Customer enquiries

Open: Customers > Customer Enquiries > Customer Enquiry.

1. Select the account you want to view.
2. Choose the information that you want to view by selecting the appropriate tab: Company, General, Stationery, Terms, Credit, Analysis Codes, Aged Balances, Turnover, Turnover by Year, Attachments, Memo.
3. The Turnover tab displays the Invoices, Credit Notes, and Receipts/Payments amounts for a given period. The Invoice and Credit Note figures do not include the VAT amounts on the transactions. The figures displayed in the Receipts/Payments column do not include the discount amounts due on any associated transactions.
4. If you are using Sales Orders, you can view orders or invoices for this customer by clicking View Orders or View Invoices.

5. An * (asterisk) is displayed on the Memo tab if there are active memos.

   • To add memos, select the Memo tab and click Add.

     Enter the memo text and click OK.

     The memo details are added, along with the date and time that it was added as well as the user who created the memo.

   • To amend the memo information, click Edit.
   • To remove the memo, click Delete.

   • By default, memos that you add will be marked as Active. This can be changed by selecting the active memo and clicking Set as Inactive.

   • Select Show memo text to view the full text of the memo.

6. An * (asterisk) is displayed on the Alerts tab if there are active alerts.

Open: Customers > Customer Enquiries > Customer Transaction Enquiry.

1. Select the account you want to query.
2. Select a transaction to display its details.

3. Select the Show outstanding only check box to display those transactions that are left outstanding.

4. Enter the number of transactions you want to display on the Current tab in the Maximum number of transactions to display box. You can choose to display up to 999999 transactions.

5. Select Trans. detail, Nominal, Allocation Session, Allocation History, VAT, Bank, Memo from the drilldown to see a detailed breakdown.

   Note: For foreign currency transactions with settlement discounts, you may see rounding discrepancies with the VAT Discount and VAT values displayed here.

6. To view invoices and credit notes:

   • To view an invoice for this customer, select View Invoices.
   • To view a credit note for this customer, select View Credit Notes.

7. To reprint invoices and credit notes:

   • To reprint an invoice or credit note in the transactions list, select the transaction and select Reprint Document.
   • To reprint an invoice for this customer, select Reprint Invoices.
   • To reprint a credit note for this customer, select Reprint Credit Notes.

8. You can assign and unassign query flags on transactions:

   • To assign the flag, click in the Query box on the transaction line and enter a single letter as the query flag.

     This prevents further actions on the transaction until you remove the query flag.

   • Note: You can use any letter for the query flag apart from the reserved characters W for bad debt write off, and F for finance charges.

   • To remove a query flag, click in the Query box on the transaction line and delete the query flag.

     You may now perform other actions on the transaction.

9. To view or add file attachments for a sales invoice or credit note, select the transaction then select Attached Documents. See Scan and attach documents.

Open: Customers > Customer Enquiries > Debtors Reconciliation Enquiry.

1. Select an accounting period and click Display to view the reconciliation information for the period.

   The following information is displayed:

   Debtors Opening Balance	This shows the closing balance(s) for the debtor's control nominal account(s), from the period immediately before the period you have selected. Note: This balance could change if the relevant customer's period is not closed. Further sales transactions may have been posted the next time you use the Debtors Reconciliation Enquiry.
   Invoices, Credit Notes, Receipts and Payments	These show the total of the original base currency value of sales transactions that are posted to the nominal ledger for the selected accounting period. Note: This is based on the period the transactions are posted to the nominal ledger, not the transaction date. For example, you enter an invoice on February 4th that is dated January 29th, and the nominal ledger period for January is closed. The transaction is posted to the nominal ledger in February but will appear in the customer balance for January.
   Opening Balances	This shows the total net value of opening balances dated in the selected period. Opening balances do not update the nominal ledger and so do not carry an accounting period. However, opening balances are included on the aged debt reports. The incorrect use of opening balances can cause discrepancies, so these details are shown to help you identify possible problems with this.
   Currency Adjustments	This shows the total value currency adjustment gains and losses that are posted to the nominal ledger for the selected period. These are: Any currency gains or losses posted to the debtors control account(s) when outstanding invoices are revalued in the selected period. This occurs when you revalue your customer accounts. Any currency gains or losses from the allocation of receipts or payments, posted in the selected period. This occurs when the exchange rate on the allocated receipt or payment is different to the exchange rate on the original invoice or credit note.
   Net Change	This shows any difference between the total sales transactions posted to the debtors control account(s) and the balance on the debtors control account(s) in the nominal ledger.
   Debtors Journals	This shows the total value of any journals that have been posted directly to the debtors control nominal account(s) from the nominal ledger, for the selected period. These are not present in the customers' accounts. Note: We recommend that journals are not posted directly to the Debtor Control Account(s).
   Previous Year Adjustments	This shows the total value of any previous year journals entries that have been posted directly to the debtors control nominal account(s) in the selected period. Note: We recommend that journals are not posted directly to the Debtor Control Account(s).
   Debtors Closing Balance	This shows the balance on the debtor's control nominal account at the end of the selected period.
   Discrepancy	This is the difference between the opening and closing balances on the debtors control nominal accounts(s) that did not arise from customers. The Discrepancy is calculated in the following way: (Debtors Opening Balance + Net Change from Sales Ledger) - Debtors Closing Balance.

2. To display related transactions in the Drilldown Details section of the window, select a totals item.
3. When you have finished viewing the details, click Close.