A/R Inquiry

About

Billing & Accounts Receivable

Accounts Receivable

A/R Inquiry is useful for quick access to bill collection information. You can view on the screen (and obtain a printout of) summary information including name, Customer Id and open invoices, and alter the terms of credit, credit limit, and special notes for a customer. The main screen has customer information including credit terms and balances, invoice detail and aging. Drill down on any invoice to view detailed payment and ticket history. You can also reprint any invoice in its original format, and generate a statement for the customer. Invoice and customer notes are available to view and edit. The bottom section details the customer's open invoices.

Using the Program

Cancel Changes Discard all changes made to customer notes made since the last Save.

F2 Save Save any changes made to customer notes.

F4 Search While in Cust Id field, bring up a search dialog to find a customer by name or by invoice number.

F9 Invoice Drill-down Show ticket and payment detail for selected invoice.

Edit Cust Bring up the current customer’s file maintenance screen.

Print Statement Print a current account statement for the current customer, using the standard format.

Reprint Invoice Reprint the currently selected invoice in original format.

Aging

The aging tab breaks the customer’s total on account into columns by age of invoice, relative to the Aging Date. Age your accounts by monthly, thirty-day or custom method—A/R Inquiry uses the method set in Print Statements.

History

The history tab summarizes the customer’s recent sales history.

• Credit limit Limit of unpaid balance you have set for this customer.
• High Credit Highest unpaid balance the customer has yet run.
• Paid This Mo. Amount customer has paid in current month.
• Last Paid Date of last payment.
• Cust Started From customer record—date customer account was entered into Keystone.
• Last Sold Date of last sale to customer.

Invoice Detail Drill-Down

View the full detail behind an invoice by double-clicking the invoice or by pressing F9 while you have the invoice selected. A window appears displaying all tickets billed on the invoice and all payments posted to the invoice. Keystone shows tax and invoice subtotals at the bottom.

• Payment History
• Ticket History
• Summary Info

Customer Notes

Customer Notes are internal notes that are useful for any special information for the customer. Frequently collection information is entered here with the newest notes added to the top of the note.

Tip:

• Press ALT-F9 to add a timestamp and user tag. (e.g.: ***10/28/10 - ASMITH - )
• When tab is BOLD there is content.

Invoice Notes

Invoice specific notes are useful for tracking special information about the invoice such as disputes over pricing or issues with materials.

Tips:

• Press ALT-F9 to add a timestamp and user tag. (e.g.: ***10/28/10 - TB12 - )
• When tab is BOLD there is content.

Printing Forms

• Invoice
• Statement
• Credit Reference