This program enables you to view order information for customers.
When you first access Customer Inquiry, specify a customer. The Customer field is case sensitive. This means that if you enter c100 to lookup a customer number when someone entered it as C100, the customer record you are looking for will not appear in the browser.
You can select the Filters if you want to limit the number of records that appear in the inquiry browser. Click Change Filters.
You can use the Start From field in the lower portion of the screen to display documents by document number or reference number.
Sync is a method of connecting the entry programs with information displayed in customer, item and vendor inquiries. It is a helpful feature because it enables you to get real-time information such as customer balances, vendor balances and warehouse quantities, while you are working in entry programs.
Inquiries are synchronized on a per user basis. In other words, if you are signed on to FACTS in one window with one name and signed on in another window with another name, it will appear as if the Sync function is not working.
Refer to the Sync! topic for more details about using this feature.
Customer Inquiry contains these views:.
Blanket Orders, which displays information on blanket sales orders including document number, hold status, warehouse, entry date, expiration date, completion date, ship-to number and reference number.
MSDS, which displays information on Material Safety Data Sheets (MSDS) that were sent to this customer. The information in the view consists of the MSDS ID and ID description, ship-to, date last sent, MSDS revision date and the invoice numbers with which the MSDS sheets were sent.
Orders, which displays open sales order information including document number, document type (work order, invoice, credit memo, counter sale, etc.), document status (work order entered but not printed, work order printed, confirmed invoice, receipted invoice, deleted sales order, voided invoice), document origin, order priority, ship-complete status, invoice date, warehouse, amount, ship-to and reference number.
Past Invoices, which displays past invoices including SO document number, AR invoice number, order priority, ship-complete status, document type (work order, invoice, credit memo, counter sale, etc.), invoice date, warehouse, amount, ship-to and reference number. In the view area, select the line and click Line Detail. On the Line Detail screen for Past Invoices view of Customer Inquiry, there are 2 special buttons available above the line item browser. The GL Posting button is enabled when the transaction highlighted in the browser is one that allows for drill back from the source document to the GL posting that was created by the register. If the GL posting records can be found, then Journal Inquiry will display defaulting to showing transactions for this document only. Click AR Detail to view the AR document associated with the invoice if it is still on file.
Past Sales, which displays past sales information for each item number and description. Listed information consists of invoice number and date, quantity sold and the corresponding unit of measure, price and the pricing unit of measure.
Customer Returns, which displays information on the returns documents for the selected customer.
Credit History, which displays tabs for Aging, Payment history and Sales history.
Check History, which displays accounts receivable document information by check number. The number of periods check history is kept is dependent on the Check History setting on in AR Static F/M.
The Check History view displays check numbers for the highlighted customer along with the check date, check amount, and check memo. You can sort the information by descending check number, ascending check number, or by check date (newest to oldest), with descending check number being the default sort order. Since duplicate check numbers can appear, lines appear first in check number order then date order or by date order then descending check number order depending on the sort order selected.
You can also click Line Detail to access the Check History - Line Detail window on each check line to display the payments and transactions made under that check entry. Lines are displayed in document and document continuation order. For payments on an invoice, the document number is the invoice number. In AR, the OA number preceded by "OA" acts as the document number. Miscellaneous cash lines are displayed with "MISC CSH" as the document number.
From the Check History - Line Detail window, if the highlighted document has not been deleted (through Document Removal Register or End of Period Update), indicated with a "Delete" status, click Doc Detail to see the AR transactions for that document or SO Doc Inq to display the Past Invoice window of SO Doc Inquiry. With regard to the AR transaction option, if the line has an "Open" status, the AR transactions display from the open and transaction tables (as seen in the line detail window of the Open Docs view of Customer Inquiry). If the line has a "Past" status, the AR transactions display from the paid document tables (as seen in the line detail window of Paid Doc History view). This option is not be available for OA or misc cash lines. You only have the option to pull up SO Doc Inquiry if the document highlighted was created in SO rather than in AR Invoice Entry.
Pricing, which displays customer pricing information on items. This information is available: item number, item description, quantity break information, the customer’s default price, pricing unit of measure and item type. Warehouse availability in all warehouses, and purchase order, manufacturing ticket and transfer information, as well as lead time details are also displayed.
Highlight a line and click:
Orders to display the On Order Purchase Order/Transfer/Manufacturing Information (POC085) window, which contains on order information for existing purchase orders, warehouse transfers or manufacturing tickets for the selected customer and item. Specify the display code: S-sales orders, T-warehouse transfers, M-manufacturing tickets. The display for each document includes: order number, type, status, ordered quantity, received quantity, back-ordered quantity, unit of measure for the quantities, cost and its corresponding unit of measure, the promised date and vendor number for all warehouses.
Whse Qtys to display the Warehouse/Item window (SOC070), which to view quantities and the average lead time, in each warehouse.
Line Detail to access level pricing, contracts, and past sales information for the customer/item combination.
Quotes, which displays quote information including quote number, quote date, expiration date, warehouse, sales order number (if converted to a sale), the customer for whom the quote was made, who gave the quote and the quote total.
Ledgercards includes all ledgercard information for the selected customer from newest to oldest by default. To view ledgercards oldest to newest, click the Date column header. (You can also click on any other column header to resort ledgercards.)
In either order, select the beginning date to view. Information displayed includes entry date, debit amount, credit amount, balance, transaction (register) type, document number and register number of each ledgercard on file for this customer.
Click View Doc at the bottom of the screen to display additional document detail information. The system checks to see if detail info exists for currently highlighted ledgercard line for its transaction type. For AR ledgercards there are 10 transaction types: B – Begin Balance, C – Cash Receipts, A – AR Sales Reg, O – SO Sales Reg, T – TS Invoice Reg, M – Credit Memo, S – Svc Charge Reg, R – Returned Check, X – Cust Balancing, s – SR Contract. Four of these types display additional document detail information. When you click View Doc, type C– Cash Receipts displays the Check History view line detail (ARI650) screen, type A– AR Sales Register displays the Open or Paid Doc view line detail (ARI614/ARI691) screen, and transaction types O--SO Sales Register, and M– Credit Memo display SO Doc Inquiry (SOI620) in view-only Past Invoice mode.
Ship-to, which displays alternate ship-to information from the created in the Ship-To F/M for this customer. This view lists the alternate ship-to numbers, location names, standard order indicator, contact 1, and phone number 1. To view details for a ship-to location, highlight the line and click Line Detail.
Notes, which displays customer note information.
General, which displays general customer information: name, address, customer’s price class, customer’s price level, commission %, off-invoice discount, ship via, UPS zone, contact information, and Sales Order processing options for such as payments, ledgercards, past sales and invoices, back orders, required POs for sales orders, and credit information. This information display here is entered in Customer F/M (ARF910).
Open docs displays the open documents for the customer including the document number, type, ship-to number, register number, entry period, date entered, due date, the original amount and the current amount. If the open document was created from SO, the SO document number that the open document applies to is also displayed.
Search open documents by document order and by reference number order. The view defaults to document number order.
Changing document search order:
Click the Reference# column header to resort open documents by reference number. You can use the horizontal scroll bar to access this column. Click the Document column header to resort by document. (You can also click on any other column header to resort open documents.)
In the view area, you can select the line and click View Invoice to access the SO Document Inquiry screen in Past Invoice mode or click AR Detail to display the current transaction history window.
The Past Invoice window allows you to see the line items billed out on the invoice.
The Current AR transaction history window displays payment information for the invoice. Detail information on an open consists of: document number, type, branch (if used), register, memo, entry date, period, due date, discount due date, original amount and discount, current amount and discount. Also displayed are the transactions that have taken place against the document including date, period, register number, payment, discount adjustment and memo.
The AR Detail screen from the Open docs and Paid Doc History views contains the GL Posting button, which is enabled when the transaction highlighted in the browser is one that allows for drill back from the source document to the GL posting that was created by the register. If the GL posting records can be found, then the inquiry will display defaulting to showing transactions for this document only.
The Check History button on the Open Doc and Paid Doc History views allows you to view the check that created Debit Memos and OA transactions.
Access to SO Doc Inquiry (in Past Invoice Mode) is available for documents that have been created through these processes:
Create an order created through various methods in the Order Entry suite. Confirm the order; the system creates an invoice (document number), and print. When you run the Daily Sales Register, the system creates an open record for that document. At this point, the document can be seen in the Open Docs view of Customer Inquiry. The open record contains the SO document number if a document exists. If the open record for the document contains an SO document number, access to SO Doc Inquiry from this view is possible.
OR
Make a payment on the invoice either in SO payment entry or AR Cash Receipts & Adj Entry. If the document has been paid completely and you run the Cash Receipts & Adjustment Register, the system creates an invoice history file record for that document. The invoice history file record contains the SO document number. Now the document can be seen in the Paid Docs History view of Customer Inquiry. If the paid record for the document contains an SO document number, access to SO Doc Inquiry from this view is possible.
Disputed document indicator
The SO Doc Inquiry in view-only Past Invoice mode and the AR Document detail window (ARI614) also provided an indicator for disputed documents.
If any of the corresponding open invoice records in the open file are disputed, the text "*Disputed Invoice*" and memo are displayed in the upper portion of the SO Doc Inquiry screen and under the line containing the document number on the AR Document Detail window. For example, if you have an open invoice with split terms and only one of the terms is in dispute, the drill to SO Doc Inquiry will display the disputed indicator for both continuation lines. The disputed memo (50 characters) is the first encountered memo for that invoice (first disputed continuation).
Limitations: Open or past documents entered in ARE110 and created from AR Invoicing or past invoices not present in the invoice history file do not have the ability to drill into the SO Document Inquiry. The View Invoice button is disabled for those documents. If your system does not store Past Invoices in SO Static F/M, the View Invoice button does not display on the screen.
Paid Doc History, includes document number, reference number, ship-to number, original amount, original discount amount, entry period, entry register number and removal register number.The documents initially appear in document number order.
User-Defined, which displays data that displays on the User-Defined view Customer F/M (ARF910).
Doc Routing, which displays the document routing information, Listed information includes the account, document type and description, routes, fax number and email address.
Lost Sales,which displays lost sales information for each item for the specified customer.
Contracts, which displays service contracts entered in the Service and Repair module for the specified customer. Information in the browser includes the contract number, effective and expiration dates, contact, total amount and reference information.
Proposals, which displays service proposals entered in the Service & Repair module for the specified customer. Information in the browser includes the proposal number, effective and expiration dates, contact, total amount and reference information. The Line Detail button displays the Service Proposal Inquiry with details for the highlighted line item.
Standard Order, which displays ship-to locations that have standard orders for the specified customer. Highlight a line and click Line Detail to access standard order lines for the specified ship-to/customer combination.
Menu options
See also