Customer Open Accounts Receivable Management

Menu Path: Credit and Collections $Images\bluerarw.gif$ Collection Processing $Images\bluerarw.gif$ Customer Open Accounts Receivable Management

Purpose

Manage and view open accounts receivable transactions.

Overview

Use Customer Open Accounts Receivable Management to display open receivable transaction detail for a specific billing customer, credit customer, paying customer, or sales representative. You can then mark transactions as disputed, mark reminder invoices as done, or create collection tasks for transactions.

For database information for this window, see Customer Open Accounts Receivable Management Database Information.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Customer Open Accounts Receivable Management window.
Show Data	Click this button to display open accounts receivable items on the Results tab based on the selected criteria on the Select tab.
Print	Click this button to display, email, or print the transaction, statement, collection letter, or reminder letter based on the selected Processing Options radio button. If you select the Transactions, Collection Letter, or Reminders radio button on the Results tab, processing is only performed for transactions for which the check box in the Print column is selected in the Transactions grid. If you select the Statement radio button on the Results tab, click this button to display Collection Statement Print, which allows you to output collection statements. Note You cannot print an imported invoice or memo.
Select All	Click this button to select the check box in the Print column for all transactions displayed on the Results tab. This button is only available if the Results tab is displayed.
Deselect All	Click this button to clear the check box in the Print column for all transactions displayed on the Results tab. This button is only available if the Results tab is displayed.
Detailed Analysis	Click this button to display A/R Average/Weighted Average Days to Pay/Past Due for Last 24 Periods, which allows you to view historical payment statistic information for the past 2 years. This button is only available if you select the Billing, Credit, or Paying radio button.
Payment History	Click this button to display Customer Payment History Inquiry, which allows you to view payments made by a paying customer. This button is only available if you select the Billing, Credit, or Paying radio button.
Audit Trail	Click this button to display Invoice Payment Audit Trail Inquiry, which allows you to view the audit trail of a specific invoice or other transaction.
Related Orders	Click this button to display Order Relationship Inquiry, which allows you to view orders related to a specific invoice. This button is only enabled if the selected transaction is associated with at least one order.
Customer Prepayment Entry	Click this button to display Customer Prepayment Entry, which allows you to view and edit orders associated with a selected prepayment. This button is only available if you select a prepayment transaction.
Contacts	Click this button to display Contacts, which allows you to view the customer contacts you are allowed to view for the selected customer. This button is only available if you select the Billing, Credit, or Paying radio button.
Customer	Click this button to display Customer Maintenance, which allows you to define customers and qualified prospects. This button is only available if you select the Billing, Credit, or Paying radio button. Note If you are not authorized to use Customer Maintenance, the Customer Inquiry window appears instead, and allows you to view information for the customer.
Customer Notes	Click this button to display Notes Entry, which allows you to view notes for a customer entered in the Customer Code field on the Select tab. This button is only available if the Billing, Credit, or Paying radio button is selected in the Customer Type radio set. The icon for this button includes a check mark if notes exist for the selected customer.
Attachments	Click this button to display Attachment Entry, which allows you to view and enter attachments for a selected open item.
Notes	Click this button to display Notes Entry, which allows you to view and enter notes for a selected open item.
Remarks	Click this button to display Customer Standard Remark Maintenance, which allows you to enter remarks for a selected chargeback or non-sufficient funds (NSF) transaction. Printable remarks can be added to chargebacks or NSF invoices so that customers can see a full explanation when these are printed out. You cannot enter remarks for other accounts receivable transaction types.

Ribbon Filters Tab Buttons

Button	Description
Modify My Additional Filters	Click this button to display Screen Additional Filters Maintenance, which allows you to set up additional filters for the Customer Open Accounts Receivable Management window.

Select Tab Fields and Buttons

Field or Button	Description
Customer Type	Select whether to display accounts receivable transactions for a billing customer, credit customer, paying customer, or sales representative. For information on the functions of each type of customer, see Structure and Concepts. Note If you select the Billing or Paying radio button, accounts receivable transactions for the selected billing or paying customer are displayed. If you select Credit, accounts receivable transactions for every billing customer currently associated with the selected credit customer are displayed.
All Billing Customers/All Credit Customers/All Paying Customers	Select this check box to display accounts receivable transactions for all billing, credit, or paying customers. This check box is cleared by default, and only available if you select the Billing, Credit, or Paying radio button.
Customer Code	Enter a customer code for which to display accounts receivable transactions, or click the Lookup button to select a customer code. Note The Lookup window displays both active and inactive customer.
Name	Enter a customer name for which to display accounts receivable transactions, or click the Lookup button to select a customer code. Note The Lookup window displays both active and inactive customer.
Sales Representative ID	Enter the user ID of a sales representative for which you want to display accounts receivable transactions, or click the Lookup button to select a user ID. This field is only available if you select the Sales Representative radio button.
All Reference #s	Select this check box to display accounts receivable transactions for all reference numbers. This check box is selected by default.
From (Reference Number)	Enter a reference number for which to display accounts receivable transactions, or click the Lookup button to select a reference number. If you want to display accounts receivable transactions for a range of reference numbers, enter the first reference number in the range. This field is only enabled if you clear the All Reference #s check box.
To (Reference Number)	Enter the last reference number in a range of reference numbers for which to display accounts receivable transactions, or click the Lookup button to select a reference number. If you want to display accounts receivable transactions for a single reference number, you can leave this field blank. This field is only enabled if you clear the All Reference #s check box.
Currency	Enter a currency for amounts in the inquiry, or click the Lookup button to select a currency. This defaults to the default general ledger currency.
All Reference Dates	Select this check box to display accounts receivable transactions for all reference dates on the report. This check box is selected by default.
From (Reference Date)	Enter a reference date for which to display accounts receivable transactions, or click the drop-down arrow to select a reference date. If you want to display accounts receivable transactions for a range of reference dates, enter the first reference date in the range. This field is only enabled if you clear the All Reference Dates check box.
To (Reference Date)	Enter the last reference date in a range of reference dates for which to display accounts receivable transactions, or click the drop-down arrow to select a reference date. If you want to display accounts receivable transactions for a single reference date, you can leave this field blank. This field is only enabled if you clear the All Reference Dates check box.
Status	Select whether to display open, closed, or both open and closed accounts receivable transactions.
All Due Dates	Select this check box to display accounts receivable transactions for all due dates. This check box is selected by default.
From (Due Date)	Enter a due date for which to display accounts receivable transactions, or click the drop-down arrow to select a due date. If you want to display accounts receivable transactions for a range of due dates, enter the first due date in the range. This field is only enabled if you clear the All Due Dates check box.
To (Due Date)	Enter the last due date in a range of due dates for which to display accounts receivable transactions, or click the drop-down arrow to select a due date. If you want to display accounts receivable transactions for a single due date, you can leave this field blank. This field is only enabled if you clear the All Due Dates check box.
All Reminder Dates	Select this check box to display accounts receivable transactions for all chargeback reminder dates. This check box is selected by default.
From (Reminder Date)	Enter a chargeback reminder date for which to display accounts receivable transactions, or click the drop-down arrow to select a chargeback reminder date. If you want to display accounts receivable transactions for a range of chargeback reminder dates, enter the first chargeback reminder date in the range. This field is only enabled if you clear the All Reminder Dates check box.
To (Reminder Date)	Enter the last chargeback reminder date in a range of chargeback reminder dates for which to display accounts receivable transactions, or click the drop-down arrow to select a chargeback reminder date. If you want to display accounts receivable transactions for a single reminder date, you can leave this field blank. This field is only enabled if you clear the All Reminder Dates check box.
All Customer POs	Select this check box to display accounts receivable transactions for all customer purchase order numbers. This check box is selected by default.
From (Purchase Order Number)	Enter a customer purchase order number for which to display accounts receivable transactions, or click the Lookup button to select a customer purchase order number. If you want to display accounts receivable transactions for a range of customer purchase order numbers, enter the first customer purchase order number in the range. This field is only enabled if you clear the All Customer POs check box.
To (Purchase Order Number)	Enter the last customer purchase order number in a range of customer purchase order numbers for which to display accounts receivable transactions. If you want to display accounts receivable transactions for a single customer purchase order number, you can leave this field blank. This field is only enabled if you clear the All Customer POs check box.
All Reference Types	Select this check box to display accounts receivable transactions of all transaction types. This check box is selected by default.
Invoice	Select this check box to display invoice transactions. This check box is cleared by default, and is only enabled if you clear the All Reference Types check box.
Finance Charge	Select this check box to display finance charge transactions. This check box is cleared by default, and is only enabled if you clear the All Reference Types check box.
Credit Memo	Select this check box to display credit memo transactions. This check box is cleared by default, and is only enabled if you clear the All Reference Types check box.
Non-Sufficient Funds	Select this check box to display non-sufficient funds transactions. This check box is cleared by default, and is only enabled if you clear the All Reference Types check box.
Debit Memo	Select this check box to display debit memo transactions. This check box is cleared by default, and is only enabled if you clear the All Reference Types check box.
On Account	Select this check box to display on account transactions. This check box is cleared by default, and is only enabled if you clear the All Reference Types check box.
Chargeback	Select this check box to display chargeback transactions. This check box is cleared by default, and is only enabled if you clear the All Reference Types check box.
Unapplied Payment	Select this check box to display unapplied payment transactions. This check box is cleared by default, and is only enabled if you clear the All Reference Types check box.
Prepayment	Select this check box to display prepayment transactions. This check box is cleared by default, and is only enabled if you clear the All Reference Types check box.
Disputed Invoices Only	Select this check box to only display disputed invoices.
Past Due Invoices Only	Select this check box to only display past due invoices.
Reminder Invoices Only	Select this check box to only display reminder invoices.

Note Additional filters may appear in the My Additional Customer Filters section if customer filters are in set up in Screen Additional Filters Maintenance, or set up and loaded from an additional filters template in Additional Filters Template Maintenance.

Additional Customer Filters Tab Fields and Buttons

This tab may include additional customer filters if customer filters are set up in Screen Additional Filters Maintenance, or set up and loaded from an additional filters template in Additional Filters Template Maintenance.

Results Tab Fields and Buttons

Field or Button	Description
Processing Options	Select one of the following options: Transactions - Display, email, or print accounts receivable transactions for which the check box in the Print column is selected in the Transactions grid. Statement - Display, email, or print customer collection statements. If you select this radio button, the Collection Statement Print appears, and allows you to select collection statement options. Collection Letter - Display, email, or print collection letters for which the check box in the Print column is selected in the Transactions grid. Reminders - Display, email, or print reminder letters for which the check box in the Print column is selected in the Transactions grid.
Email Address	Enter an email address to which you want to email a report or letter, or click the Lookup button to select an email address for one of the customer's contacts. This field is only enabled if you select a specific customer on the Select tab. If you leave this field blank, and click the Email button, you are prompted to select recipients for the email.
Email	Click this button to email a transaction report, collection letter, or reminder letter based on the selected Processing Options radio button. Note This button is not used to email collection statements. Use Collection Statement Print to email collection statements. If an email address is entered in the Email Address field, the report or letter is emailed to that address. If the Email Address field is blank, you are prompted to select recipients for the email. This button is only enabled if you select a specific customer on the Select tab.
Transactions	This grid displays transactions based on the criteria selected on the Select tab. This grid includes the following columns: Print - Select the check box in this column for each transaction for which you want to perform processing based on the selected Processing Options radio button. Ref# - This column displays the reference number for each transaction. Ref Type - This column displays the two-letter code for the reference type of each transaction. Customer Name - This column displays the customer name associated with each accounts receivable transaction. Status - This column displays the status of each transaction (Open or Closed). Ref Date - This column displays the reference date for each transaction. Due Date - This column displays the due date for each transaction. Customer PO# - This column displays the customer purchase order number for each transaction. Original Amount - This column displays the original amount of each accounts receivable transaction in the selected currency. Open Amount - This column displays the open amount of each accounts receivable transaction in the selected currency. Reminder Date - This column displays the date the customer was reminded about each transaction (either verbally or in a reminder letter). Open Amount (Entered Currency) - This column displays the open amount of each accounts receivable transaction in the entered currency. Open Days - This column displays the number of days since the invoice date for open items. 0 displays in this column for closed items. Billing Customer Code - This column displays the billing customer code associated with each accounts receivable transaction. Billing Customer Name - This column displays the billing customer name associated with each accounts receivable transaction. Paying Customer Code - This column displays the paying customer code associated with each accounts receivable transaction. Paying Customer Name - This column displays the paying customer name associated with each accounts receivable transaction. Customer Code -This column displays the customer code associated with each accounts receivable transaction. Customer Ref# - This column displays the customer reference number for each transaction. This is often used to resolve chargebacks and credit memos. Disputed - Select the check box in this column for each disputed transaction and to create a dispute collection task. Disputed Date - Enter the date each disputed transaction is marked as disputed. Dispute Logged by - This column displays the user ID of the person that marked each transaction as disputed. Entered Currency - This column displays the entered currency of each accounts receivable transaction. Original Amount (Entered Currency) - This column displays the original amount of each accounts receivable transaction in the entered currency. Notes - The check box in this column is selected for each transaction that has notes associated with it. Reminder - The check box in this column is selected for each transaction that is a reminder transaction. Reminder Done - Select the check box in this column for each transaction for which the customer was reminded (either verbally or in a reminder letter). Reminder User - This column displays the user ID of the person that reminded the customer about each transaction (either verbally or in a reminder letter). Manual Task - Select the check box in this column for transactions for which you want to create a manual collection task. Chargeback Reminder Date - Enter the chargeback reminder date if you want to use chargeback reminder dates as selection criteria on the Select tab. RA# - This column displays the return authorization number associated with each transaction. Payment Terms - This column displays the payment terms code for invoices, credit memos, and debit memos. Note Other transactions, such as chargebacks, do not have payment terms. Discount Date - This column displays the discount date for each transaction. Chrgbck Reason - This column displays the chargeback reason for each chargeback. Chrgbck Status - This column displays the chargeback status for each chargeback. Paid Date - This column displays the paid date for each transaction. Discount Amount - This column displays the discount amount for each transaction. Sales Representative - This column displays the sales representative for each accounts receivable transaction. NSF - The check box in this column is selected if a transaction had an NSF payment. Customer Division - This column displays the customer division for each transaction. Customer Search Name - This column displays the customer search name for each transaction. Customer User Defined Field 1-20 - These columns display customer data for user-defined fields set up in User Defined Fields Maintenance. Cash Flow Date - Enter the cash flow date for each transaction. First Order Number - This column displays the first order number associated with each transaction. This column is only used for invoices, credit memos, and prepayments. Prepayment - The check box in this column is selected for prepayment transactions. Chargeback User Defined 1-10 - These user-defined columns display appropriate information for chargebacks. For information on setting up the labels, formats, and validation for these columns, see User Defined Fields Maintenance.
Total Open Amount	This field displays the total open amount for the displayed transactions.
Total Items	This field displays the total number of displayed transactions.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	This field is disabled in this window.
Report Language 2	This field is disabled in this window.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	These radio buttons are disabled in this window.
Task Occurs	These radio buttons are disabled in this window.
Time	These fields and radio buttons are disabled in this window.
Date	This field is disabled in this window.
Task Description	This field is disabled in this window.
Scheduling Assistant Queue	This field is disabled in this window.
External Email	This check box is disabled in this window.
Screen Alert	This check box is disabled in this window.
Internal Email	This check box is disabled in this window.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.