Transaction enquiry (customer)
The transaction enquiry provides a detailed breakdown of each transaction held on the customer's account, for current transactions. You can also view archived transactions.
You can view the current status of a transaction, to establish whether it has been fully paid, part paid or remains outstanding, and also to see if it has a query flag against it. You can also view the URN The unique reference number assigned to a complete transaction to assist in tracing the progress of the transaction through Sage 200. This number is 12 digits long and comprises of: 3 digits for the user number, 2 digits for the source module in which the transaction was created, and a 7 digit sequential reference number. (unique reference number) which can be used to trace the transaction to the Nominal Ledger.
For more detailed information, you can view Trans. detail, Nominal, Allocation Session, Allocation History, VAT, Bank, Memo or Project Analysis breakdown on the transaction, and print the details.
Although you cannot change customer information through this enquiry, 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.
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.
Use the customer transaction enquiry
Open: Sales Ledger > Sales Enquiries > Transaction Enquiry.
- Select the account you want to query.
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Select a transaction to display its details.
You can also view historical transactions on the customer's account.
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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.
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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.
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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.
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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.
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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.
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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.
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You can assign and remove query flags on transactions:
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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.
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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.
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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.