View Entries
The View Entries screen is used to view paid and unpaid account entries without being able to make changes.
Menu Path: Customer, Entry Info, View Entries, View Entries screen
Criteria
Customer Lookup
Displays the customer name. Click the button to display the 'Find Account' window to search for a customer.
Acct Number
Displays the account number. Click the button to display the 'Find Account' window to search for a customer number.
Account Code
Displays the account code.
Bill To:
Displays the name of the customer that is billed.
Phone
Displays the customer's telephone number.
Fax
Displays the customer's fax number.
Invoice Amount
Displays the invoice amount. With an account in focus, click 'Display' to initiate the search. Invoices that meet the criteria display in the grid.
Invoice #
Displays the invoice number. With an account in focus, click 'Display' to initiate the search. Invoices with debits and credits that meet the criteria display in the grid.
Invoice Date
Displays the invoice date. Click the small down arrow to display a calendar. Click the desired date to select. Use the small left and right arrows to display previous / next months. With an account in focus, click 'Display' to initiate the search. Invoices with debits and credits that meet the criteria display in the grid.
Posted
Displays the posting code. Posting codes are PC, DC, CM, DM, IA, TA, FC, PB, XC, XD, and RC. With an account in focus, click 'Display' to initiate the search. Invoices with debits and credits that meet the criteria display in the grid.
Amount
Displays the posted amount. With an account in focus, click 'Display' to initiate the search. Invoices with debits and credits that meet the criteria display in the grid.
Posted Date
Displays the posting code transaction date. With an account in focus, click 'Display' to initiate the search. Invoices with debits and credits that meet the criteria display in the grid.
Historical Reporting
Displays a close date. When a date is selected from the drop-down list, transactions from that close date display. Defaults to 'Current'. Invoices with debits and credits that meet the criteria display in the grid.
Display
Initiates the search of the user-entered information.
Current/1-30/31-60/61-90/ Over 90
Displays the total amount due in each of the aging buckets, as appropriate.
Dating
Displays the total amount of invoices that will not become due until a future time.
Deferred
Reports the total deferred core less any applied core returns. Displays only for accounts where the 'Deferred Core Billing' flag is checked.
Balance
Reflects the total of all of the above fields.
Unapplied Credits
Displays the total of invoice credits, including deferred core credits that have not been applied to core debits and excluding PCs and DCs, not yet applied to a specific debit.
Unapplied Payments
Displays the amount of payments (PC and DC) that are not yet applied.
Age Store
Displays the 'Age Store' value, for the account in focus, found on the 'Account Statement Controls' pop-up accessed from the Main Account Entry screen.
Reprint Invoices
Reprints multiple invoices at the same time, without having to view in Invoice Image first. Displays the 'Reprint Invoices' window with each invoice currently available from the screen for the displayed account, when clicked. The accelerator key is 'Alt' + 'I'.
Default Printer / Select Printer
Toggles between 'Default Printer' and 'Select Printer'. When 'Default Printer' displays, the document is directed to the default printer specified on the 'Printer Assignment' window. When 'Select Printer' displays, a 'Select Printer' pop-up displays at print time, listing available printers. Double-click a printer to select. The word "Reprint" prints on the printed ROAs. The accelerator key is 'Alt' + 'D'.
Show Posting Errors
Displays transactions posted in error and their reversal PE codes, when checked. Available with user security permission. Transactions posted in error and their reversal codes do not display, when unchecked.
Paid Items on AR View
Displays the paid items (invoices and credits), when checked.
Sort Newest to Oldest
Displays transactions in date order from newest to oldest, when checked.
Grid
Displays posted account payments.
Memo
Displays the entered memo of up to 16 alphanumeric characters and/or the recurring charge name.
Print
Prints the memo on the statement, when Yes.
PO
Displays the purchase order number.
Str
Displays the store location in which the entry was created.
CD
Displays the posting code for the transaction.
Note: Transactions with a posting code of DA display in orange to easily distinguish Dated Billing transactions from regular transactions.
Invoice
Displays the system-assigned invoice number for the item that was entered through Invoicing and/or the recurring charge prefix and number and/or the invoice number from a data feed.
Emp
Displays the employee's login name associated with the invoice.
Inv Date
Displays the date that the invoice was created or the item was posted.
Displays the period that a transaction or balance is due.
Options are:
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'0' = Current
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'1' = 1 - 30
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'2' = 31 - 60
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'3' = 61 - 90
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'4' = Over 90
Anything not yet due is negative, such as:
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'-1' = Due next month
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'-2' = Due the month after next
For weekly accounts:
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'0' = Current
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'1' = 1 - 7
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'2' = 8 - 14
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'3' = 15 - 21
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'4' = Over 3 weeks
Orig Amt
Displays the full amount from the invoice or posted item.
Balance
Indicates the amount due for both part transactions and delinquent core that is included in the customer's total AR.
Payment Amt
Indicates the payment amount that was applied against the item for payment.
Posted By / To
Indicates the posted check number (PC) or original invoice number (IC). Used for credits only. Displays blank for all other adjustments.
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'eOffice' - Payments made online in eOffice will be "pushed" to PartsWatch and automatically updated to the A/R customers so that the transactions and account balances reflect the payments. The system will display "eOffice" in the grid when that happens.
Deferred
Identifies deferred invoices. Deferred debit invoices that have deferred items as well as all deferred credits display with a Y. These do not appear on the customer statement as due. Deferred transactions only display based on the value indicated in the 'Deferred on Statement Override' field on the account or the 'Deferred on Statement' flag on the store level.
Indicates the 'Net' flag status of the parts on the invoice.
Options are:
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'N (Net)' - All parts on the invoice have the 'Net' flag checked in the part table.
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'M (Mixed)' - Some, but not all, parts have the 'Net' flag checked in the part table.
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'Blank (Not Net)' - No parts on the invoice have the 'Net' flag checked in the part table.
User Security
Statement Button
When an account is selected and the 'Statement' button is clicked, the 'Send Statement Options' window displays to select the output type. The window populates based on the selected customer or store's account settings. For instance, if the selected customer or store account setting has mail selected, the 'Mail' output type defaults to checked.
An e-mail generated statement must be in a Portable Document Format (PDF). When the PDF software is not installed, a message displays stating, "Account xxxxxxxx – Email Error. PDF Creator Printer not found. Please install PDFCreator", and the statement is not generated.
Mail
Prints a statement, when checked. Use exclusively or in conjunction with other output options.
Email
E-mails the statement, when checked. Use exclusively or in conjunction with other output options. Unavailable if the selected customer or store does not have an e-mail address set up. An e-mail address must be stored in the customer profile (retail and commercial) in the Main Account Entry or Retail / Internet Customer screen and the Store General Setup screen. When an e-mail address is not stored in the Main Account Entry or Retail / Internet Customer screen, a message displays stating, "Email address not available – Statement not sent. Please update Customer Profile". When an e-mail address is not stored in the Store General Setup screen, a message displays stating, "Email address not available – Statement not sent. Please update the STORE INFO screen."
Fax
Faxes the statement, when checked. Use exclusively or in conjunction with other output options. Unavailable if the selected customer or store does not have a fax number set up. A fax number must be stored in the customer profile (retail and commercial) in the Main Account Entry or Retail / Internet Customer screen. When a fax number is not stored, a message displays stating, "Fax Number not available – Statement not sent. Please update Customer Profile".
Preview
Displays the statement to preview prior to printing, faxing or e-mailing, when checked. Use exclusively or in conjunction with 'Mail', 'Email', and/or 'Fax'.
Ok
Performs the selected output when at least one output is selected.
Cancel
Cancels the action.
Right-Click Command Menu
Right-click on a line item in the grid to display the Command Menu.
