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Customer Balances

Access this form using Activities>Accounts Receivable>Display Customer Balances.

Use this form to view balance, document, and transaction information for a customer either on a specific document or within a date range (Date From and Date To). You can view transactions for All Activity, Open A/R Invoices, All A/R Invoices, A/R Credits, or A/R Payments Received.

After entering the Customer ID and the Lookup From transaction code, you can select a specific Document Number, A/R Account, and date range. Then click the Display button to view the documents for the criteria that was specified. If needed, click the Clear button to clear all boxes on the form and the document information in the table.

Customer Information Customer ID: Enter a valid customer ID, or select one from the drop-down list. The customer name then displays to the right.

Customer Transactions: Use this group box to decide which documents appear in the Customer Transactions table.

Lookup From: Enter a transaction code, or select one from the drop-down list. Your choices for transaction codes are All Activity (AACT), Open A/R Invoices (OARB), All A/R Invoices (AARB), A/R Credits (ARM), and A/R Payments Received (ARC).
Document Number (Optional): Select a document number. This selection serves as a filter so that the system only displays the specified document number. If left blank, all documents display in the table for the selected transaction code. The dates will not be available since a document number can only have one date.
A/R Account (Optional): Select an A/R type (Accounts Receivable - Customers) G/L account. This selection serves as a filter so that the system only displays balance information for this account number. If account level security is applied, you may not have access to this box.
Date From, Date To: Select the date range for the documents you want to display balances for in the table. If the same date is selected for both boxes, the documents created on that day display. This filter only applies to the original document (Level 1); the associated documents are not filtered on these dates. If dates are not available, ensure that the Document Number box is blank.

Customer Transactions Table: This table displays document information for the type that was chosen in the Lookup From box. The column names change accordingly.

All Activity: all transactions associated with the Customer ID, including CR - Transactions>Enter Cash Receipts and CRS - Activities>Receipt Writing
Open A/R Invoices: all outstanding invoices
All A/R Invoices: all invoices
A/R Credits: all credits and prepayments
A/R Payments Received: all payments received, including CR and CRS

This table supports the drill down feature, which allows you to view transactions from the document level through the detailed transaction level. You can click on the plus (+) sign next to a transaction to expand the outline. When an item has been expanded, the plus (+) sign becomes a minus (-) sign. To collapse an item, simply click the minus sign. The following sample shows the three levels of detail:

Level 1: Original Document (document information related to the Customer ID)
Document Number: The system displays the document number; this is the actual number entered on the Transaction Entry form. If you selected a specific document in the Document Number box, only that document will appear.
Deposit Number: The system displays the deposit number for the payment received. This column is only available if you chose "A/R Payments Received" in the Lookup From box.
Credit Type: The system displays Applied or Prepayment. This column is only available if you chose “A/R Credits” in the Lookup From box.
Document Date: The system displays the date of the document; this is the actual date entered in the document section of the Transaction Entry form.
Due Date: The system displays the due date for the document; this is the actual due date in the document section of the Transaction Entry form. This column is only available if you chose "All Activity," "Open A/R Invoices," or "All A/R Invoices" in the Lookup From box.
Status: The system displays the status of the check in Bank Reconciliation-Cleared (CL) or Outstanding (OS). This column is only available if you chose "A/R Payments Received" in the Lookup From box, and the Bank Reconciliation module is installed.
Document Description: The system displays the document description from the document section of the Transaction Entry form.
Currency: The system displays the source currency of the initiating transaction, such as USD, MXN, or CAD.
Source Amount: The system displays the source amount of the document.
Source Outstanding Balance: The system displays the source outstanding balance for the document. The outstanding balance reflects the balance as of the system date, not the date range entered in the Date From and Date To boxes. This column is only available if you chose "All Activity", "Open A/R Invoices", or "All A/R Invoices" in the Lookup From box.
Amount: The system displays the functional amount of the document. This is intended to be the actual amount of the receipt no the balance of an invoice.
Outstanding Balance: The system displays the functional outstanding balance for the document. The outstanding balance reflects the balance as of the system date, not the date range entered in the Date From and Date To boxes. This column is only available if you chose "All Activity", "Open A/R Invoices", or "All A/R Invoices" in the Lookup From box.

Level 2: Related Document (all applicable documents, including the original)
Transaction Type: The system displays the transaction type-ARB (A/R Invoices), ARC (A/R Receipts), ARM (A/R Credits), ARP (A/R Prepayments), ARS (A/R System Generated Invoices), CR (Cash Receipts), or CRS (Receipt Writing).
Session ID: The system displays the document's session ID.
Document Number: The system displays the document number.
Source Applied Amount: The system displays the source amount applied to the invoice.
Applied Amount: The system displays the functional amount applied to the invoice.
Document Date: The system displays the document date.
Document Description: The system displays the document description.
Status: The system displays the status of the check in Bank Reconciliation-Cleared (CL) or Outstanding (OS). This column is only available if you chose "All Activity", "Open A/R Invoices", or "All A/R Invoices" in the Lookup From box, and the Bank Reconciliation module is installed.
G/L Account, A/R Account: The system displays the appropriate general ledger or accounts receivable account.

Level 3: Transaction (all transactions lines for an original or related document)
{Segment Name}: The system displays one column for each valid segment for the selected document. If account level security is applied, you may not see some segments and/or account codes. If you do not have access to one or more accounts, you will not see that record.
Invoice Document Number: The system displays the Invoice Document Number.
Source Currency: The system displays the source currency of the transaction, such as USD, MXN, or CAD.
Source Debit, Source Credit: The system displays the source debit or credit amounts for the transaction line.
Rate: The system displays the exchange rate for the transaction line.
Debit, Credit: The system displays the functional debit or credit amounts for the transaction line.
Invoice Currency: The system displays the invoice currency, such as USD, MXN, or CAD, for Accounts Receivable transaction lines.
Invoice Debit, Invoice Credit: The system displays the invoice debit or credit amounts for Accounts Receivable transaction lines.
Entry Type: The system displays the transaction's entry type-N (Normal), A (End of Year Adjustment), or (UO) Beginning Balance.
Effective Date: The system displays the effective date for the transaction line.
Transaction Description: The system displays the transaction line item's description.

Total Selected Transactions: The system displays the total amount for all displayed documents. If "All Activity", "Open A/R Invoices", or "All A/R Invoices" is chosen in the Lookup From box, then two totals display-one for the Total Original Amount and one for the Total Outstanding Balance.

To view the transaction document associated with any level 2 line item, double-click the row selector or any field (except +). The system only displays the selected transaction document; you cannot view other documents within that session.
When viewing data in the table, level 1 needs to extend beyond (be wider than) levels 2 and 3 in order to view all column data. You also need to use the vertical scroll bar within that level to see its data. (Each level has its own vertical scroll bar.)
Finance charges are represented as an invoice. The invoice number is assigned by the code.
If Level 2 contains any of the following Transaction Type codes, double-click any cell within that row, and then the system displays the detail transaction line on the designated form.

Transaction Type Code	Transaction Form
ENH - Consolidate Encumbrance History	Organization>Consolidate Transaction History
BDH - Consolidate Budget History	Organization>Consolidate Transaction History
JVH - Consolidate Journal Voucher History	Organization>Consolidate Transaction History
JVD - Journal Vouchers Depreciation/Disposals	Activities>Fixed Assets>Transfer Depreciation/Disposals
CL - System Close Year-End	Activities>Close Fiscal Year