The Inquiry tool allows you to quickly and easily look up information that exists in your Sage 300cloud system. You do this by opening a query, which displays information in a results table (the type of information is determined by the query you choose). You then use filters and other controls to refine what and how information is displayed in the results table. From the results table, you can drill down to source transactions and other records. You can also export data from the results table to a Microsoft Excel file.
Many standard queries are available, which allow you to find various types of information. For example, General Ledger Transactions, Inventory Items, Order Entry Invoices, and more.
In addition to using standard queries, you can create custom queries by changing an existing query and then saving your version as a custom query. When saving a custom query, you can specify whether it is private (available only to you) or public (available to all users).
Note: If your Sage 300 system uses security, you must have Sage 300 ERP Inquiry security authorization to use the Inquiry tool.
Special Queries for Accounts Receivable
There are some special queries available that you can use to look up Accounts Receivable documents:
- A/R Documents. Look up all types of posted and pending transactions for customers.
- A/R Customer Adjustments. Look up posted adjustments (including adjustments from write-off batches), along with the documents they adjusted.
- A/R Customer Documents. Look up posted invoices, credit notes, debit notes, interest charges, receipts (including unapplied cash, prepayments, and miscellaneous receipts), and refunds.
- A/R Customer Receipts. Look up posted receipts for payments, including information about the documents to which each receipt was applied.
- A/R Customer Refunds. Look up posted refunds, including information about the documents that were refunded.
These A/R queries are special in several ways:
- You cannot create custom queries from them.
- You do not open them from the main Inquiry tool. Instead, you open them from the following places:
- Navigation menu. You can open the A/R Documents query from Accounts Receivable > A/R Transactions > Document Inquiry, and the A/R Customer Documents query from Accounts Receivable > A/R Customers > Customer Inquiry.
- A/R Customers screen. Customer queries are available from the Inquiry list on this screen.
Note: By default, these queries find documents for the customer whose record is open in the A/R Customers screen.
- Other screens. Some fields include an Inquiry option on the menu beside the field (for example, the Customer Number field on the A/R Invoice Entry screen).
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They work differently than the queries in the main Inquiry tool.
After opening one of the A/R queries, no results are initially displayed. You must first specify search criteria (filters) and then click Apply. The tool displays matching results.
Note: In a multicurrency system, you can specify whether to show amounts in the functional currency or in the customer's currency.
When some results are displayed, you can see more information related to a specific transaction by selecting the transaction in the main table (for some of these queries, information related to the selected transaction is displayed in other tables), or by drilling down to source transactions.
The query you choose determines the default state of search criteria. However, once you've opened the query, you can change search criteria, as long as your changes are consistent with the type of information that the query is designed to find.
For example, the A/R Documents query is limited to finding A/R documents. By default, search criteria for this query are set up to find all A/R documents for a single customer. You can change the search criteria to find A/R documents based on any combination of customer numbers, document types, fully paid status, and national accounts. But you cannot use this query to find O/E documents.