Invoice Query

Owned by Stephen Juliano (Unlicensed)
Last updated: Jun 23, 2022 by Colleen Juliano
3 min read

Table of Contents

Overview

The Invoice Inquiry screen is used to view invoices. The only information that can be changed on this screen is the notes on the Notes Tab. Invoices can also be printed from this screen by clicking on the Print Invoice icon on the toolbar. The user’s user group must have access to the print invoices function to be able to print from this screen.

Detail

To view an Invoice

  1. Go to AR > AR Inquiry > Invoice Query.

  2. Enter the number of the invoice to be viewed.

  3. Press enter.

Finding an invoice when you don’t know the number

Use the Invoice Query screen to find invoices by criteria other than the invoice number. Any of the white entry fields on the screen can be used to search for invoices.

  1. Go to AR > AR Inquiry > Invoice Query.

  2. Enter the search criteria in the appropriate fields

  3. Click on the Enter/Execute Query on the toolbar or press F8.

  4. Any invoices matching your criteria will be displayed one at a time. Use the blue scroll arrows or the arrows on your keyboard to navigate through the invoices until the right invoice is located.

 Search Capable fields

  • Invoice Number (Main tab)

  • Date (Main tab)

  • Customer (Main tab)

  • Customer PO (Misc tab)

  • Terms (Main tab)

  • AR Account (Main tab)

  • Tax Authority (Main tab)

  • Order # (Main tab)

  • Project Number (Main tab)

  • Taker ID (Misc tab)

  • Salesperson (Misc tab)

  • Bill To (Misc tab)

  • Ship To (Misc tab)

Invoice Inquiry – Profit tab

On the invoice inquiry screen you can get a mini-profit analysis of the order by going to the profit tab. Line item amounts and costs; margin amounts and percent; and if there was any shipping and tax included - all show in this little screen.  If there is a problem on your job commissions this is the place to look for answers.

Miscellaneous Tab

The miscellaneous tab will show any Comments that are on the order, the Ship To and Bill To addresses, the User ID that created the invoice, Branch (if turned on), Taker ID, Salesperson, Customer PO, and any flex fields from the order.

AR Inquiry – Notes

The Notes tab on the Invoice inquiry screen is where you can place notes that will travel with this invoice. 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.Â