The Account/Job Status form displays information about customers and/or jobs for whom your company maintains self-managed receivable's for. This inquiry can be used to view either consolidated (all jobs) or specific job information (when applicable). After selecting an account or account/job, summary information displays in the upper area of the inquiry form.

The default selection is by account ID (code); however, users can use alternate menu selections from the account selection field to choose a customer by name, address, sales id, phone number, user defined key, or corporation. For more information about Account selection, click here.

Customer Selection

There are two (2) main controls used for customer selection: name and account ID. Customer name controls use the "sort name" field for the account as the primary selection method. Account based controls use the customer's account identifier.

Most Point of Sale transactions either begin with or involve the selection of a customer's account and job (when applicable). In Point of Sale areas, primary selection is usually done by the customer's sort name. Both the customer's (sort) name and account number may be used for selection in Point of Sale transactions. There is usually no need to choose an alternate menu in these cases, just type either in.*

*Sort Name is the primary match field except when enhanced look up for customer is enabled. Account numbers matches are shown only on if no (sort) names exactly match the text entered. If matches for both the sort name and account number exist, only those for the name would be shown.

There are three (3) types of customer accounts that the software uses: cash, charge, and system.

• A "cash" account is a customer-specific account that does not allow receivables charge unless the account has a credit balance.

• A "charge" account is another customer-specific account and allows receivables charge sales.

• A "system" account is a general-use account that is not customer-specific. All companies must have one system account named CASH. Except in the case of Tickets* (aka. Advice Notes in the UK) and Charge Returns, the default account, "CASH," is the default when no specific customer account is indicated. Press TAB to use this default account. A "system" account should not have a credit limit or allow charges. In addition, this type of account requires the entry of a delivery name when used with non-sale type transactions (orders, quotes, etc.). more...

When a customer has their own account, use the "name" text area for entry or selection. In the case of a sale, you can change the account at any point in the transaction prior to processing (Process (F12)), so if you prefer to enter or scan items into the grid first, go ahead. With other transaction types (orders, quotes, tickets, etc.), initial customer selection is required; however, but you can still change the account before processing.

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Job Selection

Accounts may be linked with jobs. Jobs are numbered and every account has one master job (0-zero). You can add additional jobs to any account. Jobs provide a way to track customer account activity separately from the account. Users are only prompted to select a job if the account has multiple jobs (more than the required job "zero"); otherwise, all activity is assumed to be for the master job. In Point of Sale, disabled and closed jobs are not included in selection listings. New jobs may be added during transaction processing (see the delivery tab of the Process (F12) form).*

*Security settings may prevent a user from being able to add jobs during processing.

Folder Area

The lower area of the inquiry form offers a folder area containing five (5) tabs: status, charges, credits, history and log.

Status

The status tab has three (3) main areas: balance & payment history, outstanding balances, and current status.

The Balance & Payment History section provides the customers most recent payment information, overdue table, 12-Month Highest Balance, and previous month balance.

Outstanding Balances displays an aging breakdown of unpaid charges (a monthly scheduled billing cycle ages balances).

The Current Status tab lists the overall outstanding balance of unpaid charges and debit adjustments, finance charge total, unapplied credits, and a total due. This same area shows the customer's pending sales (balance on orders, tickets, etc.), credit limit, available credit, and statement discount total (eligible).

A "promised payment" function is available from this tab as well. It allows the user to select a date and enter a note regarding contact with a customer regarding paying their bill. This function can be used in conjunction with the Past Due report (available under the Receivables, Reports drop down) to create a list of customers who have not paid by the date promised. If the promised payment date or note is updated, use the Process (F12) function to update the database. A history of notes is now being maintained and can be viewed from the "Log" tab.

Charges

The Charges tab displays a listing of charges (any type of debit entry) for either the current billing period (the default display), last statement period, or last 120 days. Use the menu marker to modify the time period displayed. Double click on a document number (#) to open that document in the Document Viewer for more detail.

Credits

 

The Credits tab displays a listing of credits (payments, charge returns, discounts, and credit adjustments) for either the current billing period (the default display), last statement period, or last 120 days. Use the menu marker to modify the time period displayed. Double click on a document number (#), when applicable, to open that document in the Document Viewer for more detail.

History

The History tab lists a combination of charges (debits) and applied credits (payments, memos, discounts, etc.).

Users can select a starting and ending date to produce a range. Applied payment references appear in red text below the items they were applied toward. The "refresh" button allows you to update the grid with any changes to dates or new activity. Double clicking on the document associated with a payment reference row opens the AR Posting document which lists any other invoices/debits that check was applied to. This same function can be used to quickly view documents for charge sales, debit adjustments, etc.

Log

The Log tab displays credit department notes added to the account and allows users to add, modify, and delete existing notes.  Future notes will be available until deleted. Notes can be added to the log in 4 ways: (1) from the Account Maintenance form, (2) from this Inquiry tab, and (3) from the Status tab in this Inquiry, and (4) from the Credit Override area.

Existing notes can be deleted by selecting the desired row in the grid and pressing the Delete key or selecting "Delete" from the alternate menu (usually a right click). Edit a note by double-clicking on the row in the grid you want to make changes to. There are currently no restrictions regarding adding, editing, or deleting notes; however, the Status form is the only area that notes can be modified or deleted, so restricting access to this form can prevent changes. Notes are limited to 1024-characters of text.

The last 60-days of notes are the default date range; however, users can modify this by choosing another preset (120 or 180 days) or "all entries" using the menu marker .

Use the Save (F5) function to save note additions or modifications from the Log tab. Deletions are processed immediately, so be careful when deleting notes.

Print (F8)

The Print (F8) function contains two (2) choices: statement and history.

Statement (Current)

The "statement" option prints a current "statement" (status) for the customer to the selected printer. It's important to point out that this statement isn't retained as a permanent document, it's just a preliminary summary for the customer's current account status and balances. This document can be printed, emailed, or faxed. The format of the "status" statement is not going to reflect the customer's assigned statement parameters, it's a distinct format just for this purpose.

The current statement will now only refer to "discounts" if the customer is eligible for statement discounts (releases 8.1.0 and later). New finance charges, if assessed on a date prior to billing processing (this is optional), are not reflected on a current statement.

History

The "history" print option prints the history selected under the folders (a date range is required).

Cancel (F9)

The Cancel (F9) function clears the form of any selections but leaves it open.

Exit (F10)

The Exit (F10) function closes the form window.

Process (F12)

If the "promised payment" date and note fields are used, the Process (F12) function will become active for saving changes.