Task 27 - Customer Account Inquiry

The Customer inquiry function provides means to examine AR data at a glance or in detail on a specified customer's account.  The inquiry is capable of "drilling down" to the item level for specific transactions and re-printing the invoice.  Account activity can be sorted by document number, document type, division, date, ‘amplifying’ information, (‘Amplifying’ information could be PO #, Job #, Project #, etc) apply-to number, and age. Also, documents can now be applied and unapplied instead of having to go into Task 03 - Change apply-to #'s.

To examine a customer's account go to:

• Accounts Receivable (Module 2)
  • Customer Inquiry (Task 27)

The inquiry consists of three basic screens:

         1st screen, Customer Number:

• Enter the customer #, name, or an open document number.
• Set aging based on due date (F1) or document date (F2).

         2nd screen, Customer Information:

• F1 searches for a specific check # from that customer.
• Displays “Average Days to Pay”

         3rd screen, Transaction Detail:

• Enter Y on a transaction to see its underlying line item detail
• F2 to reprint a selected invoice
• F9 toggles an information box at the bottom of the screen.

The first screen is used to select a customer, and set the aging basis.  Selectable options on the screen include:  entering a customer number, using tab to search for a customer by name, or using the ENTER key to search by document number. Press the F1 key to age by due date for Cash Flow/Collections, press the F2 key to age by document date for Auditing.

The second screen displays basic account information for the selected customer and displays account balance (including Open Order totals and Average Days to Pay) information.  F-key selections allow the user to conduct an inquiry based on a customer's check number and provide access to accounting and sales department notes.  Selectable options on this screen include:

Y =    see the open transactions for the selected customer (see third screen below for further information)

F1 = payment inquiry – enter the check number and see the invoices which were applied against the check number

F2 = see acct dept notes,

F3 = see sales dept notes. 

F4 = monthly sales

(Access to the notes, so additional information can be recorded, is controlled by using the A/R - General parameter settings:  ACCT'MEMO and SALES'MEMO).

The third screen presents a list of open transactions; in the upper right-hand corner the system will display the total number of pages – and which page you are on – for the chosen customer. 

Note: when you first see the data, it may be in a manner you are unfamiliar with (normally in “Apply to” order).  See #3 below for explanation on the various ways the date can be displayed. 

Also Note: once a selection of how the data is to be displayed, the user’s terminal will retain the display.  Therefore, each terminal/user will hold the user’s preference in viewing the data.

1.  Individual invoice and credit memo documents, originated in Order Entry, can be "drilled down" (by invoking the “Order History Inquiry”) to the order detail and item level.  Use Y to select an open invoice/credit memo created in Order Entry and Editing for further information

·        Press Tab to see the line items for the selected invoice/credit memo

·        Press F2 to reprint the invoice (a printer selection screen will appear)

2.  Move through the various screens by using:  Ctrl T for next screen; Ctrl R for previous screen; Ctrl E for last screen; and Home for first screen.

3.  Press F9 to toggle the “Information Box”, located at the bottom of the screen, to allow the information to be presented in several different ways: 

• The “Legend Info” shows the six document types that will appear on the account
  • ​A = advance payment  
  • F = finance charge                            
  • C = credit memo      
  • I = invoice                                   
  • D = debit memo       
  • P = payment

• ​The “Options Info” allows the data to be shown in either: A = Apply to #, or R = Running Balance.

• The "Apply-to Info" allows a user to enter apply-to numbers without going in to Task - Change apply-to #'s. 

  • A = Apply: apply a document to another you'll select with (T)

  • T = To: Select the document you want the (A) to be applied to.

  • U = Unapply: Unapply a document. Sets apply-to # to zero.

  • For more information on changing apply-to #'s, see document "Task 03 - Changing Apply-To Numbers"

• The “Aging Info” shows prior and future month aging data.

• The “Document Info” gives detailed information on the document selected, such as batch #, check #, running balance, and ‘apply to #’.

• The “Sorting Info” features F-key selections that allow the information to be sorted by key columns such as: document #, document type, division, date, amplifying information, apply-to #, and age.