Customer Query

Exploring

This program lets you view data relating to your customers in the Accounts Receivable module.

Things you can do in this program include:

  • Verify customer details
  • View customer invoice details
  • View payment details

This program is accessed from the Program List of the SYSPRO menu:

  • Program List > Accounts Receivable

Accounts in the Contact Management System let you manage your contacts, such as customers and suppliers (existing or potential), leads, colleagues or any other internal or external contact person.

Contacts assigned to prospective accounts can later be converted into customers and suppliers.

Within SYSPRO, branches are used for reporting and analysis purposes and as a means of integrating transactions to General Ledger for balancing and control purposes.

Branches are linked to suppliers. This enables you to classify suppliers by branch (e.g. all local suppliers can be assigned a branch number together with one ledger control account and all foreign currency suppliers can be assigned a different branch number with another ledger control account.

Accounts Payable integration to General Ledger is mandatory at branch level.

Currency variance integration is mandatory at branch level and optional at currency and bank level.

You maintain branches using the AP Branch Maintenance program.

Branches are linked to customers. All salespersons and product classes must also be associated with an Accounts Receivable branch for sales analysis purposes.

Accounts Receivable integration to General Ledger is mandatory at branch level.

Sales integration is mandatory at branch level and optional at product class, geographic area, and warehouse level.

Payment integration is mandatory at branch level and optional at geographic area and counter sales payment level.

Currency variance integration is mandatory at branch level and optional at currency level.

The branch enables the selection, subtotaling and sequencing of a number of Sales Analysis reports.

You maintain branches using the AR Branch Maintenance program.

Branches are linked to assets. Costs incurred against an asset are recorded against the branch to which the asset is assigned. The branch is also used to apportion costs when an asset is moved between locations.

Asset ledger integration is mandatory at branch level and optional at cost center, and group level.

Cost centers are linked to asset branches and can be used as an optional asset ledger interface.

You maintain branches using the Asset Branches program.

WIP branches are linked to jobs.

You can define the general ledger integration at branch or job classification level. Depending on the GL integration level defined, the ledger codes set up against the branch or against the job classification are used.

GL integration by WIP branch facilitates reporting and analysis of work in progress transactions by branch. A default branch can be defined against the route, an operator, a bill of material and a job.

You maintain branches using the WIP Branch Maintenance program.

Contacts are the customers, suppliers, and accounts that are connected to the organizations with which you do business.

A currency refers to the monetary unit in which a country processes financial transactions. It enables you to conduct business with foreign currency customers or suppliers by converting values to the local currency equivalent.

You maintain currencies using the Currency Maintenance program.

A customer provides the mechanism for you to raise sales orders within SYSPRO.

The static information captured against a customer is used when processing sales transactions and determines, for example, the tax and discounts applicable.

Documents generated from these transactions (e.g. invoices, credit notes, debit notes) are also stored against the customer.

The customer code can be used as a filtering tool when generating reports.

Customers are maintained using the Customers program (Program List > Accounts Receivable > Setup).

Customer classes can be used to classify customers according to your requirements.

Once a customer is assigned a particular classification, you can generate reports and analyze sales history selectively by customer class.

You maintain customer classes using the Customer Classes program.

This is the currency captured against the customer (i.e. the customer's local currency).

International customers located in a foreign country will use a foreign currency. These foreign currencies are converted using the currency exchange rate as at the date and time of the transaction.

This is a single large payment processed from a primary customer instead of smaller multiple payments from many individual customers.

This type of payment is processed for a group customer that comprises a primary customer (who is liable for settling the payment) and multiple associated downstream secondary customers. A group customer is created using the AR Customer Group Maintenance program (Program List > Accounts Receivable > Transaction Processing).

A group payment is created, executed and processed using the AR Group Payment Run program (Program List > Accounts Receivable > Setup).

A dunning group is a category into which you can group customers. Dunning letters are issued to all customers in the selected dunning group.

A dunning letter is a notification letter or a payment reminder that is sent to customers when payment is due or overdue.

The dunning status is linked to a dunning group and the invoices within that group. It contains the specifications and format of the dunning letter that will be generated.

European community

Within SYSPRO, a geographic area represents a specific region in which your customer or supplier resides.

You assign customers to geographic areas and configure your system to apply the rate of tax for a stocked order line according to the customer's geographic area.

You use geographic areas to integrate sales and payments to General Ledger.

You use the geographic area as a report selection criterion and for subtotalling and sequencing a number of reports within SYSPRO.

You capture geographic area details using the Geographic Area Maintenance program.

International Commercial Terms are pre-defined terms published by the International Chamber of Commerce (ICC) that are widely used in international commercial transactions.

Incoterms comprise a series of three-letter trade terms related to common contractual sales practices and the rules of each are intended primarily to communicate the ownership of costs and risks associated with the transportation and delivery of goods.

Within SYSPRO, the Incoterms code indicates the portion of costs and risks agreed to by the parties in a contract of purchase or sale.

For example:

The delivery term CIP (Carriage and Insurance Paid) indicates that the seller pays the cost of carriage and insurance necessary to bring the goods to a named destination (i.e. shipping location).

An intercompany group payment affects two or more SYSPRO companies and involves the Accounts Payable and Accounts Receivable modules.

The transaction is processed in the primary company and involves payments to secondary companies for Accounts Payable or payments from secondary companies for Accounts Receivable.

All secondary SYSPRO companies must be located on the same SYSPRO server as the primary SYSPRO company.

Invoice terms enable the system to calculate discount amounts as well as discount dates and due dates of supplier and customer documents processed using the AP Invoice Posting, AP Permanent Entries Posting and AR Invoice Terms programs.

You maintain invoice terms for suppliers using the AP Invoice Terms program.

You maintain invoice terms for customers using the AR Invoice Terms program.

Within SYSPRO, the nationality code identifies the country in which your local site is located (configured at the time of setting up the system for the first time).

It influences how transactions are processed when raising sales orders for a customer in an EC Member State (e.g. ensuring that the correct EC information is captured) and affects the display of tax fields (e.g. the fields displayed for the Canadian Tax System differ vastly from the fields displayed for the EC Vat System).

The nationality code also identify the countries in which your suppliers and customers are located, determining the applicable the tariff codes for suppliers (if using Landed Cost Tracking).

A standard list of nationality codes is defined against ISO 3166-1. The IMPNAT.IMP file (located in the \Base\Store folder of your SYSPRO installation) contains a list of these countries, together with their 2 or 3-digit codes.

We recommend you use these codes (except for the reserved nationality codes: CAN, USA, AUS, RSA and UK).

You maintain nationalities using the Nationality Maintenance program.

This is the customer against which a single payment is processed (i.e. the recipient of the aggregate payment). This single remittance is known as a group payment.

When processing intercompany group payments, this is the customer in the primary SYSPRO company against which payments from multiple secondary customers either in the same or secondary SYSPRO company is processed.

Primary customers are created and maintained using the AR Customer Group Maintenance program (Program List > Accounts Receivable > Setup).

This is the company in which you process the group/intercompany group payment.

This is also the company where the primary customer (for Accounts Receivable) or primary supplier (for Accounts Payable) is located.

All secondary SYSPRO companies must be located on the same SYSPRO server as the primary SYSPRO company.

In SYSPRO, a quotation consists of a number of offers that can be presented to a customer for consideration.

Offers can consist of bought-out or made-in stocked and non-stocked items.

When the customer accepts a quotation, the quotation can be confirmed and then converted into a sales order, a job, or a combination of both.

When a non-stocked item must be specially made, a supporting estimate can be created.

Besides using the Quotations module, SYSPRO has a simplified quoting system that can be used within the Sales Orders module.

The Quick Sales Order Entry program is ideally suited to a telesales environment, as it enables the rapid entry of a sales quotation without having to enter all the details associated with the entry of a normal sales order. The quick entry quote can be stored for retrieval at a later stage and converted into a sales order for a specific customer.

Within SYSPRO, a salesperson serves as a mandatory link for customers (i.e. a customer must be assigned to a valid salesperson).

You can use salespersons as a selection criterion within various reports, as well as for subtotalling and sequencing purposes.

You can measure salesperson performance against actual sales by assigning monthly budgets to salesperson which can be compared to actual sales made.

You maintain salespersons using the Salesperson Maintenance program.

This is a customer to whom a portion of the payment that was received by the primary customer, is allocated. All secondary customers and the primary customer they are linked to form a customer group. The payment made to the primary customer is referred to as a Accounts Receivable group payment.

A secondary customer can be in the primary or secondary SYSPRO company.

Customers for group payments are defined using the AR Customer Group Maintenance program (Program List > Accounts Receivable > Setup).

Secondary SYSPRO companies are updated by the transaction that is initiated and processed in the primary SYSPRO company.

All secondary SYSPRO companies must be located on the same SYSPRO server as the primary SYSPRO company.

Trade promotions refers to the management and control of special deals you offer to your customers. These deals include promotions, special offers and rebates.

The Trade promotions module is integrated to the Sales order module.

Starting

You restrict operator access to activities within a program using the Operator Maintenance program.

Controls whether an operator can add, remove and change customer notes and management notes for a customer within the following programs:

  • Customer Query
  • Customers

Operators can still view these notes and maintain additional notes.

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

You can restrict operator access to functions within a program using passwords (configured using the Password Definition program).

When defined, the password must be entered before you can access the function.

This password restricts access to viewing customer profits using the Customer Query program.

The Show Profits option in the Customer Query program is only enabled when this password is defined.

This password restricts access to maintaining Management Notes for a customer using the following programs:

  • Customer Query
  • Customers

This does not prevent the notes from being displayed.

The following configuration options in SYSPRO may affect processing within this program or feature, including whether certain fields and options are accessible.

The Setup Options program lets you configure how SYSPRO behaves across all modules. These settings can affect processing within this program.

Setup Options > Tax > Company Tax Options

  • Tax system

Setup Options > Configuration > Financial > Accounts Receivable

  • Invoice ageing method
  • Finance charges terms

Setup Options > Configuration > Distribution > Sales Orders

  • Include tax in customer invoiced value
  • Apply check when quantity moved to ship

Setup Options > Preferences > Distribution > Sales Orders

  • Apply check to current order only
  • Reset credit status after invoicing

Setup Options > History > Financials > Accounts Receivable

  • Retain payments details
  • Pay calculation: average number of days

Setup Options > General Ledger Integration > Receivables Ledger Codes

  • Intercompany payments interface

Solving

The Order value amount is affected by the following programs:

  • Order Purge

    If a value of an order changes during the balance/purge functions, the difference is added or subtracted.

  • Sales Order Import

    The full value of the order is added.

    In the case of a canceled order, the value of the order is subtracted.

  • Master Sub-accounts

    When you attach or detach a sub account from a master account and the invoices are attached to the master account, the accumulated outstanding value of orders is moved between the master and sub account.

  • Purchase Order Receipts, Job Receipts and Shipment Receipt

    If the value of the order value has changed, the order value is updated.

  • Sales Order Entry

    When an order is maintained the original value of the order is subtracted and the new value of the order is added.

    When an order is canceled, the value of the order is subtracted.

    When an existing order is released, the total value of the order is subtracted.

  • Document Print

    The total value of the order including tax, freight, etc., is subtracted.

    Discount values are added back.

  • Point of Sale Entry

    The outstanding net value is added.

  • Quick Sales Order Entry

    The value of forward orders is not added.

  • Customers

    When creating new customers, the Order value field is set to zero.

  • Quotation Confirmation

    The value of the quote is added.

  • Release Review & Confirmation

    The beginning order value is subtracted and the new order value added.

  • Dispatch Note Review

    If the value of the order value has changed, the order value is updated.

  • Part Billings

    The value of the order is added.

If the Apply check when quantity moved to ship setup option is enabled, the order is included in the Order value released total, irrespective of its status. If you are using dispatch notes, the order value released includes the value of any items dispatched, but not invoiced. With this option selected, ship values are added as soon as an item is moved to ship or dispatched.

If the option Apply check when quantity moved to ship is not selected, ship values from orders are only added to the Order value released total when orders are in a status of 8 and dispatch notes are in a status of 7.

The Profit % this month is calculated as: Current month's profit / Current month's sales * by 100.

The Profit % this year is calculated as: Current year's profit to date / Current year's sales to date * by 100.

The Profit % previous year is calculated as: Previous year's profit / Previous year's sales * by 100.

The formula for Average number of days to pay is NumZeroDays divided by NumZeroInvoices (these columns are located in the ArCustomerBal table).

For each invoice or debit note paid, two totals are updated:

  • A - the total number of invoices paid
  • B - the total number of days to pay

When a payment is processed:

  • A is increased by 1 for each invoice/debit note paid
  • B is increased by the number of days taken to pay (the number of days between the invoice date and the payment date)

The average number of days to pay is calculated as:

  • Total number of days to pay / total number of invoices (i.e. B divided by A)

For the Average no of days to pay to be correctly calculated, you need to ensure that the Pay calculation: average number of days setup option is defined as required. The number of months determines the cut-off point for including paid invoices (i.e. zero balance invoices) in the average number of days to pay calculation.

The Over limit value is calculated as follows:

  • If the Apply check to current order only setup option is enabled:

    Over Limit = Current customer balance + Order value released - Credit limit

  • If the Apply check to current order only is not enabled:

    Over Limit = Current customer balance + Order value - Credit limit

  • If the Apply check to current order only setup option is enabled, but the Include tax in customer invoiced value setup option is disabled:

    Over Limit = (Current customer balance - tax value included in balance) + Order value released - Credit limit

  • If both, the Apply check to current order only and the Include tax in customer invoiced value setup options are disabled:

    Over Limit = (Current customer balance - tax value included in balance) + Order value - Credit limit

You can only enable the Include retained invoices preference, if you are retaining zero balance invoices for more than one month.

You can access the Include retained invoices by selecting Preferences from the Options menu in the Customer Query program.

You may only have access to view customer notes and management notes.

You can only maintain customer and management notes if you have been granted access for this.

The Invoice ageing method defaults to the method defined against the Invoice ageing method setup option, but can be changed for this query.

Due to this, the Invoice ageing method is only saved for the current run of the program and automatically defaults to the ageing method defined in the system configuration every time you access the Customer Query program.

Payment information is only displayed in this listview when the Retain payments details option is enabled.

This information is based on records in the ArPayHistory table and only reflects the actual payment amounts received from the customer. It does not reflect any discounts applied to the payment.

AR collector information is based on records in the ArInvoicePay table.

The Include retained invoices preference overrides your selection in the Invoice Selection Options pane. Retained invoices are only excluded from the Invoices and Invoice Payments listviews if the option is not enabled within the Preferences.

You can only view profit summary and percentage information if a password is defined against the A/R Viewing of customer profits in customer query option in the Password Definition program.

When you select the Show Profits option from the Options menu in the Customer Query program, you are requested to enter the appropriate password before the profit information is displayed.

No data will be displayed on the graph if you enabled the No ageing option from the Preferences menu.

At the No ageing option, you can enable one of the following:

  • Aged buckets to view invoices according to current ageing buckets (e.g. current, 30, 60, 90 days).

  • Aged invoices to view invoices in ageing buckets using the current system date (invoices will be re-aged according to the system date).

    With this option you can also select Include retained invoices. This will include the customer's invoices with a zero balance that have been retained for more than one month, preceding the current month.

The customer credit status may be incorrect if you didn't:

  • Enable the Reset credit status option on the toolbar when processing invoices using the AR Invoice Posting program.

  • Enable the Reset customer credit status option on the Information pane when running the Balance function of the AR Period End program (after processing customer payments).

    To ensure that credit statuses are updated correctly, we recommend running the Balance function of the AR Period End program as soon as possible after processing customer payments.

Using

  • Columns in a listview are sometimes hidden by default. You can reinstate them using the Field Chooser option from the context-sensitive menu (displayed by right-clicking a header column header in the listview). Select and drag the required column to a position in the listview header.

  • Fields on a pane are sometimes removed by default. You can reinstate them using the Field Selector option from the context-sensitive menu (displayed by right-clicking any field in the pane). Select and drag the required fields onto the pane.

    The captions for fields are also sometimes hidden. You can select the Show Captions option from the context-sensitive menu to see a list of them. Click on the relevant caption to reinstate it to the form.

    If the Show Captions option is grayed out, it means no captions are hidden for that form.

  • Press Ctrl+F1 within a listview or form to view a complete list of functions available.

The Credit status of a customer indicates the current credit status based on the age of the customer's oldest invoice.

The credit status is calculated by the following:

  • Using the Balance function or Reset customer credit status option of the AR Period End program.
  • The AR Payments and Adjustments program after posting a payment or adjustment if you selected the Reset credit status option.
  • The Document Print program after processing a credit note if you selected the Reset credit status after invoicing setup option.

The following table describes each of the status codes available:

Status Description

0

This indicates only current invoices.

1

This indicates at least one invoice which is 30 days or over.

2

This indicates at least one invoice which is 60 days or over.
3 This indicates at least one invoice which is 90 days or over.
4 This indicates at least one invoice which is 120 days or over.
5 This indicates at least one invoice which is 150 days or over.

6

This indicates at least one invoice which is 180 days or over.
9

This indicates a manual hold on the account which suspends all credit for the customer.

This status is manually added and removed against customers.

Referencing

Field Description
Show Profits

This lets you view the profit summary and profit percentage values in the Customer History section for the selected customer.

This is only available if you have password access for AR Viewing of customer profits in customer query.
Query

This lets you view details of post dated checks for the customer.

This lets you view multiple ship to addresses for the customer.

This lets you view sub accounts attached to the customer.

This lets you view the contract pricing details held against the customer.

This lets you view the buying group information for the customer that is defined in the Buying Groups program.

This lets you view customer invoices and their corresponding payments in the AR Invoices for Customer program.

This lets you view the customer's statement in a browser window.

Zero balance invoices are only displayed if you enabled the Zero balance invoices preference in the AR Statement Format program.

You can view additional options available by typically using your right mouse button within the browser window.

For example:

You can print the statement by selecting the Print option.

You can customize the design used to render this information using the Browser Queries and Themes program.

This lets you view customer contact information using the Contact Management Query program.
Customer Enter the unique customer code of the customer whose details you want to query.
Find This lets you locate items according to extensive search criteria using the Key Search program.
Play View any multimedia objects that have been assigned to the customer.
Edit Maintain multimedia objects for the customer.
Notes

This lets you view and maintain notes saved against the customer using the Admin Notepad Editor (Monospaced Text) program.

This lets you view and maintain credit management notes for the customer using the Admin Notepad Editor (Monospaced Text) program.

Use the Management follow-up date field to enter the follow-up date according to which credit narrations must be printed on the Credit Management report.

This lets you capture additional free format notes against the customer using the Admin Notepad Editor (Rich Text) program.

You can only maintain customer and management notes if you have been granted access to the A/R Update/Add/Remove Customer/Management Notes activity.
Contacts

This lets you view customer contact information using the Contact Management Query program.
Preferences

This lets you configure options that will determine the level of detail you want to view within the query.

Indicate your preference on how invoices are aged:

  • No ageing

    Select this if you don't want to display invoices in the Invoices listview according to their age (i.e. no data will be displayed on the Invoice Ageing Graph pane).

  • Aged buckets

    Select this if you want to display invoices according to the ageing buckets defined for the customer. The ageing buckets are then displayed as they are held on file (i.e. no re-ageing is performed).

  • Aged invoices

    Select this if you want to re-age invoices according to the current system date.

This lets you include the customer's zero balance invoices from prior months (i.e. invoices with a zero balance which have been retained for more than one month).

This is only available if you selected Aged invoices against the Ageing selection.

When you enable this option, the customer's retained invoices are then included in the following panes:

  • Invoice Ageing Graph

  • Balance Transactions

  • Invoices

  • Invoice Payments

This option overrides your selection in the Invoice Selection Options pane. However, if it is not enabled here, then retained invoices are excluded from the Invoices and Invoice Paymentslistviews regardless of your selection in the Invoice Selection Options pane.

This option is typically useful in a high volume environment where processing speed is a priority.

This defaults to the ageing method defined against the Invoice ageing method setup option, but can be changed for the query.

Changing the ageing method for the query doesn't affect the Invoice ageing method defined at company level as your invoice ageing method selection is only applicable for the current run of the program.

  • By statement

    This ages invoices according to the last seven period end dates.

    An invoice is defined as current if the invoice date is after the last period end date.

  • By aged statement

    This ages invoices according to the last seven period end dates.

    An invoice is defined as current if the invoice date is after the second last period end date.

  • By invoice date

    This ages invoices according to the difference between the invoice date and the system run date.

  • By invoice due date

    This ages invoices according to the due date of the invoice.

    This is calculated as the invoice date plus the days still due as defined within the AR Invoice Terms program. The invoice remains current for as long as the due date remains greater than the ageing date.

Indicate the balances you want to view:

  • Current month

    This lets you view balances as of the current month.

  • Previous 1

    This lets you view balances as of the previous month.

  • Previous 2

    This lets you view balances as of the month before last.

If you select to view balances as of the previous month 1 or previous month 2, use the Ageing date field to indicate the date according to which you want to age invoices.

  • Detail

    This lets you view invoice and payment details together with any transactions processed against the invoice.

  • Summary

    This lets you view invoice and payment details only.

Indicate how foreign currency values must be displayed:

  • Local currency

    This lets you view the transaction values for foreign currency customers in the local currency.

  • Foreign currency

    This lets you view the transaction values for foreign currency customers in the foreign currency.

This preference doesn't apply to the Sales summary and Profit summary values displayed in the Customer History pane, as those values are always displayed in the local currency.

If you selected to view foreign customer values in the local currency, indicate the exchange rate that must be used for the conversion:

  • Entry-time rate

    Convert the foreign currency transaction values into the local currency at the exchange rate at which the transaction was processed.

  • Current rate

    Convert the foreign currency transaction values into the local currency at the exchange rate currently defined for the foreign currency.

  • lnvoices

    This lets you view invoices displayed within the Invoices tab starting from the oldest invoices held on file (select Earliest) or from the most recent (select Latest).

  • Movements

    This lets you view sales movements displayed within the Movements tab starting from the oldest movements held on file (select Earliest) or from the most recent (select Latest).

  • Dunning

    This lets you view dunning details displayed within the Dunning tab starting from the oldest dunning details held on file (select Earliest) or from the most recent (select Latest).

  • Payments

    This lets you view payment details displayed within the Payments tab starting from the oldest payments held on file (select Earliest) or from the most recent (select Latest).

Some of the customer details that can be viewed on this pane include:

Field Description

Customer Details

 

On hold

This indicates if the customer is currently on hold or not.

Credit status

The message No Credit Allowed is displayed in this field if the Credit status code is 9. In all other cases, this field remains blank.

The credit status is calculated by the following:

  • Using the Balance function or Reset customer credit status option of the AR Period End program.
  • The AR Payments and Adjustments program after posting a payment or adjustment if you selected the Reset credit status option.
  • The Document Print program after processing a credit note if you selected the Reset credit status after invoicing setup option.

Credit status code

This displays the credit status code for the customer.

Master sub-account

This indicates whether the customer is a master or a sub account.

This is blank if the customer is neither a master nor a sub account.

Over limit

This is calculated and displayed irrespective of whether credit checking is required for customers.

When USA tax is in force, tax is always excluded from the credit checking calculations.

USA tax is always exclusive, so the order value is always exclusive, whereas with other tax methods the order value may or may not include tax.

Credit checking

 This indicates the credit checking method defined against the customer.

Order value

This indicates the value of orders and dispatch notes not yet invoiced.

The Order value amount is affected by the following programs:

  • Order Purge

    If a value of an order changes during the balance/purge functions, the difference is added or subtracted.

  • Sales Order Import

    The full value of the order is added.

    In the case of a canceled order, the value of the order is subtracted.

  • Master Sub-accounts

    When you attach or detach a sub account from a master account and the invoices are attached to the master account, the accumulated outstanding value of orders is moved between the master and sub account.

  • Purchase Order Receipts, Job Receipts and Shipment Receipt

    If the value of the order value has changed, the order value is updated.

  • Sales Order Entry

    When an order is maintained the original value of the order is subtracted and the new value of the order is added.

    When an order is canceled, the value of the order is subtracted.

    When an existing order is released, the total value of the order is subtracted.

  • Document Print

    The total value of the order including tax, freight, etc., is subtracted.

    Discount values are added back.

  • Point of Sale Entry

    The outstanding net value is added.

  • Quick Sales Order Entry

    The value of forward orders is not added.

  • Customers

    When creating new customers, the Order value field is set to zero.

  • Quotation Confirmation

    The value of the quote is added.

  • Release Review & Confirmation

    The beginning order value is subtracted and the new order value added.

  • Dispatch Note Review

    If the value of the order value has changed, the order value is updated.

  • Part Billings

    The value of the order is added.

Order value released

This is the total value of all shipped order lines.

When an order is invoiced, the Order value released is reduced.

The Order value released is only displayed if credit checking is required and the Apply check to current order only setup option is enabled.

The Apply check when quantity moved to ship setup option determines when ship values are added to the Order value released.

The Order value released is recalculated when you run the Balance function of the Order Purge program and the Validate inventory quantity allocations option is enabled.

This value includes tax if credit checking is set to include tax, except when USA tax is in force. USA tax is always excluded from the credit checking calculations.

No of orders

This indicates the number of active sales orders together with the number of completed orders held against the customer since the last sales order purge was run.

Completed orders (i.e. orders in a status of 9) are excluded from the number of orders displayed only after you have run the Order Purge program.

The following programs increment the number of orders displayed at this field:

  • Sales Order Entry
  • Quick Sales Order Entry
  • Consolidate Orders
  • Sales Order Import
  • Quotation Confirmation
  • Point of Sale Entry

Last payment

 This indicates the date on which the last payment was processed against the customer.

Last sale

This indicates the date on which the last sale was processed against the customer.

Average no of days to pay
This field is recalculated each time you use the AR Payments and Adjustments program to process a payment for the customer or you run the Balance function of the AR Period End program.

The formula for Average number of days to pay is NumZeroDays divided by NumZeroInvoices (these columns are located in the ArCustomerBal table).

For each invoice or debit note paid, two totals are updated:

  • A - the total number of invoices paid
  • B - the total number of days to pay

When a payment is processed:

  • A is increased by 1 for each invoice/debit note paid
  • B is increased by the number of days taken to pay (the number of days between the invoice date and the payment date)

The average number of days to pay is calculated as:

  • Total number of days to pay / total number of invoices (i.e. B divided by A)

For the Average no of days to pay to be correctly calculated, you need to ensure that the Pay calculation: average number of days setup option is defined as required. The number of months determines the cut-off point for including paid invoices (i.e. zero balance invoices) in the average number of days to pay calculation.

Ageing - invoice value

You can view the invoices that make up these balances in the Ageing column of the Invoices listview.

Invoices are aged according to the terms code for each invoice.

The standard ageing buckets are displayed in 30 day buckets (30 days, 60 days, 90 days, etc.). But, if the Number of days fixed option is enabled in the AR Invoice Terms program and you defined your own ageing buckets, then the headings are displayed according to the ageing bucket headings defined in the AR Terms Ageing Headings program.

Balance

This indicates the customer's current balance. This is calculated by the Customer Query program at the time of performing the query. Therefore, no other programs need to be run to update the balance prior to performing the query.

Ageing - no of invoices

This indicates the number of invoices that make up the balance for the corresponding periods in the Ageing - invoice value fields.

The number of invoices for each period is determined by checking if the invoice balance is zero. If it is, then the program determines the period in which the balance became zero. However, if the invoice became zero in the current period, it's still included in the current period until you run the month end function of the AR Period End program.

Highest balance attained

This indicates the highest balance ever owed by the customer. This balance is not set to zero at month end or year end and is purely for information purposes.

This field can be updated by the following programs:

  • AR Period End
  • AR Invoice Posting
  • AR Payments and Adjustments
  • AR Credit Checking
  • AR Post Permanent Entries
  • AR Finance Charge Calculation
  • AR Initial Invoice Capture
  • Document Print
  • AR Currency Conversion

Avalara

This section only applies if you are licensed to use the Tax Connector - Avalara feature and have configured your system accordingly.

View exemption certificate

Select the Show hyperlink to view the customer's current tax exemption certificate recorded within CertCapture.

Request exemption letter

Select the Show hyperlink to send the customer an email requesting them to send you their current exemption letter.

View customer status

Select the Show hyperlink to view the customer’s current status and client ID in CertCapture.

View certificate status

Select the Show hyperlink to view the current status of the customer's exemption certificate.

Dunning

 

Dunning group

This indicates the dunning group assigned to the customer.

Dunning letters are issued to all customers in the selected dunning group.

Dunning fax

This indicates the fax number to which dunning letters must be faxed.

Dunning email

This indicates the e-mail address to which dunning letters must be emailed.

Price group information

 

Price group

This indicates the code of the price group that is used to calculate the best price per stock code and determine which order discount breaks and/or invoice discounts to apply.

Price group description

This indicates the description of the price group selected or displayed.

E-invoicing

This section is only available when the E-invoicing required setup option is enabled (Setup Options > Preferences > Financials > Accounts Receivable).

E-invoice submission

This indicates whether the customer receives electronic invoices.

E-invoice print option

This indicates when the electronic invoice is printed.

This is determined by the selection made either at company level at the Default e-invoicing print options field (Setup Options > Preferences > Financials > Accounts Receivable) or at customer level at the E-invoice-print-options field (Customers program).
Field Description

Sold to address

This is only indicated if your Tax system is defined as USA tax by advanced geocodes or USA AVP sales tax system.

Bill-to extended tax code

This indicates the nine-character tax geocode to use for the sold to address.

Bill rate

This indicates the tax rate to use as defined against the extended tax code.

Ship to address

This is only indicated if your Tax system is defined as USA tax by advanced geocodes or USA AVP sales tax system.

Ship-to extended tax code

This indicates the nine-character tax geocode to use for the sold to address.

Ship rate

This indicates the tax rate to use as defined against the extended tax code.

Details that can be viewed include the following:

  • Customer notes
  • Management notes
  • Management follow-up date
Field Description
Prev 24 months sales

 
Previous 1 - Previous 24
Miscellaneous sales entries are excluded from the values displayed, but invoices created in the AR Invoice Posting program are included. This is because they are not treated as miscellaneous entries even though they are non-merchandise entries.

MTD summary by value

Miscellaneous sales values are included in the values displayed.

Sales summary

Sales summary values are always a cumulative value of transactions converted at time of entry into local currency. These values are therefore always displayed in the local currency, regardless of the selected preference at the Foreign customer values in option.

Profit summary

You can only view Profit summary and Profit percentage when you have the appropriate permission. When you select the Show Profits option, you are requested to enter a password before the profit information is displayed.

Cost of sales is held in local currency, so the calculation of profit is always in local currency.

Profit summary values are therefore always displayed in the local currency, regardless of the Foreign customer values in preference selected.

Profit percentage

Profit percentages are calculated from the ArCustomerBal table.

Profit % this month This is calculated as: Current month's profit / Current month's sales * by 100.
Profit % this year This is calculated as: Current year's profit to date / Current year's sales to date * by 100.
Profit % previous year This is calculated as: Previous year's profit / Previous year's sales * by 100.
Metrics

Select the hyperlink against the relevant metric to view the transactions that make up that value.

This is a graphical representation of the value of invoices for the customer aged according to the ageing buckets that are defined.

When you click on the graph, the Balance Transaction pane is displayed.

You can view the following details on this pane:

  • Setup options that are defined in the Customers program:
    • Stock code interchange required
    • Customer/stock code cross-ref. required
    • Statements required
    • IBT customer
    • Back orders allowed
    • Contract pricing
    • Dispatch whole order only
    • Auto price code selection
  • Price category/code table

This pane displays custom form information defined against the customer.

Select the Custom Form Data Entry field to use the Custom Form Data Entry program to enter custom form data against the supplier.

Select this to view or add free format notes against the customer.

This is a graphical representation of the value of sales processed for this customer over the past 24 months.

This pane gives you additional information on sales orders processed per customer.

The Sales Order Metrics Selection Options pane lets you select which sales orders you want to view.

The Time filter in the Sales Order Metrics Selection Options pane allows you to select a time frame for which you want to view sales orders. This filter uses the computer date and not the SYSPRO date when the sales order was captured.

This displays a history of all invoices processed for the customer.

This pane is displayed when you select the Invoice Ageing Graph, if the Include retained invoices Preference is enabled.

This displays details of invoices, debit notes and credit notes raised for the customer.

Column Description
Type

This indicates the document type.

  • INV indicates an invoice.

  • C/N indicates a credit note not linked to an existing invoice.

    This occurs when using the AR Invoice Posting program to generate the credit note and the Post to existing invoice option was not selected.

  • D/N indicates a debit note not linked to an existing invoice.

    This occurs when using the AR Invoice Posting program to generate the debit note and the Post to existing invoice option was not selected.
Terms

The default terms are the terms defined against the Finance charges terms setup option, for invoices that are created with the AR Finance Charge Calculation program.
Sales order

This indicates the sales order from which the invoice was created.

If there is no sales order number, it indicates that the invoice was created using the AR Invoice Posting program.
POD

This indicates whether proof of delivery information exists for the invoice.

If you use the smart link to access the Proof of Delivery program to update proof of delivery details, the information is updated against the invoice, but not immediately displayed. It is only displayed when reloading the customer query.

If however, you right click to access the Proof of Delivery program to update proof of delivery information, the updated information is immediately displayed in the listview.
POD reference

This indicates the reference defined against the proof of delivery.
Ageing

This column displays the age of the invoice, unless you selected the No ageing preference.

You can sort invoices by age by using your mouse pointer to select the column heading. This enables you to view the invoices which make up the ageing balances in the Ageing - invoice value section in the Customer Information pane.
Dunning date

This indicates the dunning date defined for the customer.
Dunning group

This indicates the dunning group defined for the customer.
Dunning status

This indicates the current status of the dunning group.

E-invoice status

This indicates the current status of the electronic invoice.

You can highlight a line in the Invoices listview and use your right mouse button to select one of the following:

  • Order details
  • Proof of delivery
  • Settlement Discount Note

  • Exchange rates

    This indicates the foreign to local conversion rate for the transaction and is only enabled for foreign currency customers.

  • Revaluation details

    This option is only enabled for foreign currency customers.

The following columns only apply to multi-currency payments. These columns aren't displayed by default and can be added using the Field Chooser.

  • Amount (Payment cur) (

  • Exchange rate

  • Exchange rate (Payment cur)

  • Multi-currency

  • Payment currency

Some of the details that can be viewed on this pane include:

Column Description
Type

The type Rev indicates that the AR Exchange Rate Revaluation program was used to revalue the transaction. This only applies to foreign currency customers.

Cr indicates a credit note posted to the invoice (i.e. when using the AR Invoice Posting program to generate the credit note and the Post to existing invoice option was selected).

Dr indicates a debit note posted to the invoice (i.e. when using the AR Invoice Posting program to generate the debit note and the Post to existing invoice option was selected).
Date

This indicates the date of payment.
Amount  
Pmt jnl

This indicates the payment journal created for the payment transaction.
Reference

A reference of Reval indicates that the AR Exchange Rate Revaluation program was used to revalue the transaction. This only applies to foreign currency customers.
Settlement discount note

This column displays the discount credit or debit note number if you selected to print discount credit and debit notes.
Jnl notation

This indicates the Accounts Payable journal number for contra entries processed using the Customer-Supplier Contra program.

Some of the options that can be viewed on this pane include:

Field Description
Refresh Details

This reloads the Invoices listview based on your selected criteria.
Autoload Values

These options let you indicate how you want to save the selections made in the pane.

This sets all selections as they were when you last ran the program.

This saves your selections in the pane as your default preferences for all companies

This saves your selections in the pane as your default preferences for the current company only

If you've saved form values for the company (or as the default) then you can remove these settings and restore them to the form's default preference selections.
Options  
Document type

Indicate the document type(s) that you want included in the Invoices listview.
Salesperson

Indicate the salesperson(s) that you want included in the Invoices listview.
Branch

Indicate the branch(s) that you want included in the Invoices listview.
Area

Indicate the area(s) that you want included in the Invoices listview.
Due date

Indicate the due date(s) that you want included in the Invoices listview.
Invoice ageing

Indicate the invoices that you want included in the Invoices listview based on their ageing.
Preferences  
Include retained invoices

Indicate if you want the Invoices and Invoice Payments listviews to include the customer's zero balance invoices from prior months (i.e. invoices with a zero balance which have been retained for more than one month).

The primary Include retained invoices preference must be enabled for this option to work.

Your selection here doesn't affect the invoices included in the Invoice Ageing Graph or Balance Transactions pane.
Zero balance current invoices

Indicate if you want the Invoices listview to include the customer's zero balance invoices from the current month.

If you post a zero balance invoice (using AR Invoice Posting for example), then disabling this preference does not prevent the invoice from being displayed. In this case you would need to run the Balance function of the AR Period End program to exclude these invoices.

E-invoice preferences

This lets you select the statuses of electronic invoices that you want to include in the Invoices listview.
Movements are only displayed if the Retain detail movements option in the Customers program is enabled against the customer.
Column Description
Stock description

By default, this displays the stock description defined against the sales order.

If the sales order has been purged, then for a stocked item, this displays the description defined against the stock code.

If you've processed a billing for a stocked item using the Sales Order Entry program and changed the description for the item, then the description you defined is displayed, unless the new description is spaces, in which case the description defined against the stock code is displayed.
Long stock description

This displays the stock description defined against the stock item.
Unit price

This is the result of a calculation based on the line quantity and line sales amount, so both order and line discount have been taken into account.

If you want to see the contract price for a scheduled order, you have to look at the sales order or the invoice.

Payment information is only displayed in this listview when the Retain payments details setup option is enabled.

This information is based on records in the ArPayHistory table and only reflects the actual payment amounts received from the customer. It doesn't reflect any discounts applied to the payment.

AR collector information is based on records in the ArInvoicePay table.

The payment details for the currently highlighted line are displayed in the Payment Details pane.

Only the first 15 characters of the payment Reference are displayed.

Payments created using the AR Group Payment Run program are only displayed if they have been posted (i.e. their Payment status is defined as 3 - Posted).

The following columns are displayed:

  • Date

  • Amount - Local

  • Reference
  • Journal
  • Narration
  • Month posted

  • AR payment run

    This indicates the Payment run number associated with the payment created using either AR Payment Run or AR Payments and Adjustments program.

    For group payments, this is the Payment run number associated with the payment created in AR Group Payment Run.

    To display details of the consolidated transaction that took place, as well as the customers and invoices that were paid and for which amounts, select the hyperlink associated with the Payment run number. This displays the Review Transactions listview of the AR Group Payment Run program.

  • Payment type

    This indicates whether the payment is a group or intercompany group payment.

    • PriIntPay is displayed for primary intercompany payments.

    • SecIntPay is displayed for secondary intercompany payments.

  • Intercompany transaction

    A check or tick mark indicates that the payment run spans two or more SYSPRO companies, i.e. the payment transaction is received from the primary company and involves payments from secondary companies.

  • Primary company

    This indicates the primary company in which the group or intercompany group payment run was processed.

  • Secondary company

    This indicates the secondary company in which the group or intercompany group payment run was processed.

This pane displays the payment details for the line currently highlighted in the Payments listview.

This information is based on records in the ArInvoicePay table and reflects invoice payments and adjustments and therefore also includes discounts. Information such as the AR payment run number, collector, salesperson and invoice notation taken from the table are also displayed.

The following columns are displayed in this pane:

  • Invoice

  • Entry number: This indicates the journal entry number, which enables you to differentiate between payment detail entries when two payments are made against one invoice on one journal number.

  • Payment amount

  • Discount given

  • Payment type

  • AR Payment run

  • Collector

  • Salesperson

  • Invoice notation

  • Area

  • Collector run

  • Document type

  • Exchange rate

  • Amount (Payment cur)

  • Exchange rate (Payment cur)

  • Multi-currency

  • Payment currency

  • The hyperlink function in the AR Payment run field is only available to a Payment run number associated with a group payment.

  • The last five columns on this list above are only applicable to multi-currency payments made using either one of the following programs:

    • AR Payments and Adjustments

    • AR Group Payment Run

    • AR Payments and Adjustments business object

The Sales Orders tab is used to view all sales orders for the customer.

Some of the listview columns include:

Column Description

Active orders

This lets you exclude all orders in a status of 9 - Complete from the listview, making it easier to focus on the active orders.

Doc type

This is the document type processed using the Sales Order Entry program.

Cr note indicates a credit note, while Dr note indicates a debit note.

Ship date

 This indicates the ship date for the line.

None indicates that it is a scheduled order.

Scheduled

Yes indicates that the order is a scheduled order. In this case, the Ship date is displayed as None.

Include item in MRP

This indicates whether the order is included in the Material Requirements Planning calculation.

This pane displays details for the sales order currently highlighted in the Sales Orders listview.

This displays details of outstanding work in progress for the customer (i.e. details of jobs linked to outstanding sales orders for the customer).

The Work in Progress listview displays information on jobs linked to sales orders for the customer.

This pane displays job details for the job currently highlighted in the Work in Progress listview.

This displays details of return merchandise advices processed for the customer.

This displays details of quotations processed for the customer.

This displays a history of dunning documents processed for the customer.