You can control the order in which open documents appear in selection lists when you are applying receipts in Receipt Entry. (Open documents are invoices and debit notes that are not yet paid or credit notes that have not been applied.)
By default, open documents are displayed by document number. To change the order, select your choice for Default Order Of Open Documents on the Transactions tab of the A/R Options screen.
You can choose to display open documents for each customer account by:
- Document Number. Documents are listed by document number, beginning with the lowest document number for each transaction type.
You can use the Numbering tab to assign document prefixes that will list documents in the order you prefer. For more information, see About Document Numbers for Invoices, Debit Notes, and Credit Notes.
ExampleTo see open invoices first, use an invoice prefix that will come first in alphabetical and ASCII order. The following table shows prefixes that will list invoices first, followed by interest invoices, credit notes, debit notes, prepayments, unapplied cash, and adjustments.
Sample Document Prefixes Prefix Document Type IN Invoice INT Interest invoice NCR Credit note NDR Debit note PP Prepayment UC Unapplied cash XADJ Adjustment - Purchase Order Number. Documents that contain the same purchase order number are listed together, beginning with the lowest purchase order number and the earliest document number.
- Due Date. Invoices, credit notes, and debit notes are listed by their due dates, beginning with the document with the oldest (earliest) due date.
- Order Number. Documents are listed by the order numbers entered with the invoices, credit notes, and debit notes, beginning with the lowest order number.
- Document Date. Documents are listed by document date, beginning with the oldest date.
- Current Balance. Documents are listed by outstanding balance, beginning with the smallest amount.