Viewing Customer Receivable Information

Use the A/R Inquiry window to view information about a customer, for example, the amount of money the customer owes, how many sales have been made to the customer, and the customer's available credit limit. This information is available in real-time, based on the as-of date, which determines the data provided for all aging information, balances, and transaction amounts.

Note: If you are using Progress Billing, the billing generations display, but do not affect the totals or balances.

To view customer receivable information:

1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window.

2. In the Customer field, enter the name of the customer for which to display accounts receivable information.

If multiple customers match your entry, a list of matching customers displays from which to select. Parent customers are indicated in the customer short description.

3. To view transactions and aging information as of a date prior to today's date, in the As of field, enter that date.

Note: The system displays the account type next to As of Date field to identify the account as a job account, ship-to account, bill-to account, or both a ship-to and bill-to account.

4. Review the Account Information area, as needed.

   Field	Description
   Start	The date the customer account was opened.
   As of	The date that determines what transactions to list and the aging of all account balances displayed.
   Contact/Phone	The first two contacts and associated phone numbers from the Customer/Phone field in the Customer Maintenance window.
   Future	The part of the customer's balance that is due.
   Current	The part of the customer's balance that you have billed and that is due in the current period.
   31-60	The part of the customer's balance that is between 31 and 60 days overdue.
   61-90	The part of the customer's balance that is between 61 and 90 days overdue.
   91-120	The part of the customer's balance that is between 91 and 120 days overdue.
   Over 120	The part of the customer's balance that is over 120 days overdue.
   Total	The total balance due from the customer. Note: If you are using Progress Billing, the billing generations display, but do not affect the totals or balances.
   Deposits	The total of all deposits made by the customer against open orders.
   Orders	The dollar value of material that has been ordered but not yet shipped to the customer.
   MTD Sales	The customer's month-to-date sales total.
   YTD Sales	The customer's year-to-date sales total.
   6 Month Avg/12 Month Avg	The average balance due from the customer over the six or twelve months before the last running of the Credit Statistics Calculation program (A/R > Utilities > Credit Statistics Calculations). To view the 12-month average, from the Options menu, select 12 Month View.
   6-Month High/12 Month High	The highest total balance due from the customer over the six or twelve months before the last running of the Credit Statistics Calculation program. To view the 12-month high, from the Options menu, select 12 Month View.
   Payment Days	The average of the number of weighted days to pay since the last time the customer had a zero balance. This number is based on data from the previous six months, and is calculated when the Credit Statistics Calculation program is run. For example, if the transaction includes three cash receipts for an invoice of $400, the receipts might be laid out as follows: $100 is paid seven days from the invoice date $200 is paid 14 days from the invoice date $100 is paid 21 days from the invoice date The formula for calculating the average days to pay for all three invoices works as follows: [(100 x 7) + (200 x 14) + (100 x 21)] / 400 = 14 days. Note:Cash receipts entered after the As of Date are excluded from the payment date calculation.
   Last Sale	The date of the last sale to the customer and the amount of that sale.
   Most Recent Payment	The date of the customer's last payment and the amount of the customer's last payment. Note: This payment amount only reflects actual cash receipts, not zero dollar cash receipts that you enter to adjust an account.
   Previous Payment	The date of the payment made before the last payment and the amount of that payment.
   Service Charges Billed/Paid/ Written Off	Amount of service charges applied or paid to the account. This includes open and fully-paid service charges invoices. Shows only the services charges created for the last 6 or 12 month period, depending on the 6/12 Month View selection from the Options menu.
   	If the As of Date field remains blank, the system uses the fiscal year-to-date (YTD) information for service charges, billed, and paid amounts (Service Charges Billed/Paid field). If a date is entered in the As of Date field, the system displays the fiscal YTD information as of the date entered.
   	Write off amounts include all the write-offs made against the billed service charges of the last 6/12months depending on the 6/12 Month View selection from the Options menu.
   	For example, you set your fiscal year to begin January 1 (fiscal year is the calendar year). If you enter 5/31/2013, the system displays service charges billed/paid from January 1 through May 31, 2013.
   Past Due Limit	Displays the limit defined on the Credit Limittab in Credit Control Parameters of Customer Maintenance.
   Bal. Past Due	Displays the calculated past due amount taking into consideration all credits and deposits.
   Discounts Taken YTD / Last Year	The amount of any discounts the customer has received so far this fiscal year and the amount of any discounts the customer received in total for the last fiscal year. The Discounts Taken Last Year field always displays the total discounts take for the last year regardless of the as of date. For example, you set your fiscal year to begin January 1 (fiscal year is the calendar year). If you enter 05/31/2013, the system displays Discounts Take YTD as discounts taken from 01/01/2013 through 05/31/2013. However, the Discounts Taken Last Year field displays discounts taken from 01/01/2012 through 12/31/2012.
   Total Discount Available	The amount of the discount available to the customer if they pay future balances on or before the due date.
   Balance after Discount	The amount of payment due if the customer pays off future balances on or before the due date and the system applies the discount.
   Percent of Sales Returned	The system calculates this percentage based on sales dollars. Total Returns / (Total Returns + Total Sales) If you leave the As of date field blank, then system uses all the amounts divided by the number of returns for in the current fiscal year. If the As of date field is populated, then the system uses the sum of all the amounts divided by the number of returns for the month listed in the As of date field. Use the SOE Return/ Credit Default Parameterscontrol maintenance record to determine a return, the system adjusts this percentage based on it. This control record is branch specific.

Note: For more information about how the system calculates aging buckets, see A/R Aging Methods and Examples.

5. Review the Contact Information area and change the contact numbers, as needed, for the displayed customer.

6. Review the Credit Information area, as needed.

   Field	Description
   Credit Manager	Displays the credit manager assigned to the A/R account in the Additional Info tab from the Credit Control Parameters in Customer Maintenance. Users must be activated as credit managers at the User Maintenance level and then assigned as the credit manager for the account on the Additional Info tab from the Credit Control Parameters in Customer Maintenance. If they are not activated in User Maintenance, they are not options to select from in that field.
   Terms	The customer's payment terms. The system populates this field with information from the Terms Code field in the Customer Maintenance window. Credit terms are set up in the Terms Codes Maintenance in Accounting Setup.
   Direct Terms	Your company's payment terms defined for direct orders for this vendor. These terms are defined in the Direct Terms field in the Vendor Maintenance record. For more information, see Creating Vendor Records.
   Credit Limit	The system populates this field with information from the Credit Limit field in the Customer Maintenance window. This value is the currently displayed customer's credit limit as defined in the customer record. If the value displays in gray text, a temporary credit limit has been applied. The Include Open Orders in Credit Balancecontrol maintenance records determines if open orders are included in this calculation.
   Temporary Credit Limit	If a temporary credit limit has been applied, the system displays this value and its expiration date. The original credit limit displays in the Credit Limit field in gray text. Set temporary credit limits in the customer record Credit Controls Parameters. Select the limit and the date on which it expires. Note:If the order is automatically processed using this setting, the system logs that in the order's maintenance log to alert users why the order was released through the phantom process.
   Available	This field label changes dynamically depending on the view your are currently in: Available (All Open Orders). This is the default if no credit exposure days are defined. Available (Credit Exposure) Displays the difference between the customers Credit Limit and Total balance due. The addition of lot items to open orders and the invoicing and payment of lot items can affect this amount. If this amount displays in red, then the account has no further credit available.
   	If the Include Open Orders In Credit Balancecontrol maintenance record is set to All, then Available = the customer’s credit limit - the total A/R - Open Orders If the Include Open Orders In Credit Balancecontrol maintenance record is set to None, then Available = the customer’s credit limit - the total A/R
   Cumulative Credit Limit	The total amount of credit available for all bill-to accounts for this customer. Bill-to accounts are identified in the Customer Maintenance record for the customer by the Use Bill-To check box. The cumulative total is collected from the Credit Limit field in the Credit Control Parameters. This field does not display if the account is not flagged as a bill-to account.

7. Review the columns in the Transaction area at the bottom of the window, as needed:

   Column	Description
   Reference #	The sales order number, check number, or cash payment number of the transaction.
   Branch	The branch that receives credit for the transaction.
   Date	The posting date of the transaction.
   Amount	The amount of the transaction.
   Payment	The amount that was applied to the original transaction.
   Payment Date	The date the payment was made.
   Balance	The remaining balance for the transaction.
   Age	The aging category to which the transaction belongs.
   Invoice Status	A code that identifies the status of the invoice, for example, on hold. These codes are defined in the Valid Customer Invoice Status Codescontrol maintenance record. You must have the AR.INQ.STATUS.EDIT authorization key and be in the Invoice Status Date view to edit this field.
   Status Date	The date the invoice status was last changed.
   Cash Receipt Notes	Enter a note to display on the cash receipt when it prints. Users must have the AR.INQ.STATUS.EDIT authorization key and be in the Invoice Status Date view to edit this field.

6. Do any of the following, as needed:

7. Save your changes and exit the window.

See Also:

A/R Inquiries Overview