A/R Customer Inquiry Screen

Some of the transactions shown on this tab are:

• Current-year and previous-year account activity for a selected customer.

  Account activity includes the current balance, the last statement balance, the number of outstanding invoices, the amount of the last-posted invoice, outstanding retainage, and so on.

• The number and amount of all transactions processed for the customer in the year and period you select.
• Total days to pay and average days to pay figures for the account and period.

To find out about looking up activity and period statistics using this tab, see Looking Up Account Activity or Period Statistics for a Customer.

In addition to the mailing address, this tab shows:

• Primary telephone and fax numbers.
• Primary e-mail address
• The name, telephone number, fax number, and e-mail address of the customer contact person.
• A Web URL for the customer, if the customer has a Web site.

You use the Adjustments tab to:

• Specify whether to list adjustments by adjustment number or by (adjusted) document number, in ascending or descending order.
• Drill down to view a selected adjustment in the A/R Adjustment Entry screen. (Double-click the adjustment number in the Adjustment No. column.)
• Display complete document history for an adjusted document in the Document Inquiry screen. (Double-click the document number in the Document No. column.)

In a multicurrency system, you can specify whether to show the document amounts, due amounts, and taxes in the customer currency or in the source currency.

You can use this tab to check:

• The balance outstanding in Accounts Receivable for the customer and the national account (if the customer is a member of a national account).
• Balances pending for the customer in Accounts Receivable, Order Entry, or third-party programs that integrate with Accounts Receivable, if credit-check options include transactions pending in those programs.
• Retainage outstanding for the customer, if you use retainage accounting in Accounts Receivable.
• The amount of credit remaining (or exceeded) and any overdue balance that exceeds the threshold specified for the customer, depending on the credit warning options specified in the customer record and the national account record (if the customer is a member of a national account).
• Outstanding transaction balances, aged according to the periods you specify.
• The number of open invoices, the total invoices paid to date, and the total and average number of days to pay them.

You can:

• Age transactions by their:
  • Due date. Current transactions are those with due dates that are later than the Age As Of date. The first period starts with one day past the due date.
  • Document date. The first period includes transactions with document dates that are earlier than the Age As Of date. Current transactions are those with the same or later date than the Age As Of date.
• Specify the date as of which you want to age transaction balances (such as by today's date or the last statement or billing date).
• Specify a cutoff date, so you can include or exclude transactions that are more recent than the "As Of" date.
• Specify whether to age amounts from prepayments that have not been applied to specific documents, or include them all in the current period.

The Documents tab includes three information tables:

• The top table lists all documents posted for the customer.
• The middle table displays distribution details for a document you select in the top table.
• The bottom table displays all the transactions that have been applied to the document you select in the top table.

The following types of transaction do not appear on this tab:

• Apply Document transactions appear on the Receipts tab.
• Adjustments appear on the Adjustments tab.
• Transactions that are not yet posted are listed on the Pending tab.

When using the Documents tab, you can:

• Filter the list by document type.
• Specify the order in which to list documents, and the number, date, or balance with which to start the list of documents.
• Display amounts in your company's functional currency or in the customer's currency.
• Choose whether to show fully paid documents.
• Choose whether to show amounts from pending transactions that will be applied to documents when they are posted.
• Drill down to view a selected document on the original Accounts Receivable entry screen.
• Open the Document Inquiry screen to view complete document history for the specified document.

Note: If you change any display options on this tab, click the Go button to update the list of documents. If you want to display recent changes that you or other users enter, click the Refresh button at any time.

Use the IC Contract Pricing tab to:

• View a list of the items and item categories from pricing contracts that are set up for the customer in Inventory Control. The tab displays one line of pricing information for each item or category.
• Change the order of the listed items and categories.
• Drill down from an item number on the tab to the item record in Inventory Control. (You double-click the item number to open the I/C Item record.)

This tab lists invoices, debit notes, and credit notes on two information tables, as follows:

• The first table includes one line of summary information for each invoice posted in Order Entry.
• The second table includes one line of summary information for each debit note or credit note posted in Order Entry.

Use the OE Invoices tab to:

• Choose whether to display invoices or debit notes and credit notes that have been processed by Inventory Control Day End Processing. (Select the Show Day End-Processed Transactions option to include these transactions.)
• Change the order that invoices or debit notes and credit notes are listed on the tab.
• Double-click an invoice number, debit note number, or credit note number to open the Document Inquiry screen, where you can view additional details for the invoice, debit note, or credit note.
• Double-click an order number to view the original order in the O/E Order Entry screen.
• Double-click a shipment number to view the shipment on the O/E Shipment Entry screen.
• Double-click an item number to view the item record in Inventory Control.
• View amounts in the functional currency or in the customer's currency, in multicurrency ledgers.

This tab lists orders and shipments on two information tables, as follows:

• The top table lists O/E orders processed for the customer, using one line of summary information for each order. More...

  Each line includes the following information for an order:

  • Order number. (You double-click the order number if you want to drill down to view the order in Order Entry.)
  • Order type.
  • On hold status.
  • Description entered with the order.
  • Reference entered with the order (if any).
  • Amount of the order.
  • Date of the order.
  • PO number (if any).
  • Location from which the order is to be shipped.
  • Comment entered with the order (if any).
• The second table lists O/E shipments processed for the customer, using one line of summary information for each shipment. More...

  Each line includes the following information for a shipment:

  • Shipment number. (You double-click the shipment number if you want to drill down to view the shipment in Order Entry.)
  • Whether the shipment has been invoiced.
  • Description entered with the shipment.
  • Reference entered with the shipment (if any).
  • Amount of the shipment.
  • Date of the shipment, and the date the shipment was posted.
  • PO number (if any).
  • Location from which the order was shipped.
  • The customer's territory code.
  • Shipping details, including the FOB point, ship-to location, and ship via information.
  • Comment entered for the shipment (if any).

Use the OE Orders tab to:

• View a summary of the orders and shipments entered for a selected customer in Order Entry.
• Filter the list of orders by type, or list all orders.
• Drill down from a selected order to view the information that was entered with the order in O/E Order Entry. (Double-click an order number in the Order Number column to display the order in O/E Order Entry.)
• Drill down from a selected shipment to view the information that was entered with the shipment in O/E Shipment Entry. (Double-click a shipment number in the Shipment Number column to display the shipment in O/E Shipment Entry.)
• Choose whether to display orders that are on hold. (Select Show On-Hold Orders to include them in the list.)
• Choose whether to display shipments that have been invoiced. (Select Show Invoiced Shipments to include them.)
• List orders and shipments in ascending or descending order.
• View amounts in the functional currency or in the customer's currency, in multicurrency ledgers.

The OE Sales tab includes two information tables, as follows:

• The top table lists all the items sold to a selected customer and invoiced through Order Entry.

  The program displays one line for each item and period, including the year and period that the item was last sold, the quantity and the number of invoices (Sales Count) on which sales of the item were recorded, the sales amount and the cost of sales, as well as the number and sales amount for any returns.

  To see a list of the Order Entry invoices on which the items were included, you select the item line in the top table.

• The second table displays the list of sales invoices for the item and period line you select in the top table. (The Sales Count column in the top table indicates the number of invoices that will appear in the list.)

The program includes one line of summary information for each invoice.

Use the OE Sales tab to:

• View sales history for items sold to a selected customer, including a detailed transaction history for each item.
• Change the order of items displayed on the list.
• View amounts in the functional currency or in the customer's currency, in multicurrency ledgers.
• Double-click a transaction number to open the Document Inquiry screen, where you can view additional details for the transaction or drill down to the original entry screen in Order Entry.
• Double-click an order number to view the order on the O/E Order Entry screen.
• Double-click a shipment number to view the shipment on the O/E Shipment Entry screen.
• Double-click an item number to view the item record in Inventory Control.

The tab includes two information tables, as follows:

• The top table lists transactions pending for a selected customer, displaying one line of summary information for each transaction. To see the distribution details for a particular transaction, you select the transaction line in the top table.

  Summary information can include header information, document totals, taxes, and retainage amounts from transactions, and the batch status of the batches that contain the transactions.

• The second table displays the distribution details for a single transaction you select in the top table.

Use the Pending tab to:

• View a list of transactions pending for a customer in Accounts Receivable.
• View the distribution details for a selected pending transaction.
• Filter the list to include only certain types of transactions, so that you can quickly find a particular transaction.
• Specify a sort order for the list of pending documents.
• Display amounts in your functional currency or in the customer's currency, if you have a multicurrency ledger.
• Drill down to an Accounts Receivable transaction entry screen, where you can view the information that will be posted for a selected transaction.

  To drill down to a transaction-entry screen, in the top table, double-click in the Document No. column for the transaction you want to view.

  Note: If you drill down to a transaction that is pending in an open batch—and you have security authorization to edit the particular type of transaction—you can edit or delete the transaction.

• If your company uses Sage 300 Order Entry, drill down from a shipment number or an order number to view the shipment or the order in the originating Order Entry transaction screen.
• Open the Document Inquiry screen to view detailed information for a document to which the pending document applies.

This tab displays the customer's:

• Short name, group code, territory, on hold and inactive statuses, start date and date the customer record was last maintained (from the Address tab on the Customers screen).

  If the customer is a member of a national account, the program displays the national account code and description right below the customer number and description, at the top of the Customer Inquiry screen.

• Account set, account type, terms code, billing cycle, interest profile, payment code, delivery method, and check language (from the Processing tab in the customer record).

  Also, if your Accounts Receivable system is multicurrency, the exchange rate type appears on the Profile tab. The program displays the customer's currency in the top right corner of the Customer Inquiry screen.

• Price list, customer type, inventory location, shipping information, and retainage information (from the Invoicing tab on the Customers screen).

  Shipping information includes the primary ship-to code, FOB point, ship via code, and options to allow partial shipments, allow Web store shopping, and allow backorder quantities.

  If you use retainage accounting in Accounts Receivable, the Profile tab displays the retainage percentage, retention period, and retainage terms from the Invoicing tab in the customer record.

The Receipts tab includes two display tables:

• The top table on the tab lists the receipts posted for the customer. It provides one line of summary information for each receipt, including information from Bank Services about when the receipt cleared the bank, and whether it was returned.

  In multicurrency ledgers, for customer's that use a different currency than your functional currency, the tab shows receipt amounts in the customer currency or in the functional currency, as you specify. It also shows receipt amounts in the bank currency. If the customer paid in another (third) currency, the tab also shows exchange information for that currency in the Tax Reporting columns.

• The second table displays a list of transactions applied to a receipt selected in the top table. Accounts Receivable displays one line of information for each applied transaction.

Use the Receipts tab to:

• View a list of receipts that have been posted to a customer's account.
• View a list of transactions to which a selected receipt has been applied.

  You select the receipt in the top table, then view the applied documents in the second table on the tab.

• Filter the list to include only receipts that have a certain status, so that you can easily find those that have been cleared or returned by the bank, or those that remain outstanding.
• List the receipts in order of receipt date or check /receipt number, and display the list in ascending or descending order.
• Display amounts in your functional currency or in the customer's currency, if you have a multicurrency ledger.
• Drill down to a selected receipt on the A/R Receipt Entry screen, where you can view all the information entered for the receipt, or even print a copy of the receipt.

  To drill down to the A/R Receipt Entry screen, in the top table, double-click in the Check/Receipt No. column for the receipt you want to display.

• Open the Document Inquiry screen to view detailed information for a document to which the receipt was applied.

The Recur. Charges tab includes two information tables that you use as follows:

• The top table lists all the recurring charges for a selected customer, using one line for each recurring charge.

  You use the top table to review header information, estimated taxes, totals, and statistics from recurring charge records.

  To see the distribution details for a particular recurring charge, you select the line in the top table.

• The second table displays all the details for a single recurring charge that you select in the top table.

Use the Recur. Charges tab to:

• View on a single tab all the setup information for a customer's recurring charges.
• Change the order of the listed recurring charges.
• Drill down to an order in Order Entry, if the recurring charge record includes an Order Entry order number. (On the top table, double-click the order number.)
• Open a recurring charge setup record for editing or viewing. (On the top table, double-click the particular recurring charge code.)
• View optional fields assigned to the recurring charge code. (On the top table, double-click in the Optional Fields column for the recurring charge.)
• View optional fields assigned to any detail of a recurring charge. (On the second table, double-click in the Optional Fields column for the recurring charge.)

The tab includes two information tables that you use as follows:

• The top table lists all the refunds for the customer, displaying one line of summary information for each refund.

  You use the top table to review header information, optional fields, exchange rates, and totals for refunds, and, if a refund was by check, whether the check has cleared the bank.

  To see the transactions to which a selected refund applies, you select the refund line in the top table.

• The second table displays all the transactions for a refund selected in the top table.

Use the Refunds tab to:

• List refunds in ascending or descending order.
• Specify a check number to begin the list, or display all refunds posted to the customer's account.
• View amounts in the functional currency or in the customer's currency, in multicurrency ledgers. When displaying amounts in the functional currency, if the customer's currency is different from your functional currency, you can see the exchange rates used to convert transactions.
• Drill down to view refunds on the A/R Refund Entry screen.

  To drill down to the A/R Refund Entry screen, select the refund line on the table, and then click the Batch/Entry No. column heading.

• Open the Document Inquiry screen to view document history for a particular refund or applied document.

  To display document history for a particular refund, either double-click the refund document number, or select the line on the table, and then click the Inquiry button.

Use this tab to:

• Easily identify the primary ship-to location for a customer. (If a ship-to location has been marked as the primary ship-to location, its code and description appear in the Primary Ship-To fields at the top of the tab.)
• Change the order of the listed ship-to locations.
• View information for all of the customer's ship-to locations on a single tab, including the ship-to address and contact information, as well as the price list tax group, inventory location, FOB point and shipping instructions used for each location.
• Open a ship-to location record for editing. (To open a ship-to location record, double-click the ship-to location line on the Ship-To tab.)
• View any optional fields assigned to a ship-to location. (Double-click in the Optional Fields column for the ship-to location to display the optional fields in a separate screen.)

The tab displays the following information:

• The customer's tax group.  
• For each tax authority in the tax group, the customer's tax status and tax registration number.
• Salesperson information, including the sales percentage for each salesperson.
• Credit bureau information for the customer.
• The customer's credit limit and the extent to which transactions for the customer can be overdue before triggering credit warnings. (You view the customer's current credit status on the adjacent Credit Status tab.)

You cannot change any information on this tab.

If you need to change the customer's tax information, sales split, credit bureau information, or credit warnings, click the Drilldown button beside the Customer No. field to open the customer record for editing. (Note that you need Customer Maintenance security authorization to edit customer records.)