From the customer record, you can access a customer's historical invoices, receipts, and statements as well as the contacts and locations associated with the customer.
- In the Navigation pane, highlight the Accounts Receivable > Customers folder.
- Click
. The New Customer window opens.
- Enter a unique Code for the customer. You can use up to 30 characters.
- Enter the Name of the customer.
- In the General section in the Class field, select the customer class the customer belongs to. Customer classes allow you to specify GL account masks for groups of customers and to group customers for reporting and billing.
-
In the Payment Customer field, select the customer code of the customer that pays this customer's invoices. If this customer pays its own invoices, leave this field blank; when you save the record, ActivityHD will fill in this customer's customer code.
Note
You cannot nest payment customers. If Customer A is a payment customer for Customer B, you cannot specify a different payment customer for Customer A. In this case, Customer A must be designated as its own payment customer. Likewise, in this situation, Customer B cannot be a payment customer for any other customer.
-
In the Tax Category field, select the customer tax category that applies to the customer. This is the customer tax category that will load as the default tax category on this customer's invoices.
Note
By default, all customers are considered taxable.
- In the Salesperson field, select the default salesperson to use for the customer when a default salesperson is not assigned to the customer location used on an invoice.
- The Summary Type field is visible if the Summary Invoice interface is enabled. If the customer needs to receive summary invoices, select the summary type to use. The summary type specified here is used as the default summary type on new invoices for this customer.
-
The AP Vendor field is visible if the AP/AR Interface package is installed. Enter the customer's AP vendor record. If you need to generate payments for the customer that will be processed through ActivityHD AP, this field serves as the cross-reference between the AR customer and the AP vendor.
Note
If you will generate payments using a miscellaneous vendor, leave this field blank. You can specify a miscellaneous vendor when you run the Post Invoice to AP wizard.
- In the State ID field, enter the customer's state tax identification number or exemption number. This field is for informational purposes only and has no impact on the customer's taxability.
- In the Account Open field, enter the date the customer's account was originally opened. This date can be different than either the customer record creation date timestamp or the date of the first invoice.
- In the Attributes section, enter any default attribute values that apply to the customer. Attributes provide additional ways to categorize invoices for reporting and also supply the general ledger accounts used during invoice posting.
- In the Account Masks section, select the GL account masks to use to construct GL account codes for the Receivables, Sales, Cost of Sales, and Inventory accounts on the customer's invoices.
- In the Credit section in the Terms field, select the default payment terms to apply on invoices for the customer.
- In the Finance Method field, select the default finance method to apply on invoices for the customer.
- From the Finance Customer drop-down list, select the customer on which the finance charges should be assessed. Your options are:
- Payment. Finance charges assessed are charged to the payment customer.
- Invoice. Finance charges assessed are charged to the invoice customer.
- None. Finance charges are not assessed on past due invoices.
-
In the Statement Types field, select the valid statement types for the customer. If you enter multiple statement types, separate them with commas.
When you run the Generate Statements wizard, you specify a statement type. There is a Limit Customers by Statement Type option in the wizard that, when selected, ensures that only customers who are assigned the specified statement type on their customer records are considered for statement generation.
Note
The Ctrl and Shift selection features are available in the Find dialog box so you can select multiple statement types. If you use this method to enter statement types, ActivityHD automatically separates your selections by commas.
- Save the new customer record.
Designate locations and a primary contact on a customer
Initially, when you create a customer record, the Locations fields and Primary Contact field are disabled. You can designate the primary, invoice, and statement locations on the customer location records when you create them and the customer record will automatically update with the information. Likewise, you can designate the primary contact on a customer contact record when you create it and the Primary Contact field on the customer will be updated.
On the other hand, you can also designate the locations and the primary contact on the customer record. This will update the flags on the underlying location and contact records. To do so:
- In the Navigation pane, highlight the Accounts Receivable > Customers folder.
- In the HD view, locate and double-click the customer record to open it in the Customer window.
-
In the Locations section in the Primary field, select the primary customer location for correspondence. Address information for the primary location displays to the right.
Note
If the customer has only one location, use the same location in the Primary, Invoice, and Statement fields.
-
In the Invoice field, select the customer location with the default address you want to print on new invoices.
Note
An invoice address is required on each invoice for a customer that needs to be printed.
- In the Statement field, select the customer location with the default address and email information for where you want to send customer statements and past due notices. For customers with a different payment customer, leave this field blank in order to include the customer on the payment customer's statements. If you want the customer to receive a separate statement even though it has a different payment customer, ensure that you enter a statement location here.
- In the Primary Contact field, select the customer's primary contact.
- Save your changes.
The Assess Finance Charges wizard applies user-defined finance methods to past due invoices and produces finance charge invoices as appropriate. Finance methods are assigned to invoices in the Finance field. If all a customer's invoices are subject to finance charges, you can define a finance method on the customer record that will be assigned as the default on every invoice for the customer. If no finance method is assigned on an invoice, finance charges will not be assessed.
Note
Finance charges are typically regulated by government authority. Be sure to consult the appropriate authority(ies) in your jurisdiction(s) before assessing finance charges.
- In the Navigation pane, highlight the Accounts Receivable > Customers folder.
- Start the Assess Finance Charges wizard.
- To assess finance charges for all or a filtered subset of customers:
- Right-click the Customers folder and select Select and Assess Finance Charges from the shortcut menu.
- On the Selection tab, define any filters to apply to the customer data.
- Click Next >>.
- To assess finance charges on specifically selected customers:
- In the HD view, select the customers to assess finance charges on. You can use Ctrl and/or Shift selection to select multiple customers.
- Right-click and select Assess Finance Charges from the shortcut menu.
- To assess finance charges for all or a filtered subset of customers:
- On the Options tab in the Finance Method field, select a specific finance method or enter a finance method mask for the finance methods to include in the assessment process. Only the invoices assigned to the selected finance methods are included in the assessment process. Accept * to include all finance methods.
- In the Invoice Batch field, enter the name of the invoice batch to assign to the finance charge invoices that are created in the assessment process. This allows you to group invoices for proofing and reporting.
- In the Invoice Date field, enter the date to assign to the finance charge invoices. This date is used to calculate payment terms and to determine past due amounts.
- In the Assessment Period section in the Begin Date and End Date fields, enter the range of dates that define the period for which you are assessing finance charges. The assessment period in conjunction with the finance method assigned to an invoice help determine the ending balance, average daily balance, assessment rates, and invoice description.
- Click Next >>. ActivityHD prompts you to confirm that you want to assess finance charges.
- Click Yes. ActivityHD reports the results of the process.
If the validation returns errors or warnings, ActivityHD lists the reasons why.
-
Click Next >>. ActivityHD shows the finance charge invoices that were created. Finance charge invoices are created as unmerged invoices.
At this point, you can double-click a finance charge invoice in the right pane to drill down to the AR Invoice window, print the AR Invoices Listing, print the Tax Liability Report, proof the invoices for merging, merge the invoices, print the invoices, and void invoices.
- When you finish viewing or working with the invoices, click Finish.
More about finance charge invoices
| Field | Source of the field value |
|---|---|
| Batch | Specified in the Assess Finance Charges wizard. |
| Date | Specified in the Assess Finance Charges wizard. |
| Invoice # | Based on parameters from the invoice scheme assigned to the invoice type. |
| Source | Set by ActivityHD to "Charge". |
| Print Invoice | Specified on the finance method. |
| Type | Specified on the finance method. |
| Salesperson | Specified on the finance method. |
| Description | Specified on the finance method. |
| Account | Specified on the finance method. If the AR account on the finance method is blank, the account is built using the AR account masks from the invoice type, customer, customer class, and attribute items. |
| GL Date | Specified on the finance method. |
| GL Batch | Specified on the finance method. |
| Attributes | Specified on the finance method. |
| Terms | Specified on the finance method. |
| ARCode | Specified on the finance method. |
| Detail Description | Specified on the finance method. |
| Item Tax Category | Specified on the finance method. |
| Sales Account | Specified on the finance method. If the sales account on the finance method is blank, the account is built using the sales account masks from the ARCode, attribute items, customer, and customer class. |
The Generate Statements wizard pulls together the data needed to produce customer statements. The process creates statement records which consist of balances, invoices, and receipts. ActivityHD supports open item and balance forward statements. After statements are generated, they can be printed using the Print Statements wizard.
The Generate Statements wizard is accessible from the Customers folder and from the Statements folder. This topic focuses on the statement functions from the Customers folder point of view.
- In the Navigation pane, highlight the Accounts Receivable > Customers folder.
- Start the Generate Statements wizard.
- To generate statements for all or a filtered subset of customers:
- Right-click the Customers folder and select Select and Generate Statements from the shortcut menu.
- On the Selection tab, define any filters to apply to the customer data.
Tip
Apply the "Statement Delivery - Email", "Statement Delivery - Print", or "Statement Delivery - Undefined" filter to select customers by statement delivery method.
- To generate statements for specifically selected customers:
In the HD view, select the customers to generate statements for. You can use Ctrl and/or Shift selection to select multiple customers.
Tip
Apply the "Statement Delivery - Email", "Statement Delivery - Print", or "Statement Delivery - Undefined" filter to see all customers with a particular statement delivery method.
- Right-click and select Generate Statements from the shortcut menu.
- To generate statements for all or a filtered subset of customers:
- On the Invoices tab, define any filters to apply to invoice data.
- If you have the Summary Invoice interface enabled, a Summary Invoices tab is visible. On the Summary Invoices tab, define any filters to apply to summary invoice data.
- Select the Options tab.
- In the Statement Type field, select the type of statement to generate. The statement type determines whether a balance forward or open item format is used for statements.
- If you only want to include customers in statement generation that are assigned to the specified statement type, mark the Limit Customers by Statement Type checkbox.
- In the Statement Dates section in the Statement field, enter the date to use as the statement date.
- In the Payment Due field, enter the date to print on the statements as the payment due date. This date does not affect the due date calculated for individual invoices based on the assigned payment terms.
- In the Period Begin field, enter the date the statement period begins for balance forward statements. The default beginning date is based on the statement date you entered and the aging method specified in the Accounts Receivable Options dialog box. The balance forward amount is calculated as of the end of the day before this date. This date does not affect open item statements.
-
In the Period End field, enter the last day of the statement period. The default end date is the statement date you entered. For both balance forward and open item statements, this is the cut-off date for including transactions on the statement.
Note
For open item statements, invoice balances are recalculated to exclude receipts after this date. This can result in invoices appearing on statements even though their current balance is zero. To exclude invoices based on their current balance, move the end date forward and clear the Not Yet Due checkbox to exclude future-dated invoices.
-
In the Aging Dates section, the labels on the aging categories come from the labels set up in the Accounts Receivable Options dialog box.
The default aging dates are calculated from the Period Begin and Period End dates using the aging method specified in the Accounts Receivable Options dialog box.
If you need to change one or more of the aging ranges, enter the appropriate dates.
- In the Aging Basis field, select which type of date to use to determine which aging column an invoice belongs in. The default selection in this field comes from the aging basis setting in the Accounts Receivable Options dialog box. Your options are:
- Due Date
- Invoice Date
-
If you selected a balance forward statement type, the Open Item Categories and Minimums section is disabled. Continue at the next step. If you selected an open item statement type, ensure that the checkboxes for the aging categories you want to include on the statement are marked and that the other checkboxes are cleared. If you want to specify minimum amounts for including invoices in particular categories, enter the minimum amounts in the adjacent fields. Blank minimums are the same as entering zero. Minimums are evaluated as an "OR" condition.
Examples
To print an open item statement that includes only the invoices in aging categories "Over 30" and greater, clear the checkboxes next to the Outstanding Credit, Not Yet Due, and Current categories.
To print an open item statement for past due invoices where any past due aging category has at least a $50 balance, ensure the past due categories are selected and specify a minimum amount of $50 for each past due category.
- In the Statement Message text box, enter a free-form message that you want to print on the statements you generate.
- Click Next >>. ActivityHD prompts you to confirm that you want to create statements.
- Click Yes. ActivityHD advises that the statements have been created.
Interpret the Create Statements pageClick in a shaded section to see an explanation of that section.
- Click Next >>. ActivityHD shows the statements that were created.
At this point, you can double-click a statement in the right pane to drill down to the Statement window or you can print statements.
- When you finish viewing or working with statements, click Finish.
View a customer's "Average Days to Pay"
ActivityHD lets you see how slow (or fast) a customer pays its invoices. To see the average number of days it takes customers to pay, add the Average Days to Pay column to the HD view of the Customers folder.
The average days to pay calculation looks at a customer's last ten paid off invoices which meet the following conditions:
- Invoice was not voided.
- The original invoice amount is positive.
- The invoice is not a miscellaneous invoice created by a receipt.
- The receipt which paid off the invoice is not an initial payment created on the invoice.
- The receipt which paid off the invoice is not dated before the invoice.
Unmerged receipts ARE included in the average days to pay calculation.
Tip
The following steps describe one method of processing refunds in ActivityHD. An alternative method, in fact, the preferable method, is described in the "Receipts" topic.
At a high level, the refund process involves creating a vendor record for the customer who is due a refund, assigning the vendor to the customer record, and creating and posting the refund. The procedures which follow fill in the details.
Step 1: Create a vendor record for the customer
- In the Navigation pane, highlight the Accounts Payable > Vendors folder.
-
Click
. The New Vendor window opens.
-
Select the Data Links tab.
- Click Add and select "AR Customer" from the drop-down menu. The Find dialog box for customers opens.
-
Locate and highlight the customer record from which you want to create the vendor record, then click OK.
-
Click Data. The Data Link Group Data dialog box opens.
- In the Data Links list box, highlight the AP Vendor entry.
- In the Fields list box, ensure that the Code (Name) and Name (Description) checkboxes are marked. You can optionally mark the Obsolete checkbox. Marking Obsolete causes the vendor record to automatically be flagged as "Obsolete" if the customer record is flagged "Obsolete".
-
With the AP Vendor entry in the Data Links list box highlighted, Ctrl+click the AR Customer entry so that both are selected.
- Inspect the items in the Values list box. If you want to change any values on both the customer record and the new vendor record, enter the new values in the corresponding fields. See "Data links" for more details on how the three list boxes work together.
- When you finish, click OK.
-
Save the vendor record. Notice that additional tabs are added and that the data-linked fields display in blue.
-
Select the Locations tab and, in the Locations pane toolbar, click
. The New Location window opens.
-
In the New Location window, select the Data Links tab.
- Click Add and select "AR Location" from the drop-down menu. The Find dialog box for customer locations opens.
-
Locate and highlight the customer location record from which you want to create the vendor location record, then click OK.
-
Click Data. The Data Link Group Data dialog box opens.
- In the Data Links list box, highlight the AP Location entry.
- In the Fields list box, ensure that the checkboxes for the fields you want to data link are marked.
-
With the AP Location entry in the Data Links list box highlighted, Ctrl+click the AR Customer entry so that both are selected.
- Inspect the items in the Values list box. If you want to change any value on both the customer location record and the new vendor location record, enter the new values in the corresponding fields.
- When you finish, click OK.
-
Save the vendor location record and close it. Notice that the record has been added on the Locations tab of the vendor record.
- You have completed the minimum information needed on the vendor record in order to create a customer refund. Modify the vendor record as needed.
- When you finish, save the changes to the vendor record.
Step 2: Assign the vendor to the customer
- In the Navigation pane, highlight the Accounts Receivable > Customers folder.
- In the HD view, locate and double-click the customer record to open it in the Customer window.
-
On the Customer tab in the AP Vendor field, select the AP vendor you created in the previous procedure.
- Save the customer record.
Tip
You can now press F4 on the AP Vendor field to open the vendor's record from within Accounts Receivable!
Step 3: Create and post the refund
The following procedure assumes any payments or credit memos have been posted to the customer's account and that there is a credit balance and/or transaction in the system that needs to be refunded through Accounts Payable.
- In the Navigation pane, highlight the Accounts Receivable > Invoices folder.
- Click . The New AR Invoice window opens.
-
Presumably you have a shared invoice profile named "Refund" (or something similar) which loads the window configuration you need for entering refunds efficiently. Select that profile from the Options drop-down in the toolbar.
-
Click
in the toolbar. The defaults from the profile you selected load.
- Enter the name of the Batch to process the refund invoice with.
- Select the Customer to which you are issuing a refund.
- Enter the Date of the refund invoice.
- In the Type field, ensure that an invoice type set up for refunds is selected.
- Enter a Description of the invoice.
- Select the Location to send the refund to.
- Ensure the remaining data on the Invoice tab is correct.
- In the first row of the Detail table in the ARCode column, select an ARCode that is set up to handle customer refunds so that the appropriate account loads in the row.
-
In the Amount column, enter the refund amount.
- Save the invoice.
- Proof and merge the invoice as usual.
-
With the Accounts Receivable > Invoices folder highlighted, go to the HD view and select "Ready to Post to AP" from the Filters drop-down list. Your refund invoice should appear in the filtered list.
-
Highlight the refund invoice and click
. The Post AR Invoices to AP wizard starts.
- From the Answers drop-down list, select an action profile for customer refunds and then verify the settings.
- Click Next. ActivityHD prompts you to confirm that you want to post the AR invoice to AP.
-
Click Yes. ActivityHD creates the AP invoice.
-
Click Next.
From here you can review the invoice and verify that it is correct. If there is a problem, you can delete the invoice and recreate it. (If the information is correct on the original AR debit memo, you will need to void that document and repeat the entire process.)
Once you are certain the invoice is correct, proof, merge, and pay it in AP as usual.
Tip
You can use the "Refunds" filter on the Invoices folder in AP to quickly locate the invoice for payment.
Note
You need to create a zero amount receipt in Accounts Receivable for applying the debit memo to the credit balance.
View refund information in Accounts Payable
You can view refund information in Accounts Payable from either the invoice record or the payment record. The AP Invoice window has a Payments tab and the Payment window has an Invoices tab so that you can cross-reference relevant information.
Open the AP invoice record. Note that a field has been added adjacent to the Source field labeled "AR Invoice". Press F4 in this field to open the original debit memo that was entered in Accounts Receivable to create the refund.
View refund information in Accounts Receivable
You can view refund information in Accounts Receivable from the original AR invoice debit memo.
Open the AR invoice debit memo. Note that a field has been added adjacent to the PO # field labeled "AP Invoice". Press F4 in this field to open the AP invoice that was created to pay the refund.
You can select the Payments tab on the AP invoice record to see the payment that was issued to the customer.
The following table describes how the Combine feature handles customer data.
| Data Element | Action |
|---|---|
| Contacts | Contacts from the source customer(s) are moved to the target customer. If the target customer already has a contact with the same name, the duplicate contact is not moved. |
| Locations | Locations from the source customer(s) are moved to the target customer. If the target customer has a location with the same code, the original customer code is appended to the location being moved.
Example If customer ACME_OFFICE is combined with target customer OFFICE_MART and both have a location of "Main", the "Main" address from ACME_OFFICE is moved to customer OFFICE_MART and assigned a location code of "Main [ACME_OFFICE]". |
| Invoices | All invoices from the source customer(s) are moved to the target customer. |
| Receipts | All receipts from the source customer(s) are moved to the target customer. |
| Statements | All statements from the source customer(s) are moved to the target customer. |
| Recurring Invoices | All recurring invoices from the source customer(s) are moved to the target customer. |
| Notes | Notes associated with the source customer(s) are merged with the notes for the target customer. |
| Attachments | Attachments associated with the source customer(s) are merged with the attachments for the target customer. |
| Data Links | Data links from the source customer(s) are NOT moved to the target customer. |
| Obsolete flag | If active source customer(s) are combined into an obsolete target customer, the resulting combined customer record retains the obsolete setting. |
To combine two or more customers:
- In the Navigation pane, highlight the Accounts Receivable > Customers folder.
- Start the Combine wizard using one of the following methods:
- To use filters to select the source customer(s) to combine:
- Right-click the Customers folder and select Select and Combine from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To hand-select the source customer(s) to combine:
- In the HD view, select the source customer(s) to combine. You can use Ctrl and/or Shift to select multiple customers.
- Click
. - On the Combine tab in the Combine Into field, select the target customer.
- Click Next >>. ActivityHD prompts you to confirm that you want to combine the selected customer.
- Click Yes.
- When the process is complete, click Finish.
Purpose
Customer Labels produces a list of customers and addresses formatted for label printing.
Content
For each customer included, the labels show:
- customer name
- customer address.
Print the report
- In the Navigation pane, highlight the Accounts Receivable > Customers folder.
- Start the report set-up wizard.
- To create labels for all or a filtered subset of customers:
- Right-click the Customers folder and select Select and Report > Customer Labels from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To create labels for specifically selected customers:
- In the HD view, select the customers to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
- Click
and select Customer Labels from the drop-down menu.
- To create a label for a particular customer from the Customer window:
- In the HD view, locate and double-click the customer you want to create a label for. The Customer window opens with the customer loaded.
- Click and select Customer Labels from the drop-down menu.
- To create labels for all or a filtered subset of customers:
- Select the Options tab.
- In the Location field, select which customer address to print on the labels. Your options are:
- Primary Address
- Invoice Address
- Statement Address
- Select the Sorting tab.
- In the Available Sort Options list box, highlight the field(s) to sort the labels by, then click
to move your selection(s) to the Assigned Sort Options list box. - If you selected multiple sort fields, use
and 
to arrange the sort fields in the order you want them applied. - Select the Output tab.
- In the Design field, look up and select the report design to use.
There are two built-in report designs for customer labels:
- Customer Labels 2-across
- Customer Labels 3-across
- In the toolbar, click the icon for the type of output you want:
- Provides access to two preview options.- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.- - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
Data extensions
The following data extensions are available for the report:
- Customers
- Locations
Purpose
The Customers Listing provides a list of the customers tracked in Accounts Receivable.
Content
For each customer included on the report, the listing shows:
- customer code
- customer name
- customer class
- payment customer
- salesperson
- customer tax category
- payment terms
- finance method
- statement type.
In addition, you can include one or more of the following:
- activity and aging totals (activity totals: account open date, last activity date [invoice/payment], high balance (invoice customer)*, open invoice count (invoice customer), average days to pay; aging totals**: total balance, outstanding credits, balance amounts by aging category***)
- primary locations and contacts (primary location address, phone, email, and defaults; primary contact name, phone, title)
- account masks and attributes
- all contacts (name, phone, location, title, email address)
- all locations (address, phone numbers, email address, website address)
- timestamps
- memos
- custom fields.
The following total appears on the report:
- record count.
*The lookback period for high balance is set in Accounts Receivable Options.
**Aging totals are calculated based on the aging method, aging basis, and aging customer set in Accounts Receivable Options.
***Labels on the aging categories are set in Accounts Receivable Options.
Print the report
- In the Navigation pane, highlight the Accounts Receivable > Customers folder.
- Start the report set-up wizard.
- To report on all or a filtered subset of customers:
- Right-click the Customers folder and select Select and Report > Customers Listing from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To report on specifically selected customers:
- In the HD view, select the customers to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
- Click and select Customers Listing from the drop-down menu.
- To report on a particular customer from the Customer window:
- In the HD view, locate and double-click the customer to report on. The Customer window opens with the customer loaded.
- Click and select Customers Listing from the drop-down menu.
- To report on all or a filtered subset of customers:
- Select the Options tab.
- Mark the checkbox(es) for the additional information to include:
- Activity Totals
- Primary Locations and Contacts
- Account Masks and Attributes
- All Contacts
- All Locations
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
- Select the Sorting tab.
- In the Available Sort Options list box, highlight the field(s) to sort the report by, then click to move your selection(s) to the Assigned Sort Options list box.
- If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
- Select the Output tab.
- In the Design field, look up and select the report design to use.
- In the toolbar, click the icon for the type of output you want:
- - Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
Data extensions
The following data extension is available for the report:
- Customers
Purpose
The Aged Invoice Analysis report shows customer invoice aging information. It can be run for either current or historical contexts.
Content
Note
The Aged Invoice Analysis uses the aging labels and the aging method set in the Accounts Receivable Options dialog box to determine the default aging categories and category names.
For each customer included on the report, the report shows:
- balance
- balance in each aging category.
In addition, you can include one or more of the following:
- outstanding credits
- summary invoices
- unmerged invoices and receipts not on hold
- invoice information (for each customer: phone number, last payment date and amount; for each invoice: invoice number, due date, terms, balance, balance by aging category)
- percentages (percentage of balance by aging category).
The following totals appear on the report:
- grand totals.
Preinstalled saved answers
For your convenience, ActivityHD includes two preinstalled saved answers for common reporting scenarios:
- "Current Aging"
- "Reconcile to General Ledger"
Print the report
- In the Navigation pane, highlight the Accounts Receivable > Customers folder.
- Start the report set-up wizard.
- To report on all or a filtered subset of customers:
- Right-click the Customers folder and select Select and Report > Aged Invoice Analysis from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To report on specifically selected customers:
- In the HD view, select the customers to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
- Click and select Aged Invoice Analysis from the drop-down menu.
- To report on a particular customer from the Customer window:
- In the HD view, locate and double-click the customer to report on. The Customer window opens with the customer loaded.
- Click and select Aged Invoice Analysis from the drop-down menu.
- To report on all or a filtered subset of customers:
- Select the Invoices tab.
- Define any filters you want to apply to invoices represented in the data.
- Select the Options tab.
- In the Report Invoices By field, select which customer type to report on. Your options are:
- Payment Customer. Use the payment customer from the customer record.
- Invoice Customer. Use the customer from the invoice record.
- In the Invoice Balance field, select the basis for determining the invoice balance. Your options are:
- Current Balance. The invoice balance is based on the current balance as of today.
- Historical by Invoice Date. The invoice balance is based on the balance calculated as of the date you specify in the Report Date field. The invoice date on invoices and receipts is compared to the report date to determine whether they are included in the report.
- Historical by GL Date. The invoice balance is based on the balance calculated as of the date you specify in the Report Date field. The GL date on invoices and receipts is compared to the report date to determine whether they are included in the report. If you use summary invoices, this option is not valid when you mark the Report Summary Invoices checkbox.
- In the Aging Basis field, select the date to use to age invoices. Your options are:
- Due Date
- Invoice Date
- In the Aging Categories field, select which categories to include on the report. Your options are:
- Past Due Only
- Past Due and Current
All Invoices
Note
If you elect to include outstanding credits, they are included regardless of the dates on the credit invoices.
- In the Report Customers By field, select how to identify customers on the report. This option also affects how data is sorted when you do not specify a sort order on the Sorting tab. Your options are:
- Code. Uses the customer code.
- Name. Uses the customer name.
- If you want the report to show outstanding credits, i.e., invoices with a balance less than zero, mark the Include Outstanding Credits checkbox.
- If you marked the Include Outstanding Credits checkbox, the Apply Oldest Invoices checkbox is enabled. Mark the checkbox if you want credits applied to the oldest invoices first for aging purposes. This can result in a single credit being split and reported among multiple aging categories. If you do not mark the checkbox, credits will be reported in the aging category that corresponds to the aging basis date specified for invoices. If you include outstanding credits, all outstanding credits will be included regardless of aging basis date. Credits which fall outside the date ranges specified on the aging categories will be reported in the "Current" category.
- Mark the checkbox(es) for the additional information to include:
- Summary Invoices (only visible if the Summary Invoice interface is enabled). If you mark this checkbox, the transaction invoices that are linked to summary invoices are reported as summary invoices. If you want to report the linked transactions individually, do not mark this checkbox.
- Unmerged Invoices and Receipts Not on Hold
- Invoice Information
- Percentages. Includes percentage totals on each customer total line and subtotal line.
- To include a section at the end of the report with the report settings used to produce the report, leave the Include Report Options checkbox marked. To produce the report without this information, clear the checkbox.
- In the Report Date field, enter the "as of" date for the report. If you selected one of the historical options in the Invoice Balance field, this date is used to calculate the historical invoice balance. This date is also used as the cut-off date for the "Current" aging category.
-
The default ranges of dates for each of the aging categories is based on the report date and aging basis you specified. If you need to override the default ranges, first enter the range of dates for which to classify invoices as current in the Current fields, then specify beginning dates for the remaining aging categories. The ending dates are calculated for you to help ensure contiguous categories.
Tip
Pressing F2 opens the Date Expression dialog box where you can not only enter a date expression, but you can also specify how ActivityHD interprets "today" in the date expression.
Select whether you want "today" interpreted as the current system date or as an alternate date (e.g., Report Date).
- Select the Sorting tab.
- In the Available Sort Options list box, highlight the field(s) to sort the report by, then click to move your selection(s) to the Assigned Sort Options list box.
- If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
- If you want the report to start a new page for each change in one of the sorting options you specified, select the sorting option to break on from the Page Break Level drop-down list. If you do not want to insert page breaks, accept "(none)".
- If you want the report to subtotal based on one of the sorting options you specified, select the sorting option to subtotal on from the Subtotal Through Level drop-down list. If you do not want to show subtotals, accept "(none)".
- Select the Output tab.
- In the Design field, look up and select the report design to use.
There are three built-in report designs for the Aged Invoice Analysis report:
- Aged Invoice Analysis - This design has separate columns for Current, Over 30, Over 60, Over 90, Over 120.
- Aged Invoice Analysis Over90 - This design has separate columns for Current, Over 30, Over 60, Over 90 (combines Over 90 and Over 120).
- Aged Invoice Analysis NYD - This design has separate columns for Not Yet Due, Current, Over 30, Over 60, Over 90 (combines Over 90 and Over 120).
- In the toolbar, click the icon for the type of output you want:
- - Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
Data extensions
The following data extensions are available for the report:
- Customers
- Invoices
- Summary invoices
Purpose
The AR Invoice Payment Analysis report produces a complete purchase and payment history for customers. This report is useful for credit managers who need a quick way to examine a customer's history to determine how best to manage the account.
Content
For each customer included on the report, the report shows:
- customer code and name
- balance forward
- total invoices
- total payments
- ending balance.
When the report is run in detail mode, the report shows the following for each invoice on the report:
- invoice date
- invoice description or invoice type
- invoice number
- last payment number
- invoice amount
- balance.
When the report is run in detail mode, the report shows the following for each payment on the report:
- payment date
- payment description
- payment reference
- payment number
- payment amount
- balance.
In addition, you can include one or more of the following:
- unmerged invoices and receipts not on hold
- customers with no current activity
- voided invoices
- voided receipts.
The following totals appear on the report:
- customer totals
- grand totals.
Print the report
- In the Navigation pane, highlight the Accounts Receivable > Customers folder.
- Start the report set-up wizard.
- To report on all or a filtered subset of customers:
- Right-click the Customers folder and select Select and Report > AR Invoice Payment Analysis from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To report on specifically selected customers:
- In the HD view, select the customers to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
- Click and select AR Invoice Payment Analysis from the drop-down menu.
- To report on a particular customer from the Customer window:
- In the HD view, locate and double-click the customer to report on. The Customer window opens with the customer loaded.
- Click and select AR Invoice Payment Analysis from the drop-down menu.
- To report on all or a filtered subset of customers:
- Select the Invoices tab.
- Define any filters you want to apply to invoices represented in the data.
- Select the Options tab.
- In the Begin Date and End Date fields, enter the range of dates for which to include invoices and receipts on the report. All outstanding invoices up to the begin date are reported as a balance forward amount.
- In the Limit Invoices by field, select the type of date to compare against the date range to determine which transactions are included on the report. Your options are:
- Invoice Date. Uses the invoice date for invoices and the receipt date for receipts.
- GL Date. Uses the GL date for invoices and receipts. This option is not valid if you have the Summary Invoices package enabled and you mark the Report Summary Invoices checkbox.
- In the Report Customers By field, select how to identify customers on the report. This option also affects how data is sorted when you do not specify a sort order on the Sorting tab. Your options are:
- Code. Uses the customer code.
- Name. Uses the customer name.
- In the Report Level field, select the level of detail to include on the report. Your options are:
- Detail. Shows the balance forward as of the begin date, lists each invoice and receipt in the date range, and shows the running balance for each customer on the report.
- Customer Totals. Shows customer totals on a single line including balance forward as of the begin date, invoice totals for the date range, receipt totals for the date range, and ending balance.
- Grand Totals. Shows totals for all customers on the report including balance forward as of the begin date, invoice totals for the date range, receipt totals for the date range, and ending balance.
- In the Report Invoices By field, select which customer type to report on. Your options are:
- Payment Customer. Uses the payment customer assigned on the customer record.
- Invoice Customer. Uses the customer assigned on the invoice record.
- In the Identify Invoices By field, select which descriptor to use for invoices on the report. (This option is only applicable when you are running a detail report.) Your options are:
- Invoice Description
- Invoice Type. This option is not valid if you have the Summary Invoices package enabled and you mark the Report Summary Invoices checkbox.
- If you have the Summary Invoice interface enabled, the Report Summary Invoices checkbox is visible. Mark the checkbox if you want linked invoices to appear as summary invoices on the report. If you would rather the report show linked invoices separately, ensure the checkbox is cleared.
- Mark the checkbox(es) for the additional information to include:
- Unmerged Invoices and Receipts Not on Hold
- Customers with No Current Activity
- Voided Invoices
- Voided Receipts
- Select the Output tab.
- In the Design field, look up and select the report design to use.
- In the toolbar, click the icon for the type of output you want:
- - Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
Data extensions
The following data extensions are available for the report:
- Customers
- Invoices
- Summary invoices
- Receipts
Customer Record ID
Customer tab
The primary customer location for receiving correspondence. Address information for this location displays to the right.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
The customer location with the default address to print on new invoices. An invoice address is required in order to print invoices for the customer.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
The customer location with the default address and email information to which to send customer statements and past due notices. If this customer has a different payment customer, you can leave this field blank since this customer will be included on the payment customer's statements. If you want the customer to receive a separate statement even though the customer has a different payment customer, be sure to enter a statement location here.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
The customer class to which the customer is assigned. Customer classes are used to group customers for reporting and billing. You can also use customer classes to assign GL account masks to groups of customers.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
The payment customer that pays invoices for this customer. Leave this field blank if the customer pays its own invoices; when you save the record, ActivityHD will fill in this customer's customer code.
When receipts are entered in the Receipt window for a particular payment customer and applied to an invoice, all open invoices for customers assigned to the payment customer are available to choose from.
Note
You cannot nest payment customers. If Customer A is a payment customer for Customer B, you cannot specify a different payment customer for Customer A. In this case, Customer A must be designated as its own payment customer. Likewise, in this situation, Customer B cannot be a payment customer for any other customer.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
The customer tax category that applies to the customer. This is the customer tax category that will load as the default tax category on the customer's invoices.
All customers are considered taxable by default. You can define customer tax categories that are nontaxable and assign them to certain groups of customers. You can also define taxable customer tax categories in order to group customers for tax reporting.
Note
By default, all customers are considered taxable.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
The default salesperson to use for the customer when a default salesperson is not assigned to the customer location used on an invoice.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
This field is visible if the Summary Invoice interface is enabled. If the customer needs to receive summary invoices, select the summary type to use. The summary type specified here is used as the default summary type on new invoices for this customer.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
This field is visible if the AP/AR interface package is installed. Select the customer's AP vendor record. If you need to generate payments for the customer that will be processed through ActivityHD AP, this field serves as the cross-reference between the AR customer and the AP vendor.
Note
If you will generate payments using a miscellaneous vendor, leave this field blank. You can specify a miscellaneous vendor when you run the Post Invoice to AP wizard.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
The customer's primary contact. If a customer contact was already flagged as the primary contact in the Contact window, that contact's information is loaded. If you select a customer that is not currently flagged as the primary contact for the customer, the Primary flag on the contact record will be updated when the customer record is saved.
The primary contact's details display in the text area below this field.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
The GL account mask to use to construct GL account numbers for the receivables accounts on the customer's invoices.
Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.
Press F3 to look up the account.
If an account is already selected, you can press F4 to open the record in the Account window.
The GL account mask to use to construct GL account numbers for the sales accounts on the customer's invoices.
Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.
Press F3 to look up the account.
If an account is already selected, you can press F4 to open the record in the Account window.
The GL account mask to use to construct GL account numbers for the cost accounts on the customer's invoices.
Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.
Press F3 to look up the account.
If an account is already selected, you can press F4 to open the record in the Account window.
The GL account mask to use to construct GL account numbers for the inventory accounts on the customer's invoices.
Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.
Press F3 to look up the account.
If an account is already selected, you can press F4 to open the record in the Account window.
The default payment terms to apply on invoices for the customer.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
The default finance method to apply on invoices for the customer.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
- Payment. Finance charges assessed are charged to the payment customer.
- Invoice. Finance charges assessed are charged to the invoice customer.
- None. Finance charges are not assessed on past due invoices.
The valid statement types for the customer. If you enter multiple statement types, separate them with commas.
When you run the Generate Statements wizard, you specify a statement type. There is a Limit Customers by Statement Type option in the wizard that, when selected, ensures that only customers who are assigned the specified statement type on their customer records are considered for statement generation.
Note
The Ctrl and Shift selection features are available in the Find dialog box so you can select multiple statement types. If you use this method to enter statement types, ActivityHD automatically separates your selections by commas.
Press F2 to open a dialog box where you can add and remove selections for this field.
Press F3 to look up the item.
Custom tab
This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.
Fields subtab
This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.
References subtab
This tab is visible if other records reference the current record.
Example
Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.
Exchange Folder subtab
This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified Exchange folder.
File subtab
This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.
This tab renders the contents of the specified file according to its file type.
Internet Address subtab
This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified web page.
Network Folder subtab
This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified network folder.
Data Links tab
See "Data Links".
Contacts tab
The Contacts pane shows the Contacts HD view filtered to show all contacts for the selected customer.
Double-click a row in the pane to drill down to its record in the Contact window.
Locations tab
The Locations pane shows the Locations HD view filtered to show all locations for the selected customer.
Double-click a row in the pane to drill down to its record in the Location window.
Invoices tab
The AR Invoices pane shows the AR Invoices HD view filtered to show all invoices for the selected customer.
Double-click a row in the pane to drill down to its record in the AR Invoice window.
The AR Invoice Detail pane shows the AR Invoice Detail HD view filtered to show all invoice detail records for the selected customer.
Double-click a row in the pane to drill down to its record in the AR Invoice Detail window.
The Recurring AR Invoices pane shows the Recurring AR Invoices HD view filtered to show all recurring invoices for the selected customer.
Double-click a row in the pane to drill down to its record in the Recurring AR Invoice window.
Receipts tab
The Receipts pane shows the Receipts HD view filtered to show all receipts for the selected customer.
Double-click a row in the pane to drill down to its record in the Receipt window.
The Receipt Detail tab contains the HD view for the Receipt Detail folder filtered to show all receipt detail records for the selected customer.
Double-click a row in the pane to drill down to its record in the Receipt Detail window.
Statements tab
The Statements pane shows the Statements HD view filtered to show all statements for the selected customer.
Double-click a row in the pane to drill down to its record in the Statement window.
Summary Invoices tab
The Summary Invoices pane shows the Summary Invoices HD view filtered to show all summary invoices for the selected customer.
Double-click a row in the pane to drill down to its record in the Summary Invoice window.
Notes tab
The Notes pane shows the Notes HD view filtered to show all notes for the selected customer.
Double-click a row in the pane to drill down to its record in the Note window.
Attachments tab
The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.
Other tab
This tab shows the history of changes to the current record or to some aspect of the current record.
Administrators can manage which changes are tracked by activating or inactivating change logs in the Administration > Setup > Change Logs folder.
Balance Forward Totals
This section is visible only when you print balance forward statements.
Balance Forward. The total customer balance for all generated statements as of the end of the day before the specified period begin date.
Plus Invoices. The total invoice activity (charges and credits) with an invoice date within the specified period begin and end dates.
Less Payments. The total receipt activity (payments, discounts, adjustments) with a receipt date within the specified period begin and end dates.
Ending Balance. The total customer balance for all generated statements as of the end of the specified period end date. This total can be calculated from the totals mentioned above using this formula:
Ending Balance = Balance Forward + Invoices - Payments
Aging Category Totals
This section shows the aging category totals for the statements generated in the current process as well as the total for all aging categories. The aging category date ranges are specified on the Options tab of the wizard. For open item statements, the aging categories to include and minimums to report are specified on the Options tab of the wizard as well.
Statement Grand Totals
This section provides the following grand totals:
-
- Total Past Due. The total balance for the selected aging categories that are considered past due. If you are creating open item statements and excluded one or more aging categories, this total only reflects the aging categories which were actually included.
Missing Statement Locations
This section lists any customers for which you created a statement that do not have a statement location assigned. Statements without a statement location cannot be printed. You assign statement locations on the customer record.
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Extras\Accounts Receivable\Import Customers.xls; Combine Customers.xls |
Customers security
Common accesses available on customers
Special accesses available on customers
| Access | A user with this access can... |
|---|---|
| Charges | Assess finance charges. |
| Combine | Combine customer records. |
| Statements | Run the Generate Statements process. |
Customer filters
| Filter Name | Effect |
|---|---|
| ? Class | Prompts for a customer class and lists the customers with a customer class that contains the specified search string. |
| ? Code | Prompts for a customer code and lists the customers with a customer code that contains the specified search string. |
| ? Has Note Type | Prompts for a note type and lists the customers that have a note with a note type that contains the specified search string. |
| ? Name | Prompts for a customer name and lists the customers with a name that contains the specified search string. |
| ? Salesperson | Prompts for a salesperson code and lists the customers with a salesperson with a code that contains the specified search string. |
| Past Due Customers | Lists the customers with past due balances. |
| Statement Delivery - Email | Lists the customers that have a statement location with a statement delivery flag of "Email". |
| Statement Delivery - Print | Lists the customers that have a statement location with a statement delivery flag of "Print". |
| Statement Delivery - Undefined | Lists the customers that do not have a statement location specified. |
Report Email dialog
- Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
- Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
- Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
Validation messages for the Assess Finance Charges wizard
The following messages may be returned in the finance charge assessment process for customers that do not pass validation:
- A finance charge Invoice (xxxxx) already exists for Method (xxxxx). The customer already has a finance charge invoice with the same finance method for an assessment period that overlaps the assessment period for the current session.
- The customer is Obsolete. The customer is flagged as obsolete. If you need to assess finance charges for the customer, first remove the obsolete flag.
- This customer isn't assessed finance charges. The customer's Finance Customer setting is "None" or "Payment". "None" indicates that finance charges are not assessed on this customer's invoices. "Payment" indicates that any finance charges assessed on this customer's invoices are charged to the payment customer assigned to this invoice customer.
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