Accounts Receivable Menu -> Collections -> Log Collection Calls -> Customer Notes/Collection Comments windows -> Notes field button -> Customer Account Inquiry
A customer's account charge history can be reviewed at any time
in complete detail.
This program contains all posted information about each customer's
account, including UNPAID and PAID invoices, customer payments,
transferred payments, and service charges.
A setting in the Company Security Parameters, controls whether unposted invoices are also included in the outstanding document listings.
Any child invoices and payments are included in the parent customer account inquiry, and are identified as child account invoices in the window on the invoice number. They are not displayed separately in the inquiry for the child customer number.
Note: Restricted divisional access security as setup in Divisional Restricted Views does apply to this utility. Only invoices and payments for the operator's access-permitted divisions are displayed in the inquiry and aging.
The prompts to view a customer accounts are:
Uncheck this box to display the inquiry for a specific Site.
Invoices or payments posted after the ending date do not display on the screen and are not included in the account Totals.
Check this box to age the account using the current month
end.
Example: If the current month end was February 28th, an invoice
issued January 31st would still be aged as 31-60 Days with the rest
of January invoices.
Uncheck this box to age the invoices according to actual invoice
date instead of month end.
Example: If the current month end was February 28th, an invoice
issued January 31st would be aged as Current, as it is really only
3 days old.
Uncheck this box to show all account activity in the date range
(i.e. paid and unpaid).
This option will always exclude unposted invoices.
Note: Once the detail transaction screen for the inquiry is displayed a toggle button is provided at the bottom of the screen to change the display to and from ALL INVOICES or UNPAID ONLY.
Detailed Account Screen:
The customer number, name and primary telephone number display at
the top of this paging screen for convenient reference.
A window is provided to drill down to detailed information about the document, as follows:
Document Details:
To view more details on a document, window on the relevant
Document # field of the Invoice, Finance Charge, or Payment
record.
Window options include:
Note: The Document Details window is always displayed in an Open Client browser session if Jasper forms are not setup, or when the operator windows on a Payment or Finance Charge type document.
The window on an Unposted invoice provides direct access
to the invoice header information, details, services, and source
document where applicable, as outlined in View Document Information.
Unposted invoices are only included on the Outstanding Invoice
inquiry if the feature has been activated in Company Security Parameters.
The Document Details window, provides detailed information about the document, the customer, and payment history.
General Customer Information that is displayed on the
screen for a Posted document includes the following information as
outlined in Customer Information:
Payables Contacts, Principals of the Company, Phone and Fax
numbers, Credit Information, LTD Sales and
Rentals, and Comments.
Window on the Invoice Information to drill down to the
invoice details as outlined in View Document
Information.
This option does not apply if the document is a Payment, a Finance
Charge or if it is an Invoice that was entered through A/R Invoices.
Window on the Receipt Details if this is a payment
generated from a Counter Payment to view
the Payment transaction number, date, document number, amount and
any comments.
Click the PRINT button in the window to reprint the
receipt.
Window on the Payment Details to view the Payment Details.
A Fax/Print option is also provided.
In the Comments field window to see the Customer
Collection Notes.
Additional notes can be added for the customer.
A flag in the Company Security Parameters
can be set to allow access to these comments to changed and/or
deleted them.
Conversely this can be set to only allow new comments to be added
thus preventing any existing comments from being altered.
Notes with the same date as the DATE LAST CALLED will automatically appear on the Collection Call List.
Uncheck this box for invoices that should not be printed in the batch run.
Request for Payment:
Check this box to select a single invoice and click the EMAIL
FOR PAYMENT button at the bottom of this screen to generate
an email request for payment through Texada Pay.
Refer to the notes on Generate Email Requesting Payment for an
Invoice: at the bottom for more details on this action.
Uncheck this box for invoices that should not be emailed for payment.
Note: Payments, Finance Charges, AR Invoice, Credit Invoices or Invoices with no outstanding amount cannot be selected and if more than one invoice is selected no Payment Request email will be generated.
The G/L window does not apply to Finance Charges, or Payment
transactions, or Open Balance Invoices created from an unapplied
Payment amount.
This information is only tracked if the option to Save Posted
A/R Details is activated in Support
Application Parameters.
Windows are provide on each of the aging totals to view the documents with dates and amounts included in that Time Period.
With Jasper printing, a single PDF will be created that includes all invoice types and all invoice statuses.
If the Invoices are to be emailed, the "To Email Address" for
the customers will default to the first Contact set up to receive
'Invoice' email in the Contact Information
for the customer.
If there are no Contacts setup to receive email Invoices, the email
address defined in the customer's Internet
Information becomes the default.
ACTIONS:
Additional actions provided by buttons on
the Customer Account Inquiry screen include:
Generate Email Requesting Payment for an Invoice:
The EMAIL FOR PAYMENT button is only active if the
Texada Pay processing is activated and the
'P' column is checked for a single Invoice.
Clicking the EMAIL FOR PAYMENT button then generates
an email to the address selected from Contact
Email Search with a link to view the invoice in Jasper
format.
After viewing the invoice the customer can clicked the
NEXT button at the bottom of the Invoice form to make
the Payment in a Texada Pay link.
When a TP ePayment is received from the customer for a posted
Invoice, it is applied against the Invoice in the Customer's
Account and included on the "INVOICE EDIT REPORT " in the next
Daily Close 1 from which it is posted to the G/L.
If multiple Invoices have been flagged to Print/Email in the 'P' column or if the customer does not subscribe to Texada Pay a link to the website for more information on this feature is included in the email.
Note: This button is disabled for Zero dollar invoices, Paid invoices Credit invoices and Approval Pending invoices.
Fax the Account Statement:
Click the FAX button to generate a fax of the
customer's Account Statement.
The following information is displayed
Any changes to the customer's fax number can be saved in the Customer Information file according to the Fax and Update Customer Information option provided in the Confirmation window.
Email Account Statement:
The EMAIL button is only available if the 'Use
Contact Document Emailing' feature is activated in the Company Email Configuration and the Customer has an
Active Contact with an email address
that is flagged to receive 'Statements'.
Click the EMAIL button to email the account
transactions to the customer as they currently appear on the
inquiry screen.
The "To Email Address" for the Statement information defaults to
the first Contact set up to receive 'Statement' email in the
Contact Information for that customer.
Confirmation is required.
Transaction Display Control:
Once the detail transaction screen for the inquiry is displayed a
toggle button is provided to change the display to and from
ALL INVOICES or UNPAID ONLY.
This display applies to Invoices, Finance Charges and Payments.
View Texada Pay Transactions:
Click the TEXADA PAY button to view the Texada Pay Payment Log Inquiry for this Customer
account.
Print Eligible Invoices:
Click the PRINT ALL button to flag all eligible
invoices in the Inquiry for this customer to be printed when the
operator exits the inquiry program. Specific invoices can be
unchecked as required before exiting,
Transactions that will not be flagged to print are P - Payments, F
- Finance Charges, some I - Invoices such as Credits or Invoices
entered through A/R Invoices.
Once the detail invoice transactions in the inquiry are checked to be printed a toggle button is provided to change the display to and from PRINT ALL or PRINT NONE.
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