Invoice Inquiry

Menu Path: Customer Service $Images\bluerarw.gif$ Invoice Processing $Images\bluerarw.gif$ Invoice Inquiry

Alternate Menu Path: Customer Service $Images\bluerarw.gif$ Inquiries $Images\bluerarw.gif$ Sales $Images\bluerarw.gif$ Invoice Inquiry

Alternate Menu Path: Accounts Receivable $Images\bluerarw.gif$ Inquiries $Images\bluerarw.gif$ Invoices and Chargebacks $Images\bluerarw.gif$ Invoice Inquiry

Purpose

View customer invoice information.

Overview

Use Invoice Inquiry to view invoices, credit memos, and debit memos. It is the inquiry-only mode of Invoice Entry. On the Main tab, you can only enter information in the Reference #, Customer, and Customer Name fields.

Note If you are a sales representative, you can only view invoices for your customers.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Invoice Inquiry window.
Print	Click this button to print an invoice. Note You must have Crystal Reports installed to print an invoice.
Post Invoice	This button is not used in this window. The icon for this button includes a check mark if the invoice is posted to accounts receivable and sales history. Note The check mark does not indicate whether the invoice was posted to the general ledger.
Related Orders	Click this button to display Order Relationship Inquiry, which allows you to view the relationship between orders, pick demands, and invoices.
Billback Inquiry	Click this button to display Free Goods Billback Inquiry, Incentive Billback Inquiry, Sample Billback Inquiry, or Ship and Debit Inquiry, which allows you to view information for a billback invoice. This button is only enabled for billback invoices.
Tax Interface Detail	Click this button to open Tax Interface Detail, which allows you to view the tax interface details for the selected invoice or credit memo. This button is only enabled when an invoice or a credit memo is selected and the invoice or credit memo has tax interface details. For more information about, see AvaTax Interface FAQ.
Misc	Click this button to display Miscellaneous Item Entry, which allows you to view miscellaneous line item information for an invoice, credit memo, or debit memo (or for a selected line item on an invoice, credit memo, or debit memo). This button is only available if you click the Main or Items tab. The icon for this button includes a check mark if miscellaneous items exist for the invoice or selected line item.
Invoice Lookup	Click this button to display Invoice Lookup, which allows you to view detailed invoice information. This button is only available if you click the Main or Items tab.
Notes	Click this button to display Notes Entry, which allows you to view notes for a selected invoice, memo, or line item. This button is only available if you click the Main or Items tab. The icon for this button includes a check mark if notes exist for the invoice.
Remarks	Click this button to display Remark Entry, which allows you to view remarks for a selected invoice, memo, or line item. This button is only available if you click the Main or Items tab. The icon for this button includes a check mark if remarks exist for the invoice.
Customer	Click this button to display Customer Maintenance, which allows you to view and update information for the selected customer. This button is only available if you click the Main or Items tab. 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.
G/L Posting Inquiry	Click this button to display G/L Posting for Invoice, which allows you to view general ledger posting information for the displayed invoice.

Main Tab Fields and Buttons

Field or Button	Description
Reference #	Enter a reference number for an invoice, credit memo, or debit memo, or click the Lookup button to select a reference number.
Period	This field displays the accounting period for the selected invoice or memo.
Year	This field displays the accounting year for the selected invoice or memo.
Customer Code	Enter a customer code for which to display an invoice, credit memo, or debit memo, or click the Lookup button to select a customer code.
Customer Name	Enter a customer name for which to display an invoice, credit memo, or debit memo, or click the Lookup button to select a customer name.
Location Prefix	This field displays the location prefix for the selected invoice or memo.
Location	This field displays the location name for the selected invoice or memo.
Reference Type	This field displays one of the following reference types for the selected invoice or memo: IN - Invoice CM - Credit Memo DM - Debit Memo
Payment Terms	This field displays the payment terms for the selected invoice or memo.
Reference Date	This field displays the reference date for the selected invoice or memo.
Due Date	This field displays the due date for the selected invoice.
VAT Date	This field displays the VAT date used to determine the exchange rate for VAT transactions. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Discount Date	This field displays the discount date for the selected invoice or memo.
Merchandise Amount	This field displays the total of line items on the invoice or memo.
Discount Amount	This field displays the discount amount for the selected invoice or memo.
Charge Amount	This field displays the total of additional charges on the invoice or memo.
Sale Type	This field displays the sale type for the selected invoice or memo.
Tax Amount	This field displays the total tax amount for the selected invoice or memo, which is based on the tax jurisdiction.
Sales Representative 1	This field displays the first sales representative for the selected invoice or memo.
VAT Amount	This field displays the total VAT amount on the invoice or memo.
Sales Representative 2	This field displays the second sales representative for the selected invoice or memo.
Total Amount	This field displays the total amount of the selected invoice or memo, including tax.
RA #	This field displays the return authorization number for the selected invoice or memo.
Currency	This field displays the currency for the selected invoice or memo.
Customer Ref #	This field displays the customer's reference number for the selected credit memo.
Batch	This field displays the batch of the selected invoice.
Created By	This field displays the user ID of the user that created the invoice or memo.
Created Date	This field displays the date the invoice or memo was created.
Cust PO #	This field displays the customer purchase order number for the selected invoice or memo.
Updated By	This field displays the user ID of the user that last updated the invoice or memo.
Updated Date	This field displays the date the invoice or memo was last updated.
Image	This field displays the file name and path of the image file for the selected invoice or memo.
View Image	Click this button to display the image entered in the Image field.
Delete	This button is not used in this window.
Sale Station	This field displays the sale station for the selected credit memo.
A/R Account	This field displays the accounts receivable account for the selected invoice or memo.
Discount Acct	This field displays the discount account for the selected invoice or memo.
Posted to GL	This check box is selected if the invoice is posted to the general ledger.
VAT Taxable	This check box is selected if VAT is assessed for the invoice or memo.
VAT Exempt Reason Code	This field displays a reason code to explain why the invoice or memo is exempt from VAT (if it is exempt from VAT).
VAT ID	This field displays your company's VAT ID for the location of the invoice.
Sales Journal Entry	This field displays the sales journal entry for the invoice or memo if it is posted.
Inventory Journal Entry	This field displays the inventory journal entry or journal entries for the invoice or memo if it is posted.
Billing Customer Code	This field displays the billing customer code for the selected invoice or memo.
Customer Name (Billing)	This field displays the billing customer name for the selected invoice or memo.
Paying Customer Code	This field displays the paying customer code for the selected invoice or memo.
Customer Name (Paying)	This field displays the paying customer name for the selected invoice or memo.

Items Tab Fields and Buttons

Field or Button	Description
Product Code	This field displays the product code for the selected line item.
Elements	This button is disabled in this window.
Product Name	This field displays the product name for the selected line item.
Description	This field displays the product's description for the selected line item.
Detail Description	This field displays the detailed description of the product for the selected line item.
Qty	This field displays the quantity of the product for the selected line item.
U/M	This field displays the unit of measure of the product for the selected line item.
Unit Weight	This field displays the unit weight for the product for the selected line item.
Unit Price	This field displays the price of the product per unit for the selected line item.
Extended Price	This field displays the extended price of the product for the selected line item, which equals the quantity multiplied by the sum of the unit price and the price adjustment.
Tax Included	This check box is selected if tax is included for the selected line item.
Unit Weight	This field displays the unit weight for the selected line item.
Price Adjustment	This field displays the price adjustment of the product for the selected line item. Example If a product is on sale at the time of the invoice entry for .20 less than usual, the extended price would equal the unit price minus .20. In this case, -.20 would be entered in the Price Adjustment field.
Tax Amount	This field displays the calculated tax on the product for the selected line item, based on the tax jurisdiction.
VAT Taxable	This check box is selected if the selected line item is VAT taxable.
VAT Exempt Reason Code	This field displays a VAT exempt reason code to explain why the selected line item is exempt from VAT (if it is). For information on setting up VAT exempt reason codes, see VAT Exempt Reason Maintenance.
VAT Amount	This field displays the amount of VAT for the line item, which is equal to the VAT rate of the product/location multiplied by the sum of the unit price and price adjustment.
Extended VAT	This field displays the extended VAT for the line item, which equals the quantity multiplied by the VAT amount.
G/L Account	This field displays the general ledger account to use for the selected line item. Each line item can use a different general ledger account.
VAT-Inclusive Price	This field displays the price of the selected line item, including VAT.
Total	This field displays the total price including tax for the selected line item.
Project #	This field displays the project number associated with the selected line item.
Enter	This button is disabled in this window.
Clear	This button is disabled in this window.
Delete	This button is disabled in this window.
Line Items	This grid displays all line items for the invoice or memo. Double-click a line item to select it and display the line item information above the grid.

Bill To Tab Fields and Buttons

Field or Button	Description
Bill to Name	This field displays the bill-to address name for the selected invoice or memo.
Address 1	This field displays the first line of the bill-to address for the selected invoice or memo.
Address 2	This field displays the second line of the bill-to address for the selected invoice or memo.
Address 3	This field displays the third line of the bill-to address for the selected invoice or memo.
City	This field displays the city for the bill-to address for the selected invoice or memo.
State/Province	This field displays the state or province for the bill-to address for the selected invoice or memo.
Postal Code	This field displays the postal code for the bill-to address for the selected invoice or memo.
Country	This field displays the country for the bill-to address for the selected invoice or memo.
County	Enter the county for the bill-to address.
Phone	This field displays the phone number for the bill-to address for the selected invoice or memo.
Fax	This field displays the fax number for the bill-to address for the selected invoice or memo.

Ship To Tab Fields and Buttons

Field or Button	Description
Ship to Name	This field displays the ship-to address name for the selected invoice or memo.
Address 1	This field displays the first line of the ship-to address for the selected invoice or memo.
Address 2	This field displays the second line of the ship-to address for the selected invoice or memo.
Address 3	This field displays the third line of the ship-to address for the selected invoice or memo.
City	This field displays the city for the ship-to address for the selected invoice or memo.
State/Province	This field displays the state or province for the ship-to address for the selected invoice or memo.
Postal Code	This field displays the postal code for the ship-to address for the selected invoice or memo.
Country	This field displays the country for the ship-to address for the selected invoice or memo.
County	Enter the county for the ship-to address.
Phone	This field displays the phone number for the ship-to address for the selected invoice or memo.
Fax	This field displays the fax number for the ship-to address for the selected invoice or memo.
Tax Jurisdiction	This field displays the sales tax jurisdiction for the customer for the selected invoice or memo. If the Tax Exempt check box is selected, this jurisdiction is overridden and tax is not allocated on the order. For more information, see Jurisdictions - Filing or Sales Tax (Tax).
State Tax Exempt #	This field displays the state tax exemption number of the customer for the selected invoice or memo if the Tax Exempt check box is selected.
Tax Exempt	This check box is selected if the selected customer is exempt from paying taxes for the selected invoice or memo.
Entity Use Code	This field displays the entity use code that indicates the type of tax exemption when AvaTax interface is used and if the Tax Exempt check box is selected.
Customer VAT ID	This field displays the customer's VAT ID for the ship-to address.
VAT Group	This field displays the customer's VAT group for the ship-to address.

Related Invoices Tab Fields and Buttons

Field or Button	Description
Total Amount	This field displays the total amount of the invoice.
Invoice Amount Limit	This field displays the invoice amount limit entered for the county of the invoice's bill-to address in Country Maintenance.
Related Invoice Amount	This field is disabled in this window.
Official Reference Number	This field is disabled in this window.
Add	This button is disabled in this window.
Remove	This button is disabled in this window.
Related Invoices	This grid displays the related invoice reference numbers, amounts, and official reference numbers for the invoice.

Profitability Tab Fields and Buttons

Field or Button	Description
Customer Code	This field is disabled in this window.
Customer Name	This field is disabled in this window.
G/L Account (Customer)	This field is disabled in this window.
Amount (Customer)	This field is disabled in this window.
Unapplied Amount (Customer)	This field displays the unapplied amount of the customer profitability allocation.
Add (Customer)	This button is disabled in this window.
Remove (Customer)	This button is disabled in this window.
Remove All (Customers)	This button is disabled in this window.
Customer Profitability Allocations	This grid displays customer profitability allocations associated with the invoice or memo.
Product Code	This field is disabled in this window.
Product Name	This field is disabled in this window.
G/L Account (Product)	This field is disabled in this window.
Amount (Product)	This field is disabled in this window.
Unapplied Amount (Product)	This field displays the unapplied amount of the product profitability allocation.
Add (Product)	This button is disabled in this window.
Remove (Product)	This button is disabled in this window.
Remove All (Products)	This button is disabled in this window.
Product Profitability Allocations	This grid displays product profitability allocations associated with the invoice or memo.
Supplier Code	This field is disabled in this window.
Supplier Name	This field is disabled in this window.
G/L Account (Supplier)	This field is disabled in this window.
Amount (Supplier)	This field is disabled in this window.
Unapplied Amount (Supplier)	This field displays the unapplied amount of the supplier profitability allocation.
Add (Supplier)	This button is disabled in this window.
Remove (Supplier)	This button is disabled in this window.
Remove All (Supplier)	This button is disabled in this window.
Supplier Profitability Allocations	This grid displays supplier profitability allocations associated with the invoice or memo.

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. If you select this option, you cannot output using Scheduling Assistant. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. 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. If you select this option and select to output to Scheduling Assistant, you are prompted to select recipients for an email, and Scheduling Assistant sends an email with the report attached as an Excel file.
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.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
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.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited 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.
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, File, 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, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	This field displays the language for the invoice or memo you are printing.
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, File, 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	Select whether the task is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs, and optionally set up an alert to be created when the task completes. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
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.