View Transaction Inquiry

View Transaction Inquiry allows you to view and print Accounts Receivable information at any time. You can also unpost invoices.

 

Filters: Invoices

Different filters are available depending on your Type selection. To filter for invoices, click Invoices.

  1. Select what type of invoices on which to inquire:
    • Open and Closed
    • Open
    • Closed
    • Unposted
  2. If you select Open, you can also select Show Removable Invoices Only.

Note: The Unposted filter selection allows you to view invoices that have been unposted through the Unpost Invoice option in Transaction Inquiry.

  1. Choose the remaining filters as appropriate:
    • Invoice #:
    • # of Days Past Due:
    • Customer or Bill To: Click the (not set) link or the Search search.pngicon to display the Person Search window. By default, the search Name field text searches for last names and organizations. To search for first and last names, enter your search in the "lastname, firstname" format. You can also search by City and State. Select the name you wish to inquire about and click the Select button. Alternatively, click the Close link to return to the previous page without selecting a name.
    • Revenue Centers
    • Sources
    • Divisions: There is a filter for each division you have set up in Preferences.
    • Items
    • Invoice Posting Periods
    • Invoice Date: Select the date range within which to inquire. Additional date filters may appear depending on the option you choose.
    • Due Date
    • Setup Date
    • Updated Date

Note: Search for just a first name by starting your search with a comma (for example, ", James"). Display a complete list of names by searching for just a comma.

  1. Click the Search button to display results, or the Clear Filters link to reset all filters.

 

Invoice Results Grid

The grid displays invoices that match the selected filters, with the following columns.

Below the grid, Totals display for the Total Amount, Outstanding, Payments, Discounts, and Write Offs columns, along with Unapplied (Unapplied Cash) and Net totals.

  1. Export your results to a Microsoft® Excel .xlsx file by clicking the Export to Excel icon.
  2. Click the View Details icon to view an invoice's details (see the Details Tab).
  3. Click the Print Transaction Inquiry Report button to display a preview of your report.
  4. Click Report Preferences to customize what displays on this report. You have the following options:
    • Change Appearance?
    • Include Invoice Distributions: Select this option to include items, item descriptions, and item amounts from the invoice detail.
    • Print Notes
    • Print Setup Information
    • Print Bill To Address and Phone
    • Print Divisions
    • Print Customer Number?

All details for the displayed transactions are shown, including item information when the Include Invoice Distributions option is selected. There are totals for each bill and Final Totals at the bottom of the report. A recap also displays with Totals by Revenue Centers, Totals by Sources, and an Item Recap.

If you have changed the selected options, click the Run Report button to display an updated report preview. You may also click the Clear Preferences link to reset all of your report preferences to their initial values. Once the preview displays, you can navigate the pages, export to several formats (for example, PDF, Excel, Word), and Print. Click Report Preferences on the blue bar above the report preview to return to Report Preferences. Click the Close Report button when finished to return to the Transaction Inquiry page.

 

Filters: Payments

Different filters are available depending on your Type selection. To filter for payments, click Payments.

  1. Select what type of payments on which to inquire:
    • Posted
    • Voided
  2. Use the Check # field to inquire about a specific check number.
  3. Choose the remaining filters as appropriate:
    • The # of Days Past Due field is not used for payment inquiries.
    • Select the Customer or Bill To by clicking the (not set) link or the Search search.pngicon. This displays the Person Search window. By default, the Name field search text searches for last names and organizations. To search for first and last names, enter your search in the "lastname, firstname" format. You can also search by City and State. Select the name you wish to inquire about and click the Select button. Alternatively, click the Close link to return to the previous page without selecting a name.
    • Revenue Centers
    • Sources
    • Divisions: There is a filter for each division you have set up in Preferences.
    • Items
    • Payment Posting Periods
    • Payment Date: Select the date range within which to inquire. Additional date filters may appear depending on the option you choose.
    • Setup Date
    • Updated Date
  4. Click the Search button to display results, or the Clear Filters link to reset all filters.

 

Payments Results Grid

The grid displays payments matching the selected filters with the following columns:

  1. Export your results to a Microsoft® Excel .xlsx file by clicking the Export to Excel icon.
  2. Click the View Details icon to view payment details (see the Details Tab).
  3. Click the Print Transaction Inquiry Report button to display a preview of your report.
  4. Click Report Preferences to customize what displays on this report:
    • Report Type
    • Report Options

If you have changed the selected options, click the Run Report button to display an updated report preview. You may also click the Clear Preferences link to reset all of your report preferences to their initial values. Once the preview displays, you can navigate the pages, export to several formats (for example, PDF, Excel, Word), and Print. Click Report Preferences on the blue bar above the report preview to return to Report Preferences. Click the Close Report button when finished to return to the Transaction Inquiry page.

 

Transaction Inquiry: Invoice Detail

Transaction Inquiry: Invoice lets you view details of Accounts Receivable invoices and unposted, unpaid invoices.

Invoice Inquiry Grid

The Customer and Bill To are listed, along with their addresses. The Journal information from the General Ledger is shown if applicable.

There are six tabs on the Invoice page if Use ACH is selected.

Details Tab

All invoice detail lines are displayed with the following columns. 

Important: You can change the Project on a posted invoice. If you do this, you are prompted that the project does not match the corresponding journal entry created when the invoice was processed. If you change the project on a posted invoice in Accounts Receivable, it is recommended that you also change the project in the corresponding journal entry in General Ledger.

Under the grid, the Total of Lines, Sales Tax, and Invoice Total are displayed.

Unpost Invoice

  1. Click the Unpost Invoice button to unpost the invoice. This option only appears on unpaid invoices. The Accounts Receivable Unpost Invoice Register displays all details for the invoice.
  2. Click Report Preferences to access the following options:
    • Print Notes
    • Print Setup Information
    • Print Project Information
    • Print Recap by Revenue Center
    • Print Recap by Item
    • Print Recap By Source
    • Print Recap By Taxes

If you have changed the selected options, click the Run Report button to display an updated report preview. You may also click the Clear Preferences link to reset all of your report preferences to their initial values. Once the preview displays, you can navigate the pages, export to several formats (for example, PDF, Excel, Word), and Print. Click Report Preferences on the blue bar above the report preview to return to Report Preferences. Edit the Posting Date if desired, and then click the Finalize Post button to unpost your invoice, return it to Manage Unposted Invoices, and post the detail to General Ledger.

Note: The Post Directly to General Ledger without Editing option allows you to have your journal entry posted all the way through to the General Ledger History so that it can be viewed on reports and on the View Posted Journals page within General Ledger. This allows you to skip having to edit and post the journal entry on the Manage Unposted Journals page in General Ledger.

If you do not wish to unpost the invoice, click the Cancel link to return to the previous page.

ACH Tab

ACH information used for the selected invoice is displayed.

Payments Tab

The following columns display for each payment against the invoice: Payment Date, Check #, Payment, Discount, Write Off, and Outstanding. Totals display below the grid. Any payment with an asterisk (*) beside it is in reference to a payment that is not finalized.

Attachments Tab

The Attachments tab allows you to attach files from your device or scan images using the Scanner.Client.exe program. See the Attachments Help Page for detailed information regarding the attachments feature.

Note Tab

Notes on the selected invoice are displayed and can be edited.

Customer Note Tab

Any information in the Note field on the Customer Information tab (More Information) is displayed and can be edited. Any changes made to this field are saved to the customer record.

When finished, click the Update button to save your changes, the Reset link to undo all changes since the last update, or the Cancel link to return to the Transaction Inquiry page without saving.

 

Transaction Inquiry: Payment Detail

Transaction Inquiry: Payment lets you view details of Accounts Receivable payments.

Transaction Payment Grid

The Bill To is listed along with address information. The Journal information from the General Ledger is shown if applicable.

There are up to four tabs on the Payment page: Apply to Invoices (does not show if the payment was not applied to any invoices), Miscellaneous Cash (does not show if the payment had no miscellaneous cash), Attachments, and Note.

Apply To Invoices

The following columns display for each invoice against which the payment was entered:

Note: Multiple Payments on One Day. When you view the details of a payment on a day with multiple payments, the Outstanding field includes all other payments on that day except the one you're viewing. The New Outstanding field reflects all payments for that day.

For example, an outstanding $300 invoice exists as of 4/1/14. There are two payments on 4/2/14: $50 and $100. The details of the $50 payment show Outstanding: $200, Payment: $50, New Outstanding: $150. The details of the $100 payment show Outstanding: $250, Payment: $100, New Outstanding: $150.

Miscellaneous Cash

The following columns display for each miscellaneous cash entry associated with the payment.

Important: You can change the Project on a posted miscellaneous cash entry. If you do this, you are prompted that the project does not match the corresponding journal entry created when the payment was processed. If you change the project on a posted miscellaneous cash entry in Accounts Receivable, it is recommended that you also change the project in the corresponding journal entry in General Ledger.

Attachments Tab

The Attachments tab allows you to attach files from your device or scan images using the Scanner.Client.exe program. See the Attachments Help Page for detailed information regarding the attachments feature.

Note Tab

Notes on the selected payment are displayed and can be edited.

When finished, click the Update button to save your changes, the Reset link to undo all changes since the last update, or the Cancel link to return to the Transaction Inquiry page without saving.

Updated

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