EditPurpose
To view invoices, credit information, and general customer information such as their phone number. Also to track payments.
EditLocations Used
Accounting
EditOverview
Each customer you do business with has a billing account in the database. You can view activity on that account via A/R Inquiry. This includes posted invoices, payment history, credit information, notes, and total sales.
To initiate a customer account receivables inquiry, make the menu selection
Accounting⇒Account Receivables⇒Customer A/R Inquiry from the navigation bar.
 Customer A/R Inquiry |
EditView An Account
To view a customer A/R account:
The input fields followed by an asterisk "*" are required. An inquiry cannot be done until a valid value is entered in each of these fields.
1. Customer #*: Enter the customer number. Or click on the Search icon to bring up the Customer Search window. Once you select a customer, the window will automatically be closed and the number entered into the input field.
2. From Date: If desired, enter a date here. You can either type in a value of mm/dd/yyyy or select from the calendar icon.
3. Click on the GO button. If a date was entered, the inquiry will return all invoices that were posted for this customer from the date entered up to the present.
 Customer A/R Inquiry Results |
The following information will be displayed for the customer:
a. Customer Information: This section displays the customer's contact information.
b. "General" Tab: This tab displays the most recent payment information. You also have the option to choose what invoices to display, either open or all. By default, only open invoices are displayed.
c. "Notes" Tab: This tab displays any notes regarding the invoices that were posted to the customer's account.
d. "Payments" Tab: This tab displays a list of payments made to this customer's account.
e. "Payment Details" Tab: If you select a register number under the "Payments" tab, the "Payment Details" tab will update to display details regarding the selected payment.
EditView An Invoice
To view a specific invoice for the customer, simply click on the invoice number (under the "Reference" column) on the Customer A/R Inquiry page.
EditInvoice Notes
For each invoice listed under the "General" Tab, there is a note icon through which you can add, view, edit, or delete notes for an invoice. The icon will be different, depending on whether or not notes exist for the invoice.
To add or view notes for an invoice, click on the notes icon on the Customer A/R Inquiry page for the particular invoice. The Add Note window will appear:
 Invoice Notes |
a. If notes exist for the invoice, they will be listed at the bottom portion of the window.
b. To add a new note, enter text in the Note text box, then click on the SAVE button. The list at the bottom portion of the window will be updated to display the new note.
c. To edit an existing note, click on the Edit link for that specific note. The Note text box will be updated to display the note. From here, you can modify the note as needed. Click on the SAVE button to save the modified note.
d. To delete an existing note, click on the edit link for that specific note. The Note text box will be updated to display the note. Click on theDELETE button to remove the note for the invoice.
EditProcess a Credit Card Payment
To process a credit card payment, simply click on the payment icon for the invoice that a payment is being made for. The Process Payment window will appear. To process cash receipts payments, refer to the section "Account Receivables: Cash Receipts Entry".
 Invoice Notes |
a. Card Name - Enter the name on the credit card used to make a payment.
b. Card Number - Enter the credit card number as it appears on the card.
c. Card Type - Select the type of credit card being used for payment.
d. Expiration Date - Select the month and year for the card's expiration date.
e. Zip Code - As verification, enter the zip code for the credit card's billing address.
f. Click on the PROCESS button to process the credit card payment. Click on the CANCEL button to discard any payment information that was entered.