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, use the Default Order Of Open Documents option 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.
Assign document prefixes that will list documents in the order you prefer. For example, to see open invoices first, use an invoice prefix that will come first in alphabetical and ASCII order.
The following prefixes 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.