Using Receivables Inquiry

1. When you first enter into the Receivables Inquiry option, a Select An Option window appears and displays a number of ways which you can use to search the system:

Select by Customer

If you select the Select by Customer option, at the Customer field, enter the customer ID code for the inquiry and press Enter.

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

After selecting the customer, a Select An Option window appears for that customer listing the following information:

EXIT – Select EXIT to exit from the Receivables Inquiry and return to the Select An Option window.
Account Inquiry – Select Account Inquiry to view details of the customer's open balances and previously applied payments (see below).
A list of invoices with the following information:
- The customer bill-to id if applicable
- The customer ship-to id and customer name
- Invoice – The invoice reference number
- Date – The invoice date
- Total – The total amount for the invoice
- Unpaid balance – The unpaid balance for the invoice
- Customer PO – The customer purchase order, if applicable
- The original invoice number if a credit invoice

Customer Account Inquiry

The Customer Account Inquiry option allows for the viewing of the detail Accounts Receivable activity for a customer. You will have the option to view the open balance or any of the previously applied payment detail.

1. At the Customer field, enter the 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. After entering in the appropriate customer ID code, a Select An Option window will appear; select Customer Account Inquiry.

3. A Customer Account Inquiry table will appear, displaying the following choices: EXIT, OPEN, and a list of all payments applied to the customer will also display. This window contains the following columns:

Ref – The transaction reference number
Date – The date of invoice or date of previously applied payment
Type – The transaction type: CA=Cash application
Amount – The total amount of cash application
Unapplied – The unapplied amount of the cash application
Description – The text entered for the cash application.

Select EXIT to leave this option.

Select OPEN to view or print all open accounts receivable transactions.

Select one or more of the previously applied cash applications by scrolling to the appropriate selection and pressing Enter to display the detail as to how the payment was applied.

Press F10 without tagging anything within the F10 selection window. The system leaves this window and returns to the Customer field.

Note: In order to execute the above options, you must highlight the appropriate line item and press Enter. The system will assign an asterisk next to the line item indicating that you have made this selection. Press F10 to proceed.

After making your selection the following information will display on the screen for the open transactions and/or cash applications selected

Reference – The transaction type and reference number. Transaction types are:
- IN – Invoice
- CR – Credit invoice
- CM – Credit memo
- DM – Debit memo
- CA – Cash application
- FC – Finance charge
- HI – Hand prepared invoice
Date – The transaction date
Due – The due date of invoice
Description – The text entered for the transaction. If the invoice is a credit invoice the description references the original invoice number for the credit invoice.
Total – The original total amount of the transaction
Applied – The payment amount applied to the transaction
Open – The open or unpaid balance of the transaction.

Command options display: Print(X), Next Page (if multiple pages exist), Prior Page (if multiple pages exist), and Exit.

Print (X) – Select Print(X), command options will appear allowing you to print or choose from a set of other print options.
Next Page/Prior Page – If there is more than one page of detail, select Next Page/Prior Page to move back and forth between pages
Exit – Select Exit to leave this option and return to the F10 selection window.

Note: While in the F10 window, press F6 to view customer information. At the Customer Information window, press the Aging option to view aging information. The aging option displays the credit limit and total due by aging columns based on the default invoice aging date in Receivables Options.

The following fields will display in the Customer Information window:

Price Class –The customer's price class id
Sales Rep – The sales rep ID code
Bill-to ID – The bill-to ID for the customer
Terms – The customer's terms
Contact – The ship-to contact and address
Contact – The bill-to contact and address
Phone 1-5 – The customer's primary phone number (Phone 1) and any other phone numbers associated with the customer
Fax – The customer's fax number
E-Mail – The customer's email address
Ship Note – This field contains any notes associated with the customer
Call time and call days of the week

Select by Invoice Date

If you select the Select by Invoice Date option, enter in the appropriate invoice date at the Date field. A Select an Option window will appear displaying all invoices that were created for the specified date. The screen display contains the following fields:

The customer bill-to ID if applicable
The customer ship-to ID and customer name
Invoice – The invoice reference number
Date – The invoice date
Total – The total amount for the invoice
Unpaid balance – The unpaid balance for the invoice
Customer PO – The customer purchase order, if applicable
The original invoice number if a credit invoice

Select the invoice to view by scrolling down and double clicking on it. You will get the invoice display below.

Select by Route

If you select the Select by Route option, a Select A Route window will appear and will display all routes defined in the system. Highlight the route and press Enter. At the Date field, enter in the invoice date and press Enter. A Select An Option window will appear displaying all invoices that are associated with the specified route and invoice date. The screen displays the following:

The customer bill-to ID if applicable
The customer ship-to ID and customer name
Invoice – The invoice reference number
Date – The invoice date
Total – The total amount for the invoice
Unpaid balance – The unpaid balance for the invoice
Customer PO – The customer purchase order, if applicable
The original invoice number if a credit invoice

Select the invoice you wish by scrolling down and double clicking on it. You will get the invoice display below.

Select by Sales Rep

If you select the Select by Sales Rep option, a Select A Sales Rep window will appear displaying all sales reps defined in the system. Select the appropriate sales rep and press Enter. At the Date field, enter in the invoice date and press Enter. A Select An Option window appears and displays all invoices that are associated with the specified sales rep and invoice date.

The screen displays the following:

The customer bill-to ID if applicable
The customer ship-to ID and customer name
Invoice – The invoice reference number
Date – The invoice date
Total – The total amount for the invoice
Unpaid balance – The unpaid balance for the invoice
Customer PO – The customer purchase order, if applicable
The original invoice number if a credit invoice

Select the invoice you wish by scrolling down and double clicking on it. You will get the invoice display below.

Select by Order Number

If you select the Select by Order Number, enter the sales order number. You will get the invoice display below.

Select by Customer PO

Enter the customer purchase order number or leave blank and enter the Invoice From and To dates to find all invoices with a customer PO for the date range selected.

If you enter a customer PO number, you will get the invoice display below.

If you enter a range of dates, the system will display the following:

The customer bill-to ID if applicable
The customer ship-to ID and customer name
Invoice – The invoice reference number
Date – The invoice date
Total – The total amount for the invoice
Unpaid balance – The unpaid balance for the invoice
Customer PO – The customer purchase order, if applicable
The original invoice number if a credit invoice

Select the invoice you wish by scrolling down and double clicking on it. You will get the invoice display below.

Reprint a Range of Invoices

Select Reprint a Range of Invoices to select a range of invoice numbers to reprint. Enter the range of invoice number to reprint.

Command options will appear allowing you to print or choose from a set of other print options.

2. After selecting the appropriate invoice, the related information defaults onto the screen as originally printed.

The total weight, dollar amount, credit order reason, and terms will appear in the footer. If Show Attributes is selected from the command options the total cartons, order, invoice, and additional invoice messages will also appear in the footer.

Reprint

Select Reprint to reprint the invoice based on the type of invoice forms defined in Shipping Options.

The system will display different reprint options.

If using the Forms Management Invoice format:
- Reprint – Reprints the selected invoice. Command options will appear allowing you to print or choose from a set of other print options.
If using the Long Form (8 ½ x 11) pre-printed invoice format:
- Reprint – Reprints the selected invoice.
- Print Company name – Select yes to print your company name and address based on the information in License Registration. Command options will appear allowing you to print or choose from a set of other print options.
If using the Short Form ( 8 ½ x 8 ½) pre-printed format:
- Reprint Form – Reprints the invoice as an 8 ½ x 8 ½ form usually to your invoice form printer.
- Print Company name – Select yes to print your company name and address based on the information in License Registration. Command options will appear allowing you to print or choose from a set of other print options.
Reprint Full page – Reprints the invoice as an 8 ½ x 11 form usually to a laser or plain paper printer.
- Print Company name – Yes prints your company name and address based on the information in License Registration. Command options will appear allowing you to print or choose from a set of other print options.

Next Page/Prior Page

Select Next Page to move forward or backward one page, if there is more than one page to the order.

Note: This command option will only appear if the order exceeds one page.

Show Attributes

Select Show Attributes to view the invoices with all invoice line details as defined in the "what prints on" settings in Shipping Options and the Invoice setting in Item Info.

Select More and the following command options will appear:

Exit – Select Exit to exit the more option and return to the command line.
Header – Select Header to view additional information about the invoice. Press the space bar to exit from the Header option.
- Ordered – This field displays when the order was created.
- Carrier – The carrier ID information
- Airbill – The order's air bill number of freight tracking
- Taxable – This field displays the tax type options Y/N fields assigned to the customer's order based on the tax type options defined in Tax Options
- Broker – The order's associated broker information
- Order Note – This field displays additional notes associated with the order
- Invoice Note – This field displays additional notes associated with this invoice.
Totes – Select Totes to view information on totes and pallet shipments

Note: This command option will only appear if the Ask Totes and Ask Pallets fields are set to Y (Y=yes) in Shipping Options

Next Day Tracking – Select Next Day Tracking to view next day freight tracking information. The following information will display:.
- If you double click on the information line, the system will automatically connect the user to the website for the next day carrier. If the next day carrier is FedEX, you will be directly linked to their tracking system for the tracking number selected. If the next day carrier is UPS , you will be linked to the UPS home page where you can log into your account and then enter the tracking number information.. If the next day carrier is DHL, your Internet Browser will open where you can then access the DHL website
- Tracking Number – The next day freight class tracking number
- Weight – The weight of the carton
- Declared – The declared value of the carton
- Charge – The charge for the carton
- ID – The ID for the carton
  - A Select A Carton window will display the following options:
    - EXIT – Select EXIT to exit and return to the command options.
    - A list of cartons
      - Scroll to the appropriate carton and press Enter to select. You will be directed to the next day carrier website where you can track the status of the carton.

Note: This command option will only appear if the Next Day Freight options are configured . See Using Interface Options for more information.

Line Costs – Select Line Costs to display the sales cost allocations for the selected line for each sales cost adjustment type for the specified invoice.
- Type – The sales cost adjustment type
- Adjustment/Description – The sales cost adjustment name/description
- Extended – The total dollar value of the sales cost allocation.
All Costs – Select All Costs to display the total sales cost allocations for each sales cost adjustment type for the specified invoice.

Type – The sales cost adjustment type
Adjustment/Description – The sales cost adjustment name/description
Extended – The total dollar value of the sales cost allocation.
- Press F9 to display the invoice line item details for each sales cost adjustment type selected.
- Press F10 to exit the cost display.

Trace - If the customer has a Trace ID, and an XML Trace Document was created - Select Trace to View, Print, or Delete the XML Trace Document
- Select Exit to exit from the Trace Inquiry or scroll to select one of the listed XML documents from the list;
- A list of XML Documents for the invoice selected will appear and display the following:
  - The Date and Time the XML document was created
  - The User Id of the User that created the XML document
  - Where the XML document was Created and which Transactions created the XML Document
    - Select one of the XML's from the list and press Enter
- The following options will appear:
  - Exit - Select Exit to Exit from the selected XML Document
  - View - Select View to display the XML Document on the Screen
  - Print XML - Select Print to Print the selected XML Document>
    - Command options will appear allowing you to print or choose from a set of other print options.
  - Delete XML - Select Delete to Delete the most recently sent XML so it can be re-created and re-sent

Notes

Select Notes to add additional notes to the invoice. When you first enter the Notes option, if there are no previously entered notes you will be able to type the note directly into the Note field. Enter the note and leave the next line blank. Command options will appear: Add, Change, Delete, Update, and Exit.

Add – Select Add to add additional notes.
Change – Select Change to change an existing note.
Delete – Select Delete to delete an existing note.
Exit – Select Exit to exit the note option.

Paid

Select Paid and the system will search for payment date and references numbers for the invoice. If the invoice is not paid, the following message will appear: "Invoice not paid!!! Space bar to continue". If paid, a Payments Applied box will appear and will display the following information:

Ref – The payment reference number
Date – The payment date
Paid – The amount applied to the invoice on this payment
Check Total – The total dollar amount of the check applied to this invoice

Show Order

Select Show Order to view the invoice using the shipped sales order "what prints on" form layout as defined in Shipping Options.

Exit

Select Exit to exit the invoice display screen and return to the selection options.

Note: If you press F6 at this point, the system will allow you to view information on the customer (i.e., sales rep ID, contact name, ship-to and bill-to addresses, phone numbers, terms, and notes).

Note: Invoice numbers used on invoices that have been abandoned are retained in the system as voided invoices. When an invoice number has been voided, a message "Voided Invoice!! Press Space Bar" will display. If the specified invoice is a summary invoice, the system will display a “Summary Inv” window in the header section of the inquiry page. The selection window will also display “Sum” in between the Bill to Customer and Send to Customer columns.