Accounts Receivable - Customer Maintenance - Display Additional Options

Select to reveal a dropdown list to other Customer Maintenance tasks.

AR Customer 'Display additional options' menu:


Customer Job Number  (Back to top)

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...

  • Enter a valid Job Number.

  • Click to view a table of valid Job Numbers. See Query Functions.

  • Click the record navigating buttons; to view the first record, to view the previous record, to view the next record and to view the last record.

In the Customer Name, Address, City, State, Zip, Contact, Phone, Ext fields...

  • Enter the customer’s contact information

Retain job? checkbox...

  • Mark the box to retain this information.

  • Unmark the box to purge this information.

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...

  • Enter the date of the lien.

  • Click to select a date by using the calendar tool.

In the Lien Number field...

  • Enter the number assigned to the lien.

In the Amount field...

  • Enter the amount of the lien.

In the First Shipment Date field...

  • Enter the first delivery date for this job.

  • Click to select a date by using the calendar tool.

In the Total Sales To Date field...

  • Enter the amount of total sales for this customer for this job.

In the Last Invoice Date field...

  • Enter the date of the last invoice to this customer for this job.

  • Click to select a date by using the calendar tool.

When done making selections:

  • Click to clear the form to begin again.
  • Click to delete current comment in the selected line

  • Click to save the changes.  

Customer Master, Fax, and Email  (Back to top)

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...

  • Enter the customer information for output defaults.

When done making selections:

  • Click to clear the form to begin again.
  • Click to save changes.

  • Click to delete the current record.


Customer Ship-To Addresses  (Back to top)

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...

  • Enter the alternate ship-to record number.

  • Click to view a table of alternate address record for this customer to select from.

  • Click to view the first record, select the Display previous record button to view the previous record, select Display next record button  to view the next record, select Display last record button to view the last record.

In the Ship-To Name, Address, City, State/Province, and Zip/Postal Code fields...

  • Enter the customer’s contact information

In the Country ID field...

  • Enter a valid two-digit alphanumeric code.

  • Click to view a list of all valid country codes.

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.

  • Enter the customer’s contact information.

In the Territory Code field...

  • Enter a valid territory code.

  • Click to view a list of all valid territory codes.

In the Tax Code field...

  • Enter a valid two-digit alphanumeric code.

  • Click to view a list of all valid tax codes.

In the Salesperson Code field...

  • Enter a valid salesperson code.

  • Click to view a list of all valid salesperson codes.

In the Dun Bradstreet Number  and SIC Code fields...

  • Enter the customer’s information.

In the Ship-To Ship Via field...

These codes are used in the Order/Invoice Entry tasks as defaults.

  • Click to view a list of all valid codes.

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...

  • Click to save changes.
  • Click to delete the current record.

Credit Card Payment (Back to top)

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.

  • Enter a valid receipt date for the payment.

  • Click Calendar button to select the receipt date.

In the Cash Receipt Code field...

  • Enter a valid Cash Receipt Code.

  • Click Record Query button to select from a list of existing active code records filtered to display codes with the "Accept Credit Card Payments" flag.

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

  • 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.

  • Enter the payment and/or discount amount directly.

  • Enter comments if desired. These comments will be carried into the Cash Receipt.

  • 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...

  • Click Run Process button when the desired invoices and/or payment amounts have been entered to display a final confirmation.

  • Click to clear the form and begin again.

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.

  • 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.

  • 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.

  • 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. The following message is displayed. 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.

  • 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 Run Process button, you'll see a message asking for confirmation that you wish to exit.

 

Credit Maintenance (Back to top)

 

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 - [Release], [Comments], [Orders], [Invoices], [Delete], and [Modify] provide additional functions.

 

Release

  • Click Release button to release...

Comments

  • Click Comments button  to open the Customer Comments main record for review and editing.

Customer Comments

 

In the Customer Comments form...

  • 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.

  • Use the <escape> key, or click the [Exit] button to update the comments and dismiss the form.

Orders

  • Click Orders button to launch the Order or Invoice History Inquiry window.

Order or Invoice History Inquiry

 

In the Customer ID field...

  • Press [Tab] to accept the current customer selection.

  • Click Click to select from a list of valid customer IDs.

  • Click Display Master Record button to review the details for the selected Customer ID record.

From the Summary or Detail dropdown...

  • Select Summary (S) for a summary view of open orders or invoices.

  • Select Detail (D) for a detailed view of open orders or invoices.

From the Order or Invoice dropdown..

  • Select Orders (O) to display orders.

  • Select Invoices (I) to display invoices.

In the Begin Order/Invoice field...

Optional selection.

  • Enter the beginning invoice or order number to display.

After making the inquiry selections...

  • Click Run Process button to produce a report of all open orders or invoices for the selected customer.

Invoices

  • Click Invoices button to display all invoices associated with this customer. The Invoice Detail Inquiry window appears.

Invoice Detail Inquiry

 

In the Customer ID field...

  • Press [Tab] to accept the current customer selection.

  • Click Click to select from a list of valid customer IDs.

  • Click Display Master Record button to review the details for the selected Customer ID record.

In the AR Invoice Number field...

Optional selection.

  • Enter the AR invoice number to display.

From the Paid/Unpaid/Both dropdown...

  • Select Paid (P) to display only paid invoices.

  • Select Unpaid (U) to display only unpaid invoice.

  • Select Both (B) to display both paid and unpaid invoices.

Include Comments checkbox...

  • Mark the box to include comments.

  • Unmark the box to not include comments.

After making the inquiry selections...

  • Click Run Process button to produce a report of invoices for the selected customer.

Delete

  • Click Delete button to remove the follow-up date from the system.

  • Select [Yes] to remove the order and follow-up date.

  • Select [No] to abort the removal process.

Modify

  • Click Modify button to edit the credit information for the selected held invoice or credit customer order. This option is available from both queues and accesses the Credit Hold, Credit Limit and Tickler Date fields for the customer.

The following prompt displays:

Modify Credit Information

 

From the Credit Hold dropdown...

  • Select [Yes] to place this customer on credit hold.

  • Select [No] to remove a credit hold for this customer.

  • Select [Exempt] to exempt this customer from credit hold rules.

In the Credit Limit field...

  • Enter an amount for this customer. Orders exceeding this amount are flagged at order entry.

In the Tickler Date field...

  • Enter date for follow up or click Calendar button to select a date by using the calendar tool.

After making the credit edits...

  • Click Run Process button to save the changes for the selected customer.


Invoice Detail Inquiry  (Back to top)

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...

  • Select Paid to view paid invoices only.

  • Select Unpaid to view unpaid invoices only.

  • Select Both to view both types of invoice.

Include Comments checkbox...

  • Mark the box to include comments on the register.

  • Unmark the box to create the register without comments.

When done making selections...

  • Click to create a report of all invoices matching the selected criteria.

 

Hard Copy (Back to top)

The Hard Copy task creates a detail listing of customer information for the selected customer.

AR Customer Detail Listing menu
Customer Detail Listing

 

In the Beginning/Ending Customer ID field...

  • Enter the beginning/ending customer number.

  • Press [Enter] or [Tab] to select the first/last customer number on record.

  • Click Click to select from a list of all valid customer numbers.

Include Comments checkbox...

  • Mark the box to include comments on the listing.

  • Unmark the box to print the listing without comments.

 

Order/Invoice History Inquiry  (Back to top)

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...

  • Select Summary for a summary view.

  • Select Detail for a detailed view.

From the Order or Invoice dropdown...

  • Select Orders for a view of orders.

  • Select Invoices for a view of invoices.

In the Begin Order/Invoice field...

Optional entry. Enter the first order or invoice number to appear on the report.

When done making selections...

  • Click to create a report of all invoices matching the selected criteria.

 

Statement (Back to top)

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...

  • Select [Enter] or [Tab] to accept the default date - today's date.

  • Enter the statement date in MMDDYYYY format.

  • Click Calendar button to select the date using the calendar tool.

From the Report Type dropdown...

  • Select I - Invoice Date to create a statement reflecting invoice dates.

  • Select D - Due Date to create a statement reflecting due dates.

In the Message field...

Messages are usually used for holiday greetings or for changes in company billing policies, special notes, etc.

  • Enter up to 60 characters of a general message to print on each statement.

Send via Report Control checkbox...

  • Mark the box to send the report via the Report Control feature via email or fax based on the report control settings.

  • Unmark the box to display the report in the Viewer.

When done making selections...

  • Click to create an on-demand statement.

Sample On-demand Customer Statement

 

See Output Options.

 

Sales History (Back to top)

This function launches the Sales History By Customer form.

 

Sales History by Customer

 

In the Product Type field...

  • Enter a valid product type code.

  • Click Record Query button to select from product types with sales analysis.

  • Click Click to select from a list of valid product types.

In the Inventory Item ID field...

  • Enter a valid inventory item number.

  • Click Record Query button to select from items with sales analysis.

  • Click Click to select from a list of valid item numbers.

The sales data for the customer/product/item is displayed.

  • Click Clear Form button to clear the selections on the window.

Customer Pricing (Back to top)

This function launches the Price Quote Inquiry form.

 

Price Quote Inquiry

 

In the Warehouse ID field...

  • Enter a valid warehouse ID.

  • Click Display Master Record button to review the master record for this selection.

  • Click Click to select from a list of valid warehouses

In the Inventory Item ID field...

  • Enter a valid item number.

  • Click Display Master Record button to review the master record for this selection.

  • Click Click to select from a list of valid item numbers.

Click Item Availability button to open an Item Availability Inquiry window displaying on-hand quantities by warehouse and warehouse location(s).

 

Item Availability Inquiry

 
 

Credit Card Responses (Back to top)

 

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.

 

Electronic Receipt Response Messages - Transaction Summary tab

 

Electronic Receipt Response Messages - Full Response tab

 

______________________________________________________________________________________

Copyright BASIS International Ltd. AddonSoftware® and Barista® Application Framework are registered trademarks.