The Customer Inquiry program displays detailed accounting information on each customer including the Last Payment Date and Amount, the Number of Payments, and Accounts Receivable Aging. There are also Monthly Totals on Sales, Cost of Sales, Gross Profit Percentage, Returns, Payments, Discounts, Recurring Sales, Payment Terms, Fax Number and Salesperson of Record.

NOTE: The Accounts Receivable Aging may be Monthly or Weekly, depending on the Customer's set up in "Customer Entry" in ACCOUNTS RECEIVABLE (6.1.1).

This is a powerful tool for collecting your Accounts Receivables and knowing your customer’s buying history. It gives you insight on how to treat each of your customers. It is also very valuable in determining who are your most and least profitable customers.

Invoices are marked as Disputed in "Enter PO into Posted Invoice/Show Applied Items" (6.3.5), will appear with an asterisk (*). The Invoice is aged according to the Invoice Date and will still trigger Dunning Messages. Disputed Invoices are exempt from Service Charges.

If you sell items to a customer on a consignment basis you may set up a separate consignment Customer Account and link it to the main Customer Account. This will keep the consignment information separate but linked to the main account. The link is entered in “Customer Entry” in ACCOUNTS RECEIVABLE (6.1.1 field 41). You may view the Accounts Receivable total of a Consignment Customer that is linked to a Customer Account. This will give you the total picture when making decisions about collections and credit limits. The information is view-only and is not added to the main Customer Account Totals. The Consignment Customer Account name, account number and the Accounts Receivable total is displayed. Only those invoices that have been posted are added to the total.

The instructions for all the Customer Inquiries are the same except for Individual Customer Inquiry. See below for prompt help.

6.1.2.1  Individual Customer Inquiry

This selection will display information on an individual customer.

6.1.2.2  Select ALL Customers for Inquiry

This selection will display information on all your customers, one customer at a time.

6.1.2.3  Select Customers with Current Balances and Older

This selection will display information on those customers with a current balance and older balances, one customer at a time.

6.1.2.4  Select Customers with 30 Day Balances and Older

This selection will display information on those customers with balances 30 days and older, one customer at a time.

6.1.2.5  Select Customers with 60 Day Balances and Older

This selection will display information on those customers with balances 60 days and older, one customer at a time.

6.1.2.6  Select Customers with 90 Day Balances and Older

This selection will display information on those customers with balances 90 days and older, one customer at a time.

6.1.2.7  Select Customers with 120 Day Balances and Older

This selection will display information on those customers with balances 120-days and older, one customer at a time.

Customer Inquiry Prompt Help

The instructions for all Customer Inquires are the same (except for Individual Customer Inquiry).

The Salesperson Code is a mandatory entry.

You will need to enter the Customer Number for the “Individual Customer Inquiry” (6.1.2.1). For “Select ALL Customers for Inquiry” (6.1.2.2) you just enter in part of the customer’s name you want to start with. If you want to start with your first customer, just press <ENTER>. The first customer in your list will be displayed. Lookup will take a few minutes while the system is sorting the information selected.

Customer’s Salesperson of Record and Fax number will be displayed on the bottom highlight bar of the Customer Inquiry screen. The fax number is taken from the Alternate Phone Number field in “Customer Entry” (6.1.1 field 13). The first Alternate Phone Number with the description FAX will be the phone number displayed. The Payment Terms are displayed under the Aging Balances.

The <LEFT ARROW> moves the sales data forward, one month at a time. The <RIGHT ARROW> moves the sales data backward, one month at a time.

You are able to write a Memo within Customer Inquiry. There are an unlimited number of lines for the memo. This memo will be recorded by your Salesperson Code. The maximum number of memos is 100 per customer. When entering a new memo, it becomes number 1, pushing the previous memo up. Once 101 memos have been entered, the system purges the oldest memo from the list. The memo is listed by Memo #, Salesperson, Date, and Port #.

The <PAGE UP> key will display the previous memo. If at memo #1, it will display the last memo. The <PAGE DOWN> key will display the next memo. If at the last memo, it will display the first memo.

Press the <E> and press <ENTER> to create a new memo. You may have up to 100 memos. Type in your memo and press <ENTER> after each line. At the next blank line, or line 4, press <ENTER> to get to the "Enter Selection" prompt.

To get to a specific memo, type <E> and the number of the memo and press <ENTER>. (For example E23 will bring you to the 23rd memo in your list.) Type over existing text to change the memo or go to the next blank line to add to the memo. When you are finished, just <ENTER> until you are at the "Enter Selection" prompt.

To find a particular memo, type <F> and press <ENTER>. Enter the key word to search with, and press <ENTER>. The first memo with the word will appear. Repeat until memo is located. 

To print a memo, type <P> and press <ENTER>. Enter the memo number to be printed and press <ENTER>. You may print a range of memos by typing the numbers of the memos, separated by commas, and then press <ENTER>. If you want to print all the memos, type an <*> and press <ENTER>.

Memos may be printed on AR Aging Reports (6.10.1). This feature is very useful if you use memos to record collection calls and you want them printed on the Aging Report.

The utility program in TCL, PRINT.CUST.MEMO, will print Customer Memos based on a date entered in the last line of a memo. This program should be setup in "Batch Processing Entry" in SYSTEM MANAGEMENT (10.10.1) to run every morning. It will select memos with the date entered above that matches the current system date and print. This can be used as a Customer Follow-Up report.

There is a <H>istory option in the Customer Inquiry program to view the A/R Balance History. Amounts have been rounded to the nearest dollar. The user can enter <T> to toggle to a full screen compressed display. A

<P>rint option is available from either display. The system will remember which mode (compressed detail or uncompressed summary) that was last used for each port.