IdealWare Online Users Manual

AR3-01 A/R INQUIRIES
25644 A/R Ledger

 

PURPOSE

 

The A/R ledger inquiry program enables you to inquire about customer accounts receivable status. The display screen can be divided into two sections: the header and the detail. The header section displays information from the customer master file such as customer code and name, contact's name, phone number, aged and total A/R balance, credit limit, etc. The detail section lists by date each transaction, transaction  date, entry type (whether invoice, adjustment, payment), the source and whether a debit or credit amount and the current A/R balance.

 

If the customer is a "balance forward" type customer, transactions dated prior to the current month will be included in the balance forward figure. Only transactions for the current month will be displayed.

 

Payments received during the current month will be displayed and will be purged together with their respective fully paid invoices during the month end purge.

 

Like all other inquiry programs, a print option is available to print the information that is displayed, by selecting "P" when the last screen of information is displayed. If "P" is selected, the system will automatically go to the print menu when exiting the program. If multiple customers are inquired upon and marked for printing, all will be printed in the same print job.

 

 

PROCEDURE

 

Select A/R Ledger from the Accounts Receivable Processing menu. The inquiry initialization screen immediately opens with the first prompt.

 

** INQUIRY METHOD? ('N'=NON-PURGED, 'H'=HISTORY):

 

"N" to display only outstanding transactions.

 

For balance forward type customers, any debit/credit total of previous accounting periods is displayed as a single balance forward total. For open item type customers, all outstanding items are displayed regardless of accounting period.

 

 

"H" to display debit and credit transactions that are paid.

 

When selecting history transactions you are prompted to specify dates from and to which to display transactions.

 

 

** FROM DATE? (ENTER FOR '0001/01'): 000101

 

Enter the desired start date in the format YYYYMM.

 

[Enter] to display all history transactions.

 

[F3] to backup and change the INQUIRY METHOD.


** TO DATE? (ENTER FOR '2000/04'): 200004

 

Enter the desired end date in the format YYYYMM.

 

[Enter] to the end of the current A/R period.

 

If you enter a "TO DATE" that is not later than the "FROM DATE", the following warning message displays:

 

 

>> NOT PERMITTED. DATE IS LESS THAN 'FROM DATE'. PRESS ENTER.

 

[Enter] to clear the message and re-enter the TO DATE.

 

If you enter a "TO DATE" that is later than the the current A/R period, the following warning message displays:

 

 

>> NOT PERMITTED. DATE LATER THAN A/R PERIOD. PRESS ENTER:

 

[Enter] to clear the message and re-enter the TO DATE.

 

[F3] to change the FROM DATE or INQUIRY METHOD.

 

** PRESS CR TO CONTINUE:

 

[Enter] to continue to the data display screen.

 

[F4] to return to menu.

 

 

  A/R CUSTOMER LEDGER INQUIRY DISPLAY 

┌────────────────────────────────────────────────────────────────────────────────┐
│05/04/07           A/R CUSTOMER LEDGER INQUIRY AS AT 2007/05           PAGE:    â”‚
│────────────────────────────────────────────────────────────────────────────────│
│  CUSTOMER: ________                                      CURRENT:              â”‚
│   CONTACT:                       LAST PAYMENT:            Apr/07:              â”‚
│   PHONE#1:                       PAYMENT$:                Mar/07:              â”‚
│   FAX#:                         YTD SALES:                Feb/07:              â”‚
│ DATE OPEN:                   CREDIT LIMIT:                Jan/07:              â”‚
│* MONTHLY STATUS FLAGS *   HIGHEST BALANCE:                 OLDER:              â”‚
│                             COMMITTED A/R:               BALANCE:              â”‚
│────────────────────────────────────────────────────────────────────────────────│
│   DATE  INV#      TYPE       SOURCE  DISCOUNT      DEBIT     CREDIT    BALANCE│
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│ENTER F3 FOR DATE, F4 TO END, F5 FOR CUSTOMER INQUIRY.                          â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
ENTER F3 FOR DATE, F4 TO END, F5 FOR CUSTOMER INQUIRY.

 

Enter the desired customer code.

 

[F3] to re-enter INQUIRY METHOD or dates.

 

[F4] to exit to the menu.

 

[F5] to access customer inquiry for selection.

 


FIELDS - HEADER

 

CUSTOMER:

 

Enter the desired customer code.

 

The customer name will be displayed automatically.

 

 

[F4] to exit to the menu.

 

[F5] to access customer inquiry for selection.

 

CONTACT:

 

Displays the customer contact name as set up on the customer master file.

 

PHONE#1:
PHONE#2:

 

Displays the customer's phone numbers as set up on the customer master file.

 

DATE OPEN:

 

Displays the date this customer file was opened.

 

* MONTHLY STATUS FLAGS *:

 

This field will display up to 24 characters. Each character represents the sales activity for a particular month with the most recent month on the left.

 

* = MTD sales > 0; A/R balance <= 0

? = MTD sales > 0; A/R balance > 0

0 = MTD sales <= 0; A/R balance <= 0

X = MTD sales <= 0; A/R balance > 0

 

LAST PAYMENT:

 

Displays the last payment date.

 

PAYMENT$:

 

Displays the amount of the last payment.

 

YTD SALES:

 

Displays the amount of Y.T.D. sales is for this customer.

 

CREDIT LIMIT:

 

Displays the credit limit as set up on the customer master file.

 

HIGHEST BALANCE:

 

Displays the highest A/R balance for this customer this year.

 

COMMITTED A/R:

 

Displays the total of all current orders for this customer.


CURRENT:

 

Displays the total outstanding balance for this customer.

 

1, 2, 3 AND 4 MONTHS AGO:

 

Displays the total outstanding balances for the previous aging buckets.

 

OLDER:

 

Displays the total outstanding balance older than 120 days.

 

BALANCE:

 

Displays the customer's aged A/R balances, total A/R balance and a bad debt total, if applicable.

 

 

FIELDS - DETAIL

 

DATE

 

Displays the transaction date.

 

INV#

 

Displays the transaction number.

 

TYPE

 

Displays the transaction type.

 

SOURCE

 

Displays the batch number of the original entry.

 

DISCOUNT

 

Displays the discount as set up in the payment terms file available on each invoice.

 

DEBIT

 

Displays the transaction amounts with a debit (invoices, debit adjustments).

 

CREDIT

 

Displays the transaction amounts with a credit (payments, credit adjustments).

 

BALANCE

 

Displays the new A/R balance.


  Example Customer Ledger Inquiry display: 

┌────────────────────────────────────────────────────────────────────────────────┐
│Apr27/00           A/R CUSTOMER LEDGER INQUIRY AS AT 2000/04 NOTES: Y  PAGE:  1 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│  CUSTOMER: A02501    ARROW SPEED CONTROLS                CURRENT:     8,431.28 â”‚
│   CONTACT:                       LAST PAYMENT: Dec15/99   Mar/00:    29,364.13 â”‚
│   PHONE#1: 604-321-4033          PAYMENT$:       913.02   Feb/00:    77,247.34 â”‚
│   FAX#:    604-321-9415         YTD SALES:   686,274.50   Jan/00:          .00 â”‚
│ DATE OPEN: Apr14/94          CREDIT LIMIT:    25,000.00   Dec/99:          .00 â”‚
│* MONTHLY STATUS FLAGS *   HIGHEST BALANCE:          .00    OLDER:     5,147.91 â”‚
│------------------------     COMMITTED A/R:          .00  BALANCE:   120,190.66 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│   DATE  INV#      TYPE       SOURCE  DISCOUNT      DEBIT     CREDIT    BALANCE â”‚
│────────────────────────────────────────────────────────────────────────────────│
│<<START>>                 ** A/R SUB-LEDGER DETAILS **                          â”‚
│Jan14/98 46659     REF:46659  RD0000       .00   5,147.91              5,147.91 â”‚
│Oct13/99 69366     REF:69366  RD0000       .00   2,331.74              7,479.65 â”‚
│Oct13/99 69367     REF:69367  RD0000       .00     155.45              7,635.10 â”‚
│Oct14/99 69411     REF:69411  RD0000       .00   9,148.50             16,783.60 â”‚
│Oct14/99 69412     REF:69412  RD0000       .00     488.35             17,271.95 â”‚
│Oct14/99 69413     REF:69413  RD0000       .00     347.20             17,619.15 â”‚
│Oct14/99 69414     REF:69414  RD0000       .00   5,252.73             22,871.88 â”‚
│Oct15/99 69462     REF:69462  RD0000       .00     775.63             23,647.51 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│** PRESS CR TO CONTINUE; F4 TO END: _                                           â”‚
│   PRESS F5 FOR CUSTOMER MASTER SCREEN, N FOR NOTES, S FOR STATUS FLAG INQUIRY. â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

OPTIONS

 

After you enter a customer code one of the following prompts will appear.

 

1. When there are more transactions than can be displayed on one screen:

 

** PRESS CR TO CONTINUE; F4 TO END: _
   PRESS F5 FOR CUSTOMER MASTER SCREEN,N FOR NOTES,S FOR STATUS FLAG INQ.

 

[Enter] to advance to the next screen of transactions.

 

[F4] to end display

 

Option prompt 3 is displayed.

 

 

2. When there are more transactions than can be displayed on one screen and you have advanced to a succeeding screen:

 

** PRESS CR TO CONTINUE; F3 FOR PREVIOUS PAGE; F4 TO END: _
   PRESS F5 FOR CUSTOMER MASTER SCREEN,N FOR NOTES,S FOR STATUS FLAG INQ.

 

[Enter] to advance to the next screen of transactions.

 

[F3] to return to previous screen of transactions.

 

[F4] to end display.

 

Option prompt 3 is displayed.

 

 

3. When there are no further transactions to display:

 

** CR=CONTINUE; 'P'=PRINTOUT; F6=CONTRACTS; F7=CURRENT ORDERS: _
   PRESS F5 FOR CUSTOMER MASTER SCREEN,N FOR NOTES,S FOR STATUS FLAG INQ.

 

[Enter] to clear the current display.

 

The display is cleared and you are returned to the CUSTOMER CODE field where you may enter another customer code or press [F4] to exit.

 

 

"P" to print the ledger details.

 

The display is cleared and you are returned to the CUSTOMER CODE field. When you exit the program you will be prompted to select a printer and the ledger details will then be printed. You can select multiple customers and all will print when you exit.

 

 

[F5] to display customer master maintenance screen.

 

This is display mode only and maintenance functions are not accessible. This option is available from all prompts.

 

 

[F6] to display customer contract information.

 

If the customer has any contracts, the following prompt will display:

 

 

** CUSTOMER HAS 1 CONTRACTS ON FILE. SPECIFY CONTRACT NUMBER 0000
   (CR=0000; F5 FOR INQUIRY)

 

Enter the number of contract to display.

 

[Enter] to display the default contract.

 

If there is only a single contract it will be displayed automatically and pressing [Enter] will clear the contract prompt and return to the ledger display.

 

 

[F5] to display list of contracts for selection.

 

[F7] to display current outstanding orders.

 

If the customer has any current orders they will be displayed. Press [Enter] to clear the orders display and return to ledger display. If there are more current orders than can be displayed on a single screen, use [Enter] and [F3] to advance and backup through them; pressing [Enter] at the final screen will close the display.

 

 

The following two options are available from all prompts:

 

"N" to display customer notes summary screen.

 

"S" to display monthly status flag key.

 

┌───────────────────< MONTHLY STATUS FLAGS INQUIRY >────────────────────┐
│                                                                       â”‚
│ * = (MTD SALES>0) AND ACCT BAL<=0)                                    â”‚
│ a = (MTD SALES>0) AND (30 DAYS ACCT BAL>0) AND (31+DAYS ACCT BAL<=0)  â”‚
│ b = (MTD SALES>0) AND (60 DAYS ACCT BAL>0) AND (61+DAYS ACCT BAL<=0)  â”‚
│ c = (MTD SALES>0) AND (90 DAYS ACCT BAL>0) AND (91+DAYS ACCT BAL<=0)  â”‚
│ d = (MTD SALES>0) AND (91+DAYS ACCT BAL>0)                            â”‚
│ 0 = (MTD SALES<=0) AND ACCT BAL<=0)                                   â”‚
│ A = (MTD SALES<=0) AND (30 DAYS ACCT BAL>0) AND (31+DAYS ACCT BAL<=0) â”‚
│ B = (MTD SALES<=0) AND (60 DAYS ACCT BAL>0) AND (61+DAYS ACCT BAL<=0) â”‚
│ C = (MTD SALES<=0) AND (90 DAYS ACCT BAL>0) AND (91+DAYS ACCT BAL<=0) â”‚
│ D = (MTD SALES<=0) AND (91+DAYS ACCT BAL>0)                           â”‚
│ - = UNRECORDED MONTH                                                  â”‚
│                                                                       â”‚
│** SELECT OPTION (CR TO EXIT WINDOW): _                                â”‚
└───────────────────────────────────────────────────────────────────────┘