email, review the preview with the invoice PDF attached and click Send. The message is queued through IDM.
Where do I find past due invoices in Infor CloudSuite Distribution?
In AR Central, set Aging Bucket to All Past Due, tick Past Due Only and search. The grid shows each past-due invoice with days past due, customer PO, balance and last activity.
What should I check before sending a collections email?
Confirm there are no pending payments, unapplied cash, open credit memos or disputes, then check the order's Shipping tab for delivery status, backorders and a signed proof of delivery.
How do I log a collections email in SX.e?
Use AR Customer Activity Notes: click New, enter the invoice number, a status code such as EMAILED-COLL, the recipient, a note and a follow-up date, then save. The note appears in AR Central's Last Activity column.
How do I handle a partially shipped order in a past due notice?
Check Order Inquiry for backordered lines billed on a later invoice and say in the notice that those items are on a separate invoice that is not yet due.
Can an AI agent do collections outreach in Infor SX.e?
Yes. As shown in the video, the agent works the same AR Central, inquiry and Print/Email screens a person does, runs the payment and delivery checks, sends the notice and logs it with a follow-up date.