Accounts Receivable — Inquiries
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Overview

The Inquiry hub provides a consolidated starting point for customer account lookups, file-based views, statements, history, and quick navigation. Use this screen to choose the inquiry type, set filters (dates, branches, collectors), and open the detailed panels below.

  • Filters: Date range, branch/department, collector, customer.
  • Outputs: Inquiry results grid with drill-down links.
  • Next actions: Open Invoices, Statements, GL Voucher, and more.

Enter 1 to view by File# or 2 to view By Client.

By File #

Locate AR transactions associated with a specific File/Shipment #. Use this when a billing or payment question is tied to a shipment record.

  1. Enter the File # and press Enter.
  2. Review invoices, receipts, adjustments, and residual balance for that file.
  3. Enter Invoice Line# to view Invoice Details or GL Voucher.

By Client

View a customer’s AR position, including open items, credits, unapplied cash, and aging buckets.

  1. Enter Customer name or Account#
  2. View Customers Aging summary or Drill into specific invoices
  3. Export or Print Statement to share with the customer.

Command Line Options:

  • Enter O to view Open Invoices
  • Enter D to view Invoice Detail
  • Enter H to view History by year by month
  • Enter S to Send or Print Statements
  • Enter C to record a Collections Call
  • Enter p to open this screen

Open Invoices

List all open invoices by customer/branch/collector. Ideal for collections worklists and balance reviews.
(D)etail Screen works like the Open Invoices Screen except it allows you to view invoices by date range, and will display open and closed invoices.

Command Line Options:

  • Enter L# to Drill into selected invoice
  • Enter S to sort by invoice#, invoice date or Pay Date
  • Enter H Print a hardcopy or send to Excel

Invoice Detail

Drill into a selected invoice to see line-level charges, bill codes, taxes, and remarks.
  • Verify charge amounts and fees
  • Use History to review edits, payments, and credits.

GL Voucher

Display the voucher generated for the invoice or adjustment to confirm account postings.
  • Review AR control, revenue, tax, and rounding/difference postings.
  • Export/print as supporting documentation.

History

Review a customer’s invoice history by year and month. Print a harcopy for your records.

Statements

Preview a customer statement using current filters before emailing or printing.

  • Enter statement ending date.
  • Include or exclude credits.
  • Filter Statement by Station/Department Code or ALL
  • Include comments in your statement. Use [] Remarks option for standard remarks. (See Keywords)

Send Statement

Email statements directly to configured contacts; the PDF can be archived for your records.
  • Use templates, (See Setup & Maintenance -> Statement Setup).
  • Update Email Address and Attention Name
  • Add comments to include in body of email.

Command Line Options:

  • Enter L# to update fields
  • Enter Q to exit with no updates
  • Enter S to Send Statement based on 1. Send Via:
  • Enter U to Update Customer Database with Email and Attention
  • Enter B to Send and Update Customer.

Call Entry

When entering C for Call Entry system will call the Collections Call Entry Screen.

Open User Guide →

Frequently Asked Questions

How do I start an inquiry in the AR Inquiries hub?

From the Inquiry hub, choose your inquiry type: enter 1 for By File # or 2 for By Client. Apply filters (date range, branch/department, collector, customer) then press Enter to load the results grid with drill-down links.

What should I do if I need to look up a specific shipment’s AR transactions?

Use By File #. Enter the File/Shipment number and press Enter. You’ll see invoices, receipts, adjustments, and the remaining balance for that file. Enter an Invoice Line# (L#) to open Invoice Detail or view the GL Voucher.

How can I check a customer’s AR status and aging summary?

Select By Client, then enter the customer name or Account#. You’ll get open items, credits, unapplied cash, and aging buckets with drill-downs to invoices. You can also export/print a statement for the customer.

What are the command line options available in AR Inquiries, and how do I use them?
  • O – Open Invoices
  • D – Invoice Detail
  • H – History by year/month
  • S – Send/Print Statements
  • C – Collections Call Entry
  • p – Reopen the Inquiry screen

Type the letter, then press Enter to execute.

How do I manage open invoices for collections?

Open the Open Invoices panel to list open items by customer, branch, or collector—ideal for collections worklists. Use the Detail Screen (D) to view by date range (open/closed). Drill into an invoice with L#, sort with S (by invoice #, date, pay date), and export/print with H.

What details can I see in the Invoice Detail screen, and how do I access it?

Invoice Detail shows line charges, bill codes, taxes, and remarks. Access it from Open Invoices (using L#) or from By File #/By Client. Use History to review edits, payments, and credits.

How can I verify account postings for an invoice?

Open the GL Voucher to view the voucher generated for the invoice/adjustment, confirming postings to AR control, revenue, tax, and rounding/differences. Export or print as needed for support.

How do I generate and send a customer statement?

In Statements, set the statement ending date, choose include/exclude credits, filter by Station/Dept Code or ALL, and add comments (use [] Remarks for standard remarks). To send: use S to select Send Via (email/print), U to update email/attention, or B to Send and Update the customer database.

How do I record a collections call in the system?

Enter C from the command line to open the Collections Call Entry screen. Log call details; they’ll be linked to the customer’s AR record for tracking and follow-up.