Using Collections Activity Notes

1. Enter the six-character customer ID code for the customer you wish to inquire about.

If you are uncertain of the customer code, see Navigating Net Yield - Selecting a Customer ID code.

2. The command options will appear allowing you to:

• Add - Enter a new collection note.
• Change Last - Change the last note that was entered.
• Delete - Delete a previously entered note.
• Customer - Change the customer's contact, phone number, and grace days.
• Invoices - View a list of open invoices for this customer.
• Print (Z) - Print a customer's statement that includes the collection activity notes and an optional message.
• Exit - Exit the option.

The following information will display:

Header information

• Customer - The customer name.
• Contact - The credit contact name.
• Phone - The credit contact phone number.
• Sales ID - The sales rep for the customer.
• Grace Days - The number of days to extend the payment due date.

Line information (Listed by the most recent to oldest note entered.)

• Date – The date the note was entered.
• Time - The time the note was entered.
• Who - The initials of the user that entered the note.
• Note – The collection activity note.

If you select Customer

If you select Customer, you will have the ability to change the credit contact, credit contact phone number, and grace days.

Select Update to save your changes or Exit to exit the Customer information without saving the changes

If you select Invoices

If you select Invoices, the system will display the following information regarding the open invoices:

• Invoice – The invoice number.
• SP – The sales rep for the customer.
• Terms – The invoice terms.
• Invoice Date – The date of the invoice.
• Due Date – The payment due date for the invoice.
• Grace Days – The payment due date + grace days.
• Invoiced – The original amount of the invoice.
• Paid – The amount of payments applied to the invoice.
• Owed – The open balance of the invoice.
• Total – The total amount of the open invoices.

 

Command options appear.

• History(X) will toggle you back to the list of collection notes.
• Customer will let you make changes to the customer information just like the customer command line above.
• Exit will allow you to exit the display of open invoices.

 

Note: Only open invoice and credit invoices will be displayed. Other open transactions are not included. For a list of all open transactions refer to Receivable Inquiry, or any of the statement formats

Note: If the customer does not have an overdue invoice, a collection note with the following message will appear: "Customer has no overdue invoices or collections history!! Press Space Bar".

Note: Collection activity notes do not purge automatically. The user needs to maintain the notes individually by customer.

Use the Available Actions links below for further information.

Security Required : Receivables - Credit Management