View Transaction Inquiry

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

This Section Includes:

Filters - Invoices

  1. There are different filters available depending on your Type selection. In this case, click Invoices. Payments are covered in the Filters - Payments section.
  2. Select what type of invoices on which to inquire:
    • Open and Closed
    • Open
    • Closed
    • Unposted
  1. If you select Open, you can also select to Show Removable Invoices Only.
The Unposted filter selection allows you to view invoices that have been unposted through the 'Unpost Invoice' option in Transaction Inquiry.
  1. Chose the remaining filters as are appropriate.
    • Invoice #
      • Show All
      • Specific
      • Less Than Or Equal
      • Greater Than Or Equal
      • Range
    • # of Days Past Due
      • Show All
      • Specific
      • Less Than Or Equal
      • Greater Than Or Equal
      • Range
    • Customer or Bill To by clicking the (not set) link or the Search  icon. This displays the Person Search window. By default, the search text for the Name field 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 on and click the Select button. Alternately, click the Close link to return to the previous page without selecting a name.

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

    • 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 what option you choose.

    • Due Date
    • Setup Date
    • Updated Date
  1. Click the Search button to display results or the Clear Filters link to reset all filters.

Invoice Results Grid

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

  • Customer
  • Bill To
  • Invoice #: Click the Reprint  icon to reprint an invoice.
  • Invoice Date
  • Due Date
  • Days Past Due
  • Total Amount
  • Outstanding
  • Payments
  • Discounts
  • Write Offs
  • Revenue Center
  • Source
  • Divisions: There is a column in the grid for each division you have set up in Preferences.
  • ACH
  • Attach: Hover over the Attach  icon to see any notes on the attachment(s) and the filenames of attached files.
  • Note: Hover over the Note  icon to preview the note.
  • Setup: Hover over the Information  icon to display user and time information for when the invoice was set up and last updated.

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

  1. You can export your results to a Microsoft® Excel .xlsx file by clicking the Export to Excel® icon.
  2. Click the View Details  icon to view the details of an invoice (More Information).
  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 detail for the displayed transactions is displayed including item information if the option to Include Invoice Distributions is selected. There are totals for each bill to 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 (e.g., 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

There are different filters available depending on your Type selection. In the case click Payments.

  1. Select what type of payments on which to inquire:
    • Posted
    • Voided
  1. Use the Check # field if you want to inquire on a specific check number.
  2. Chose the remaining filters as are appropriate.
    • The # of Days Past Due field is not used for payments inquiry.
    • Select the Customer or Bill To by clicking the (not set) link or the Search  icon. This displays the Person Search window. By default, the search text for the Name field 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 on and click the Select button. Alternately, click the Close link to return to the previous page without selecting a name.

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

    • 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 what option you choose.

    • Setup Date
    • Updated Date
  1. 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:

  • Bill To
  • Check #
  • Payment Date
  • Check Amount
  • Unapplied Cash
  • Payment Posting Period
  • ACH
  • Attach: Hover over the Attach  icon to see any notes on the attachment(s) and the filenames of attached files.
  • Note: Hover over the Note  icon to preview the note.
  • Setup: Hover over the Information  icon to display user and time information for when the payment was set up and last updated.
  1. You can export your results to a Microsoft® Excel .xlsx file by clicking the Export to Excel® icon.
  2. Click the View Details  icon to view the details of a payment (More Information).
  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:
      • Detail: The complete details of each payment (broken down by bill to) are displayed, along with the invoices against which they were applied. There are totals for each bill to and Final Totals at the bottom of the report.
      • Summary: For each payment the following columns are displayed: Customer, Check #, Payment Date, Check Amount, and Unapplied.
      • Images: The Bill To, Check #, Date, Amount, and the check image are displayed.
    • Report Options:
      • Print Notes 
      • Print Setup Information.

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 (e.g., 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 allows you to view the details of Accounts Receivable invoices and unpost unpaid invoices.

This Section Includes:

Invoice Inquiry Grid

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

The following information is displayed:

  • Invoice #
  • Invoice Date
  • Due Date
  • Invoice Total
  • Revenue Center
  • Source
  • Divisions

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:

  • Item
  • Description
  • Unit Price
  • #
  • Project
  • Amount
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 that was made when the invoice was processed. If you do 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 is 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 detail 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 (e.g., 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 which unposts your invoice, put it back in 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 in 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 accessible from your device or to scan image files 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 in Customer Information (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 time the page was updated, or the Cancel link to return to the Transaction Inquiry page without saving your changes.

Transaction Inquiry > Payment - Detail

Transaction Inquiry - Payment allows you to view the details of Accounts Receivable payments.

This Section Includes:

Transaction Payment Grid

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

The following information is displayed:

  • Check #
  • Payment Date
  • Check Amount
  • Unapplied Cash

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:

  • Invoice #
  • Invoice Date
  • Customer
  • Outstanding
  • Payment
  • Discount
  • Write Off
  • New Outstanding

Multiple Payments on One Day

 

When you view the detail of a payment when there is more than one payment on a specific day, the Outstanding field includes all other payments on that day except the one being viewed. The New Outstanding field reflects all payments for that day. Example: There is a $300 outstanding invoice on 4/1/14. There are two payments on 4/2/14: $50 and $100. The details of the $50 payment show the following:

Outstanding: $200

Payment: $50

New Outstanding: $150

The details of the $100 payment show the following:

Outstanding: $250

Payment: $100

New Outstanding: $150

Miscellaneous Cash

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

  • Revenue Center
  • Account
  • Description
  • Project
  • Payment
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 that was made when the payment was processed. If you do 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 accessible from your device or to scan image files 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 time the page was updated, or the Cancel link to return to the Transaction Inquiry page without saving your changes.

 

 

Updated

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