Accounts Receivable - Customer Maintenance - Display Additional Options
Select to reveal a dropdown list to other Customer Maintenance tasks.
AR Customer 'Display additional options' menu:
Use the Customer Job Number task to collect information on jobs for each customer. When a customer’s job number is defined and entered on an invoice, all sales for that job are captured. This function is available if selected in the Sales Order Processing module parameters task.
Customer Job Number
About the Fields
To enable edits to the form select .
In the Job Number field...
In the Customer Name, Address, City, State, Zip, Contact, Phone, Ext fields...
Retain job? checkbox...
An entry in the Sales Order Processing Parameter Maintenance task determines the number of months that job information is retained.
Preliminary Lien Info
In the Date field...
In the Lien Number field...
In the Amount field...
In the First Shipment Date field...
In the Total Sales To Date field...
In the Last Invoice Date field...
When done making selections:
This information sets the email and faxing report output information.
Customer Master, Fax, and Email
About the Fields
To enable edits to the form select .
In the Customer ID field...
Display only. The previously selected customer number and name is displayed.
In the Website, Email To, Email Cc, Email Bcc, Fax To, and Fax No fields...
When done making selections:
The Ship-To Address maintenance task allows for the definition, maintenance, and deletion of alternate customer ship-to information. This information is used by the Order/Invoice Processing module to speed the handling of orders for customers with multiple locations.
Customer Ship-To Addresses
About the Fields
To enable edits to the form select .
In the Customer ID field...
Display only. The previously selected customer number and name is displayed.
In the Customer Ship-To Number field...
In the Ship-To Name, Address, City, State/Province, and Zip/Postal Code fields...
In the Country ID field...
In the Contact Name, Telephone Number, and Ext fields...
Some of these free-text fields are for backward compatibility for upgrading from legacy versions of AddonSoftware.
In the Territory Code field...
In the Tax Code field...
In the Salesperson Code field...
In the Dun Bradstreet Number and SIC Code fields...
In the Ship-To Ship Via field...
These codes are used in the Order/Invoice Entry tasks as defaults.
In the 3rd Party Shipping ID field...
This information is used in the Order/Invoice Entry tasks as the default. An ID is assigned to the customer by the shipper.
In the Shipping Email Address field...
This email is used in the Order/Invoice Entry tasks as the default and serves as the customer contact for shipping issues.
When done making selections...
The Credit Card Payment option is used to authorize and capture a credit card payment against one or more invoices. This option is disabled if there are no Cash Receipt Codes with the "Accept Credit Card Payments" checkbox marked.
Credit Card Payment
About the Fields
In the Customer ID field...
Display only. The Customer ID is supplied from the selected master record.
In the Receipt Date field...
The date defaults to the current system date.
In the Cash Receipt Code field...
Once the date and Cash Receipt Code have been entered, the Credit Card Billing Information fields are enabled or not, depending on the Interface Type for the Cash Receipt Code. If using the Internal API, the fields are enabled and a timer will automatically close the form if it remains idle for more than one minute. When using a Hosted page, the fields are disabled since the Hosted page will be used to capture the information. When enabled, all fields except the second address line and email are required. The Payment Amount field is always 'display only' and shows the total amount of payments from the invoice grid.
Invoice Grid
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Select the invoices for payment by clicking the "Pay" box to automatically pay the balance of the invoice, less any available discount. Selections can be made via the keyboard by using the arrow keys to move up/down and then using the Space Bar to select/deselect the "Pay" box.
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Enter the payment and/or discount amount directly.
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Enter comments if desired. These comments will be carried into the Cash Receipt.
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The invoice grid includes an "On Account" row keyed to OA plus the date in yymmdd format. Use this to capture a credit card payment as a deposit against an order that hasn't yet been invoiced. It's a good idea to use the Comments in these instances to record order information.
When done making selections...
At this final confirmation prompt, select [Yes] to process the transaction or [No] to return to the entry form.
What appears next depends on the Interface Type. If using the Internal API, the information collected is sent to the gateway. If using a Hosted page, you'll be taken to that page to fill in the required billing information.
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Regardless of the Interface Type, once the payment has been sent to the gateway, we wait for the returned response. Quite often the response is very quick, but in the event that it takes a few seconds, you'll see the "Awaiting response..." spinner.
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When received, the abridged response is displayed in a message window. If successful, the message indicates that a Cash Receipt has been created. Whether or not successful, the full transaction response is stored and can be viewed from the Credit Card Responses additional option.
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If you cancel out of a hosted page without completing the process or if the expected response is not received in a reasonable amount of time, you can cancel out of the spinner. A message is displayed saying that the response hasn't been received. Note that this message does not necessarily mean that the credit card transaction was not approved. If you elect to cancel the process, you will need to log into the gateway to confirm the status of the transaction, and if it was approved, manually enter the Cash Receipt.
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If canceling while awaiting a response or if you simply elect to cancel out of the Credit Card Payment form via the Close button without clicking the green Run Process button , you'll see a message asking for confirmation that you wish to exit.
Credit Maintenance
About the Fields
Most of this form is display only with data maintained in the Customer maintenance task. The buttons on the form - [Re-age], [Release], [Comments], [Orders], [Invoices], [Delete], and [Modify] provide additional functions.
Re-age (Back to top)
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Click to re-age this customer, showing the aging stats as of the current system date. If the customer invoices have never been aged, the "Last Aged By" is determined from the AR Parameters > Default Age By Option.
Release (Back to top)
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Click to release...
Comments (Back to top)
Customer Comments
In the Customer Comments form...
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Enter the desired comment text. You may include blank lines if/as appropriate. Note that this information will appear on the Comments tab of the Customer Master form.
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Use the <escape> key, or click the [Exit] button to update the comments and dismiss the form.
Orders (Back to top)
Order or Invoice History Inquiry
In the Customer ID field...
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Press [Tab] to accept the current customer selection.
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Click to select from a list of valid customer IDs.
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Click to review the details for the selected Customer ID record.
From the Summary or Detail dropdown...
From the Order or Invoice dropdown..
In the Begin Order/Invoice field...
Optional selection.
After making the inquiry selections...
Invoices (Back to top)
Invoice Detail Inquiry
In the Customer ID field...
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Press [Tab] to accept the current customer selection.
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Click to select from a list of valid customer IDs.
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Click to review the details for the selected Customer ID record.
In the AR Invoice Number field...
Optional selection.
From the Paid/Unpaid/Both dropdown...
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Select Paid (P) to display only paid invoices.
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Select Unpaid (U) to display only unpaid invoice.
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Select Both (B) to display both paid and unpaid invoices.
Include Comments checkbox...
After making the inquiry selections...
Delete (Back to top)
Modify (Back to top)
The following prompt displays:
Modify Credit Information
From the Credit Hold dropdown...
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Select [Yes] to place this customer on credit hold.
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Select [No] to remove a credit hold for this customer.
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Select [Exempt] to exempt this customer from credit hold rules.
In the Credit Limit field...
In the Tickler Date field...
After making the credit edits...
The Invoice Detail Inquiry task displays a customer’s open invoice file containing a record of billings, payments, adjustments, and finance changes. A detailed record of the customer’s accounts receivable activity may be retained until it is cleared using the Zero Balance Invoice Report and Purge task.
Invoice Detail Inquiry
About the Fields
To enable edits to the form select .
In the Customer ID field...
Display only. The previously selected customer number and name is displayed.
In the AR Invoice Number field...
Optional Entry. Enter a specific AR invoice number to view.
From the Paid/Unpaid/Both dropdown...
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Select Paid to view paid invoices only.
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Select Unpaid to view unpaid invoices only.
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Select Both to view both types of invoice.
Include Comments checkbox...
When done making selections...
The Hard Copy task creates a detail listing of customer information for the selected customer.
Customer Detail Listing
In the Beginning/Ending Customer ID field...
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Enter the beginning/ending customer number.
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Press [Enter] or [Tab] to select the first/last customer number on record.
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Click to select from a list of all valid customer numbers.
Include Comments checkbox...
This function is available when the Sales Order Processing module is installed and the Retain Detail Invoice History checkbox is marked in the OP Parameters area. This function displays a customer’s historical invoices. Invoice summary or detail information may be viewed as selected.
Order or Invoice History Inquiry
In the Customer ID field...
Display only. The previously selected customer number and name is displayed.
From the Summary or Detail dropdown...
From the Order or Invoice dropdown...
In the Begin Order/Invoice field...
Optional entry. Enter the first order or invoice number to appear on the report.
When done making selections...
This function creates an on demand invoice statement for the selected customer. The statement date can be manually entered, the statement can reflect invoice date or due date, and a message can be inserted into the body of the invoice statement.
On-Demand Statement
In the Customer ID field...
Display only. The previously selected customer number and name is displayed.
In the Statement Date field...
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Select [Enter] or [Tab] to accept the default date - today's date.
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Enter the statement date in MMDDYYYY format.
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Click to select the date using the calendar tool.
From the Report Type dropdown...
In the Message field...
Messages are usually used for holiday greetings or for changes in company billing policies, special notes, etc.
Send via Report Control checkbox...
When done making selections...
Sample On-demand Customer Statement
See Output Options.
This function launches the Sales History By Customer form.
Sales History by Customer
In the Product Type field...
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Enter a valid product type code.
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Click to select from product types with sales analysis.
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Click to select from a list of valid product types.
In the Inventory Item ID field...
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Enter a valid inventory item number.
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Click to select from items with sales analysis.
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Click to select from a list of valid item numbers.
The sales data for the customer/product/item is displayed.
This function launches the Price Quote Inquiry form.
Price Quote Inquiry
In the Warehouse ID field...
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Enter a valid warehouse ID.
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Click to review the master record for this selection.
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Click to select from a list of valid warehouses
In the Inventory Item ID field...
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Enter a valid item number.
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Click to review the master record for this selection.
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Click to select from a list of valid item numbers.
Click to open an Item Availability Inquiry window displaying on-hand quantities by warehouse and warehouse location(s).
Item Availability Inquiry
Use the Credit Card Responses additional option to review both successful (approved) and unsuccessful (declined) transactions for a given customer. The Transaction Summary tab presents the pertinent information in an easily readable format, while the Full Response tab shows the response exactly as received from either the J2Pay API or the hosted gateway. Invoices making up the payment are shown in the detail grid.
This is a Read-Only form.
Electronic Receipt Response Messages - Transaction Summary tab
Electronic Receipt Response Messages - Full Response tab
(coming soon)
Customer Sales Tax Exempt
Use the Refresh Aging option to re-age this customer, showing the aging stats and widget as of the current system date. If the customer invoices have never been aged, the "Last Aged By" is determined from the AR Parameters > Default Age By Option.
Report Control
Use the Report Control form to add, change or delete information about which documents the specified customer wishes to receive via email or fax. This is a filtered version of the Report Control Recipients form available in the AddonSoftware Administration > Report Control menu, available here as a convenience, and for users who may not have security access to the administration menu. See that topic for more information - Report Control Recipients.
Report Control Customer Recipients
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