Viewing the A/R Collection Queue

Use the A/R Collection Queue to select and list customers with past due balances. You can also view invoices and payments for a specific customer, view customer notes, schedule followup actions, edit customer files, and change credit customer statuses. To ensure that you have updated the ENTITY file, which supplies information to the A/R Collection Queue, you should refresh this file by running the A/R Collection Queue Driver on a regular basis, such as once a week. For more information, see Locating Customers with Past Due Balances.

If you change the A/R aging method using the A/R Aging Method control maintenance record, you need to re-run the A/R Collection Queue Driver and re-display the A/R Collection Queue to see the changes.

To view the A/R collection queue:

From the A/R menu, select A/R Collection Queue to display the A/R Collection Queue screen.
In the Br/Tr/All field, enter the branch, branches, or territories for which you want to display in the queue.
In the Max Collection Days field, enter a customer's name to displays only those customers with a particular number of collection days allowed assigned to them. Leave the field blank to display all customers.

Note: Collection days allowed are assigned in the Max Collection Days field on the Additional Customer Credit Data screen in Customer Maintenance. For more information, see Entering Additional Customer Credit Data.

In the Credit Manager field, enter a credit manager's name to display customers assigned to a specific credit manager. Leave the field blank to display all customers.

In the With % Credit Limit field, enter a percentage to displays only those customers who have credit balances greater than that percentage of their credit limit. For example, enter 90 to display the customers with credit balances that represent at least 90% of their credit limit. Leave this field blank to display all customers.

In the Inside Sales field, enter an inside salesperson's user ID to display only customers assigned to a specific salesperson. Leave the field blank to display all customers.

In the With % Past Due Credit field, enter a percentage to displays only those customers for whom a certain percentage of their credit balance is past due.

The system looks at the settings in this field and then compares this information to the customer's past due balances as determined by the parameters you entered in the PastDue Limit and Days fields on the Credit Control Parameters screen in Customer Maintenance.

Based on the percentage you enter, the system displays only those customers who have past due amounts that are within the percentage range. For example, if a customer has a credit limit of $100, and they have a past due amount of $87.48, then if you enter:

87 in the With % Past Due Credit field, then the queue displays this customer.
88 in the With % Past Due Credit field, then the queue does not display this customer.

For more information on past due balances, see Defining Payment Terms and Credit Control Parameters.

Note: The information in the PastDue Limit and Days fields might result in a past due credit balance that is different than the amount in the Past Due Bal column on the A/R Collection Queue screen. The Past Due Bal column amount is based on the A/R aging bucket amounts. Keep in mind that each line item that displays is based on a variety of parameters, as determined by your other entries on this screen, and not just the amount that a customer is past due.

In the Outside Sales field, enter an outside salesperson's user ID to display only those customers assigned to a specific outside salesperson. Leave the field blank to display all customers.

In the Aging field, do one of the following to determine which customers to display in the queue:
Press F10 and select an aging or invoice date bucket – Displays those customers who have credit balances within that aging or invoice date bucket. If you are using a due date based aging method, the columns in the Aging view reflect the aging buckets as assigned in the A/R Aging Method control maintenance record.
Press Enter to select All – Displays all customers, regardless whether they have credit balances in a particular aging or invoice bucket.

In the A/R Terms Code field, enter a customer's terms code to displays only those customers with that terms code assigned to them. Leave the field blank to display all customers.

Note: Terms codes are assigned using the Terms Code field on the Credit Control Parameters screen in Customer Maintenance. For more information, see Defining Payment Terms and Credit Control Parameters.

In the Type field, press F10 and select one of the following to determine which customers to display in the queue:

No Call Logged – Displays only those customers for whom a followup call has not been scheduled on the current or future date.
Followup – Displays only those customers for whom a followup call has been scheduled on the current or future date.
Press Enter to select All – Displays all customers, regardless whether a followup call has been scheduled.

Note: For more information, see Logging Collection Calls.

In the Customer field, enter a customer's name to displays collection items for only that customer. Leave the field blank to display all customers.

In the Start field, enter a date to display customers who have a next call date scheduled after that date. Leave the field blank to display all customers.

In the End field, enter a date to displays customers who have a next call date scheduled before that date. Leave the field blank to display all customers.

Note: To display customers who do not have a next call date scheduled, leave both the Start and End fields blank. For more information on next call dates, see Logging Collection Calls.

Press Enter to start the search. The system displays the following information:

Column	Description
Br	(View Only) Displays the branch to which the customer is assigned.
Customer	(View Only) Displays the name of the customer whose A/R information is included in the queue.
P	Use the Print hot key to determine the method by which the collection information is delivered to the customer: Note: You must select the collection item that you want to fax or print before you use the Print hot key. F – Faxes the information to the customer. If you enter F in this column and then use the Print hot key, the system displays the Fax Memo screen so that you can review or edit the faxing parameters that the system uses. Any changes you make at this time will not override the standard Fax Memo settings. For more information, see Sending Faxes. Note: To select multiple customers to fax invoices for, use the Set Print Flag hot key. P – Prints the information so that it can be mailed to the customer. If you enter P in this column and then use the Print hot key, the system displays a prompt to confirm sending the information to your Hold file. For more information, see Viewing Reports on the Spooler. N – Neither faxes nor prints the information.
Total A/R	(View Only) Displays the customer's total accounts receivable balance.
Credit Avail	(View Only) Displays the customer's available credit.
Past Due Bal	(View Only) Displays the customer's past due balance based on the 31-60, 61-90, 91-120, and Over 120 aging buckets from the A/R Inquiry screen. The displayed amount is the sum of the selected aging bucket, based on your setting in the Aging field, plus all older aging buckets. This amount does not include the amount in the Current aging bucket.

Note: This is the default view. For additional views, use the Chng View hot key.

Use the following hot keys as necessary:

Hot Key	Function
Sort	Changes the sort order of the information on the A/R Collection Queue screen. This hot key is dynamic in that it displays different information depending on which view you have selected. Credit/Past Due View: Total A/R – Sorts the entries by total A/R balance, with the customer having the largest total A/R balance listed first. Past Due Balance – Sorts the entries by past due balance, with the customer having the larges past due balance listed first. Customer Name – Sorts the entries alphabetically by customer name. Aging View: Total A/R – Sorts the entries by total A/R balance, with the customer having the largest total A/R balance listed first. Aging Buckets – Sorts the entries by the selected aging bucket. Customer Name – Sorts the entries alphabetically by customer name. Credit Limit View: Total A/R – Sorts the entries by total A/R balance, with the customer having the largest total A/R balance listed first. % Credit Limit – Sorts the entries by the percent of credit limit that has been used. Customer Name – Sorts the entries alphabetically by customer name. Note: For more information on the views available on this screen see, Changing Collections Queue Column Views.
A/R Inq	Displays the A/R Inquiry screen for the customer on which the cursor is positioned. For more information, see Viewing Customer A/R Information.
Ledger	Displays the A/R Ledger screen for the customer on which the cursor is positioned. For more information, see Viewing Customer A/R Transactions.
Log Call	Displays the A/R Collection Log Call screen, where you can log a call, or other collection action, as well as schedule a Next Call date. For more information, see Logging Collection Calls.
EIS	If you are enabled for the Eclipse Information Systems graphics companion product, this hot key prompts you to select a sales period to graph, and then displays the information on the A/R Collection Queue screen in a graphical format. For more information, see Eclipse Information System Overview (EIS).
Notes	Displays the Call Tracking Entry screen, where you can enter a tracker for the customer on which the cursor is positioned. For more information, see Creating Trackers.
Add'l Inq	Displays the Additional A/R Inquiries screen, which lists additional screens that you can select to make inquiries about your A/R accounts.
Credit Ctrl	Displays the Credit Control Parameters screen, where you can view or update a customer's credit information. For more information, see Customer Maintenance Overview.
Hold	Sends the collection queue to the Hold file.
Chng View	Changes the way the customer's credit information displays. Select from one of the following: Credit/Past Due – Displays the customers Total A/R amount, Credit Available, and Past Due balance. This is the default. Aging – Displays the customer's balances for Total A/R amount, and the standard aging buckets of 31-60 Days, 61-90 Days, 91-120 Days, and Over 120 Days. Credit Limit – Displays the customer's balances for Total A/R amount, Available Credit, Credit Limit, and the percentage of the Credit Limit that has been used. Note: For more information on the views available on this screen see, Changing Collections Queue Column Views.
Activity Log	Displays the Customer Activity Log Tracker Viewing screen, where you can enter information about the customer and any activity that transpired. For more information, see Opening Trackers.
Set Print Flag	Moves the cursor to the P column, where you can change the print status to Fax for a range of customers.
Print	Prints or faxes information to the customer, based on the information given in the P field. If any customers are flagged F for faxes, the user is prompted to enter a memo for the cover page of the invoices.
A/R Sum	Displays the A/R summary information, which includes the whole credit picture for both the bill-to and ship-to customers. From the A/R summary, you can drill down further into bill-to or ship-to customer A/R inquiry information.