Customer workspaces and enquiries

Account Enquiry is an enquiry form.

Use the customer account enquiry:

Open: Sales Ledger > Sales Enquiries > Account Enquiry.

1. Select the account you want to view.

2. Choose the information that you want to view by selecting the appropriate tab:

   Tab	Notes
   Company	Address and main contact details
   Contacts	View all the contacts for this customer account. You can view contact details for each person, and check their job roles.
   General	Currency, VAT Code, default nominal accounts
   Stationery	Statement and invoice layouts
   Terms	Payment terms and settlement discount details.
   Credit	Credit terms and review status
   Analysis Codes	Analysis codes and values
   Aged Balances	Account balance for each ageing period. Choose to show this by transaction date, due date or calendar month.
   Turnover	Total value of invoices, credit notes and receipts / payments amounts for each period. The invoice and credit note figures do not include the VAT. The Receipts/Payments column does not include any settlement discounts due.
   Turnover by Year	Total value of invoices, credit notes and receipts / payments amounts for previous financial year The invoice and credit note figures do not include the VAT. The Receipts/Payments column does not include any settlement discounts due.
   Attachments	Files associated with the customer.
   Memo	Notes about the customer account. To add memos, select the Memo tab and click Add. The memo details are added, along with the date and time that it was added as well as the user who created the memo. 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. An * (asterisk) is displayed on the Memo tab if there are active memos.
   Pricing	The price bands the customer is linked to. The order value and discount groups the customer is linked to, if you're using these.
   Alerts	Alerts are messages that are displayed when you select a customer account, so you can view reminders for a particular customer. Alerts can be displayed when you enter invoices, credit notes, orders, returns, quotations, pro forma invoices, project bills, or run a customer price enquiry. An * (asterisk) is displayed on the Alerts tab if there are active alerts.

Transaction Enquiry is an enquiry form.

Use the customer transaction enquiry:

Open: Sales Ledger > Sales Enquiries > Transaction Enquiry.

1. Select the account you want to query.

2. Select a transaction to display its details.

   You can also view historical transactions on the customer's account.

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

   You can choose to have this selected by default in the Sales Ledger settings Customer defaults tab.

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.

   You can choose the number of transactions you want to display by default, in the Sales Ledger settings.

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

   • You can Add or Delete memo text, and Set As Inactive in the memo drilldown.
   • If you are using the Project Accounting module, you can also select the Project Analysis option from the Select drilldown list. Selecting the Project Analysis option updates the window to display the project transaction details.

   • You can print drilldown details for those displayed by clicking Print Drilldown.

     Drilldown details will only be available if the transactions exist and have not been purged from the relevant files.

   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 remove query flags on transactions:

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

Debtors Reconciliation Enquiry is an enquiry form.

To use the debtors reconciliation enquiry:

Open: Sales Ledger > Sales 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 sales ledger period is not closed. Further sales ledger 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 ledger 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 sales ledger 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 ledger 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 sales ledger. 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 the sales ledger. 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.

Accounts is a workspace.

Use this to see details of your customer accounts such as address and contact details, aged balances and so on.

• Highlight a customer account and see the contacts, defaults, details, terms, aged balances, analysis codes, turnover, terms, attachments and memos.

• Open a related workspace with the content already filtered. For example, if you want to view the transactions for a specific account, select the account (using the check box) and choose Actions > Customer Current Transaction Enquiry. The Customer Current Transaction Enquiry workspace opens with the list of transactions filtered for the selected account.

  Note: This option is not available if you have more than one row selected.

• Add a memo to an account. Select the account (using the check box) and choose Actions > Add Memo.
• Desktop only - Complete related tasks from the list of Actions, such as amending an account, or entering an invoice or sales orders for a selected account.
• Sort and filter the list of accounts. Use the filter options to see information such as customer accounts by analysis code, or by credit limit, or all accounts on hold.
• Search for a specific account. For example, use the toolbar filter to find an account by name or reference.
• Print a list of the accounts that you are interested in.
• Export the list of accounts that you are interested in to an Excel spreadsheet.
• Run related reports.

Current Transactions is a workspace.

Use this to see a detailed breakdown of each current transaction held on your customer accounts. You can use this to establish whether a transaction has been fully paid, part paid or remains outstanding.

You can:

• Highlight a transaction and see the transaction details, allocation details, associated bank transactions, associated sales orders and returns, and view nominal, VAT and project details.

• Open a related workspace with the content already filtered. For example, if you want to view the account for a specific transaction, select the transaction (using the check box) and choose Actions > Customer Account Enquiry. The Customer Account Enquiry workspace opens with the list of accounts filtered for the selected transaction.

  Note: This option is not available if you have more than one item selected.

• View and add a query flag to a transaction

  You can assign or remove a query flag on a transaction. Placing a query prevents further actions on a transaction until you remove the query. This is different from applying an On Hold flag to the whole account.

  To add a query flag, select the transaction and choose Actions > Query Code.

  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.

• Add a memo to a transaction. Select the transaction (using the check box) and choose Actions > Add Memo.

• Desktop only - Complete related tasks from the list of Actions, such as amend an allocation or reprint an invoice.
• Sort and filter the list of transactions. Use the filter options to see information such as outstanding transactions, transactions by due date, for a specific customer, by the number of days overdue, or by status.
• Search for a specific transaction. For example, use the toolbar filter to find a transaction by reference, date, or value.
• Print the details of transactions you are interested in.
• Export the details of transactions you are interested in to an Excel spreadsheet.
• Run related reports.

Credit Control is a workspace.

Use this to view and make enquiries about customers with outstanding debts. Only those customers with overdue balances are displayed.

You can:

• Highlight a customer and see all outstanding transactions for that customer and all the details of the customer account, such as credit and contact details.
• Select an overdue transaction for the selected customer and see all the details of that transaction, such as associated nominal transactions, allocation history, project analysis, or memos.
• Sort and filter the list of customers. Use the filter options to see information such as a list of customers with certain payment terms, or a list of customers with an overdue balance above a certain value.
• Sort and filter the list of transactions for a selected customer. Use the filter options to see information such as a list of transactions by due date, or above a certain value, or by transaction type.
• Desktop only - Complete related tasks from the list of Actions, such as enter an receipt from a customer, or amend account details.
• Search for a specific account. For example, use the toolbar filter to find an account by name or reference.

• Print the details of supplier accounts or transactions that you are interested in.

• Export the details of the supplier accounts or transactions that you are interested in to an Excel spreadsheet.
• Run related reports.

Note: This is a workspace equivalent to the desktop list in Sage 200.

Use to see a list of all your customers.

You can:

• Open a related workspace with the content already filtered. For example, if you want to view the transactions for a specific account, select the account (using the check box) and choose Actions > Customer Current Transaction Enquiry. The Customer Current Transaction Enquiry workspace opens with the list of transactions filtered for the selected account.

  Note: This option is not available if you have more than one row selected.

• Add a memo to an account. Select the account (using the check box) and choose Actions > Add Memo.
• Desktop only - Complete related tasks from the list of Actions, such as amending an account, or entering an invoice or sales orders for a selected account.
• Sort and filter the list of accounts. Use the filter options to see information such as customer accounts by analysis code, or by credit limit, or all accounts on hold.
• Search for a specific account. For example, use the toolbar filter to find an account by name or reference.
• Print a list of the accounts that you are interested in.
• Export the list of accounts that you are interested in to an Excel spreadsheet.