Table of Contents

Overview

The Account Inquiry screen allows viewing of a customer’s account both in summary and detail. A quick aging of the customer’s account is shown along with all open documents. Other tabs on the screen allow viewing of the customer’s transaction history, credit history (history with your company), open orders, recurring invoices, deposits, refunds, notes and open calls.

Detail

AR > AR Inquiry > Customer Account Inquiry

Open

To View A Customers Account

Go to AR > AR Inquiry > Customer Account Inquiry

Enter the number of the customer’s account to view and press enter. Press F9 to open the Customer Find screen to help you search for a customer. The customer’s account information will be displayed.

• Customer Number – The customer’s account number.

• Customer Name – The name of your Customer.

• Phone – Phone number from the AR customer Setup Screen.

• Credit Limit – If the customer has a credit limit set you will see it here. Credit limits can be a company default set in AR setup and then edited as needed on the Customer Enter/Edit screen page.

• Terms – The default terms for the Customer.

• Default sales Person – The default sales person for the Customer.

• Aging and Finance charge Overview – This is an overview of the customers aging and if they owe you any finance charges.

AR Inquiry - Outstanding Documents

Open

The Outstanding Documents tab is split into two sections, an upper and a lower.  In the upper you will see the outstanding documents that are on the customer account. Along with the type of document that is on this screen you get the document type, number, date, due date and balance due. By clicking on the document number the detail that makes up the document will populate into the lower section of the screen.  In this detail section, you will have two darker drill down fields for Order Number and Document. Double clicking on either of these fields will take you to their corresponding query screen. If an AR document is overdue you will have the option of sending it into the collections module by clicking the “move this document to collections” notation. You can quickly print a Customer Statement by clicking on the Print Statement icon on the toolbar.

Note: The user can also print a document by clicking once on the document and clicking the print icon just above the Document Date field.

AR Inquiry - Transaction History

This tab shows all transactions that have occurred on the customer’s account. Searches can be done by document number, transaction date, transaction type, apply to, or transaction amount.  Documents and can also be printed from this screen if the user has access to use the appropriate menu option to print.  Transactions are listed in date order with the latest transactions showing first.  By checking the outstanding transaction check box you will only see the documents that are outstanding.  The screen will default in as checked. Uncheck to see all history.

Note: The user can also print a document by clicking once on the document and clicking the print icon on the tool bar.

To Search History

1. Click on the Transactions History tab

2. Enter the search criteria in the field above the column to be searched.  For example, if a document search is needed for a particular day, enter the date in the box above the Date column.

3. Press Enter. All transactions matching the criteria will be populated.

4. You can use a combination of columns and criteria to narrow down the search by repeating the above steps. 

5. The "Outstanding Only" checkbox can be used to display only those documents that still have a balance.  Un-checking the Outstanding Only checkbox will display documents regardless of the balance of the document.

To View Audit Trail of a Document

Find all of the documents that were applied to an invoice by using the Transaction History tab and search for documents using the Apply To column. All documents in the AR module are applied to another document. In the below picture of the Transaction History tab, the balance of invoice 8220 is $9.16, but it was originally $45.78. A Cash Receipt was applied to the invoice.

This can be easily viewed by searching for 8220 using the Apply To column as shown below.

The documents that were applied to the invoice 10013 are shown and it is easy to see the Cash Receipt applied to the invoice.

AR Inquiry - Sales / Credit History

The Credit History tab shows key information about the customer and their account with your company.  The numbers on the Credit History tab are automatically recalculated each time the Credit History tab is opened.

• Customer Since - This is the date entered on the Customer Entry/Query screen and indicates the day the customer first started doing business with your company.

• Highest Balance -This is the highest daily balance the customer has had with the company.

• # Of NSF Checks - The total number of NSF Checks the customer has had with the company.

• Total of NSF Checks - The total dollar amount of all NSF Checks entered on this customer.

• Sales PTD - This is the total of all A/R documents (invoices, credit and debit memos) during the current General Ledger period.  The document total is used in this calculation, not net sales.

• Sales YTD - This is the total of all A/R documents (invoices, credit and debit memos) during the current fiscal year.  The document total is used in this calculation, not net sales.

• Sales Total - This is the total of all A/R documents (invoices, credit and debit memos) for this customer.  The document total is used in this calculation, not net sales.

• Payments PTD - This is the total of all cash receipts from this customer for the current General Ledger period.

• Payments YTD - This is the total of all cash receipts from this customer for the current fiscal year.

• Payments Total - This is the total of all cash receipts ever received from this customer.

• Last Sale Date - This is the date of the last invoice created for this customer.

• Last Sale Amount - This is the total invoice amount of the last invoice created for this customer.

• Last Payment Date - Date of the last cash receipt from this customer.

• Last Payment Amount - The amount of the last cash receipt from this customer.

• Average Days To Pay - For the last 6 calendar months, the average number of days the customer took to pay invoices. Invoices are considered paid in full when the balance is zero. This is similar to the Average Days to pay report.

Example - If, in January, two invoices were paid - one was paid in 20 days and the other in 10 - when February rolled around, the average days to pay would be 15. You can quickly spot trends to determine if a customer is starting to have difficulty paying their bills.

AR Inquiry - Open Orders

The Open Orders tab lists all sales orders that have unshipped items. The Order number, order date, and order total are shown with a grand total of all open orders. If access has been granted to the Order Shipping Inquiry Screen, you can double-click on an order to view the details of the order.

AR Inquiry - Open RMAs

The Open RMAs tab lists all Open RMAs waiting to be received from the Customer. The RMA number, Order number, Issue Type, RMA Date, Expected date, Comments and RMA total are shown with a grand total of all open RMAs.

AR Inquiry - Deposits

This tab shows all unused deposits on sales orders for the customer. The user can double-click on an order to view the details of the order. If a deposit has been partially used, the details of the usage are also displayed.

Use the display drop down menu to choose which deposits to view. (Open, Partially Used, Complete, or All)

• Open -  Deposits that have not yet been used

• Partially Used - Deposits have been applied to at least one invoice, but there is still a balance on the deposit.

• Complete deposits - Deposits that have been completely used on invoices or been converted to un-applied cash. 

• All - Displays all deposits for the customer.

 Deposits do not display on the open transactions tab as they are not actually receivables. Deposits are considered liabilities on a balance sheet so they are kept separate. You do have the option of having deposits print on customer statements.  

AR Inquiry - Refunds

If a customer has been issued a refund there will be a refund tab that will appear for them in the customer account inquiry. The refund will be assigned a number by the system, by placing the cursor in this field you can get the refund detail to appear in the document balances table.  The date the refund is issued and scheduled to be paid will show in the refund table.  If there is a voucher or check number attached to the refund you will be able to drill down into those fields.

AR Inquiry - Recurring Invoices

If there are recurring invoices for a customer, they can be viewed on the Recurring Invoices tab. The usage of each one - showing the invoice number and the date of the transaction - is also shown with the Recurring Invoice entry.  Double click on the invoice number to drill down to the Invoice Query screen.

AR Inquiry - Notes

The Notes tab on the Customer Account inquiry screen is where you can place notes that will travel with this customer. This is the only function that can be changed from within a blue query screen. You will be able to see when they were created and from which department they originated. You can check the public box so that all may see them, however if the notes are only for you they will only show up when it is your user ID or the Enterprise user that is accessing the record. Certain reports will report the notes that are public.

AR Inquiry - Open Calls

The Open Calls tab displays any open Help Desk calls for the customer. If the user has access to the HLP menu and call screen they will be able to double-click on the Call number to open the Calls screen.

Note: If there are no open calls for the customer, the Open Calls tab is not displayed.