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JD Edwards World Accounts Receivable Guide
Release A9.3

E21489-02
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16 Locate Customer Ledger Information

This chapter contains these topics:

To quickly review invoices and receipts, audit a customer's transaction history, and review A/R ledger information for the customer, use the Customer Ledger Inquiry program (P032002) .

You can use Import/Export functionality with this program. See the JD Edwards World Technical Tools Guide for more information.

Customer ledger information is stored in the A/R Ledger table (F0311).

Navigation

From Accounts Receivable (G03), choose Customer & Invoice Entry

From Customer & Invoice Entry (G0311), choose Customer Ledger Inquiry

Figure 16-1 Customer Ledger Inquiry screen

Description of Figure 16-1 follows
Description of "Figure 16-1 Customer Ledger Inquiry screen"

16.1 Defining Invoice Search Criteria

To locate transaction information for a customer, first define the type of criteria the system uses to display information. Limit your search by defining:

16.1.1 Using the SQL Processing Option

When you use Customer Ledger Inquiry, the program P032002 retrieves invoice and receipt transactions based on the information provided in the header portion of the screen.

Depending on the information provided, the program uses different logical files to retrieve the A/R transaction records. A logical file is used to sort and sequence records from the physical file, so that all records can be ordered in the specific manner that has been chosen. Using a logical file to retrieve information greatly improves the processing speed of the program. Not all search combinations will have a specific corresponding logical file. When a specific logical is unavailable for the specified search criteria, the system will use the feature of SQL (IBM's Structured Query Language) to locate the records. If you do not want to use SQL, you can set the processing option in Suppler Ledger Inquiry to limit your searches to logical files that exist. If you chose not to use SQL, and the search criteria specified does not have a logical file, you will receive error message 4520 (Inquiry cannot be processed without SQL). This is not a major problem. Just change your search criteria to something that is supported by a logical file.

The following table states which combinations are supported by the use of a logical file. The combination of Value Entered, Paid and Sequence determine which logical can be used for your search. Combinations other than what is presented below will automatically use SQL to retrieve the information, if SQL processing has not been prevented by the processing option.

Value Entered Advised Sequence Value Paid Y/N/3 Associated Logical
Customer Number 2, 6, 7, 8, A or B Y/N/3 Seq 7, F0311LB

Seq 8, F0311LC

Seq 6, A- F0311LE

Seq 2, B- F0311LF

Invoice Number 1 or A Y/N/3 F0311LD
Check/Item No. 7 Y/N/3 F0311LH
Statement No. 4 N F0311LQ
Parent No. 2, 8 Y/N/3 Seq 8- F0311LP

Seq 2- F0311LO

Customer Number; Receipt Number 7 Y/N/3 F0311LB
Invoice Number, Statement Number 4 N F0311LQ

Note:

If the processing option has been set to sequence by Net Due Date, Invoice Date, or G/L date (2, 3, or 8) in descending order, then SQL will be used automatically for these searches

To define invoice search criteria

On Customer Ledger Inquiry

  1. Complete one or more of the following fields:

    • Customer Number

    • Parent Number

    • Invoice Number

    • Receipt/Item Number

    • Statement Number

  2. To limit the number of documents displayed, complete one or more of the following fields:

    • Date From

    • Date Thru

    • Sequence

    • Paid

    • Company

    • Skip To Page

    • Payment Instrument (display controlled by processing option)

    • Currency Code

  3. To refine your search, choose the Additional Selections function (F6) next to the appropriate invoice.

    Figure 16-2 Additional Selections screen

    Description of Figure 16-2 follows
    Description of "Figure 16-2 Additional Selections screen"

  4. On Additional Selections, complete one or more of the following fields:

    • Amount Range (From/Thru)

    • Alternate Payor

    • Selection

    • G/L Class

    • Include Exclude (1/0)

    • Sales Order/Type

    • Reference

    • Document Type

    • Matching Document Type

    • Purchase Order/Type

    • Consolidation Code

Field Explanation
Date Thru Identifies either the period number or the date that you want to locate. If you leave this field blank, the system uses the ending date of the current period that is set up for the company. Valid period numbers are 1 through 14.

Form-specific information

You can use this field only when the Sequence field is set to 2 (by due date), 3 (by invoice date), or 8 (by G/L date). You cannot enter a period value on this form.

Date From A number that identifies either a fiscal period (numbers from 1 to 14) or a beginning date. The information displayed begins with this date or period. If you leave this field blank, the system displays all transactions up to the Thru Date. Totals are for the transactions displayed.

Form-specific information

You can use this field only when the Sequence field is set to 2 (by due date), 3 (by invoice date), or 8 (by G/L date). You cannot enter a period value on this form.

Paid This field determines which types of transaction are displayed. Valid values are:

0 or N – Only open transactions are displayed.

1 or P – Only paid transactions are displayed.

2 or Y – All transactions are displayed - open and paid.

3 – Paid transactions and receipts are displayed.

Skip To Page This field allows you to specify a specific page number to access in the subfile when searching. The page number is actually converted to detail lines to determine subfile placement.
Amount From This field is used to specify the lower limit for selecting an amount range.
Amount Through This field is used to specify the upper limit for selecting an amount range.
Amount Selection An option for choosing either the gross or open amount ranges. Valid values for this field are:

1 – Gross amount range

2 – Open amount range

Paid transactions and receipts are displayed (A/R only).

Include/Exclude Code for fields G/L Class, Document Type and Matching Document Type This code allows you to include or exclude records with a specified field of information. A field of information can be document type, G/L offset, and so on. This code is dependent on the other field which specifies the information to be included or excluded. Allowed values are:

0 – If a value is specified in the other field of information, select only the records with this same value in that field (default).

1 – If a value is specified in the other field of information, exclude all records that have the same value in that field but process all other records that do not have that value in the field.

Sales Order/Type The number and type of the sales document.
Purchase Order/Type The number and type of the purchase order document
Reference An alphanumeric value used as a cross-reference or secondary reference number. Typically, this is the customer number, supplier number, or job number.
Consolidation Code The Consolidation Code is a way to group associated Address Book numbers in order to report on group financial data.

16.2 Viewing Invoice Information

Viewing information for an unpaid or paid invoice consists of:

16.2.1 Viewing an Individual Invoice

To view information about an invoice, such as the posting status or pay status, access the customer's A/R ledger.

To view an individual invoice

On Customer Ledger Inquiry

  1. Define the necessary invoice search criteria.

  2. Choose the Invoice option next to the appropriate document.

16.2.2 What You Should Know About

Topic Description
Revising an invoice To change or delete an invoice through Customer Ledger Inquiry, set the appropriate processing option. Otherwise, you can only view invoices using the Invoice Review option.
Viewing related sales orders If an invoice has an associated sales order, you can view it through Customer Ledger Inquiry using the Review Sales Order option.

16.2.3 Viewing an Associated Journal Entry

To verify the accounting distribution for a specific invoice, access the customer's ledger.

To view an associated journal entry

On Customer Ledger Inquiry

  1. Define the necessary invoice search criteria.

  2. Choose the Journal Entry option next to the appropriate document.

16.2.4 What You Should Know About

Topic Description
Revising a journal entry If you set the appropriate processing option, you can change a journal entry by accessing the individual invoice. You cannot change a journal entry by accessing it directly on Customer Ledger Inquiry.

16.2.5 Viewing Invoice Detail

To view the detail for an invoice without locating the individual invoice, access the customer's ledger. For example, you might want to determine the gross amount of an invoice and its due date or view the reason code assigned to a chargeback.

To view invoice detail

On Customer Ledger Inquiry

  1. Define the necessary invoice search criteria.

  2. Choose the Detail option next to the appropriate document.

Figure 16-3 Customer Ledger Detail Information screen

Description of Figure 16-3 follows
Description of "Figure 16-3 Customer Ledger Detail Information screen"

16.2.6 Viewing Multi-Currency Invoice Information

To locate invoice information for a customer that uses multiple currencies, access the customer's ledger. You can view:

  • All invoices for a particular customer. Amounts appear in the currency assigned to the customer.

  • Only invoices entered in a specific currency.

  • All invoices in the original currency of the transaction.

  • All invoices in the domestic currency of the company.

In the following example, the currency code is GBP (British pounds). Therefore, only those documents entered in British pounds appear.

Figure 16-4 Customer Ledger Inquiry (GBP) screen

Description of Figure 16-4 follows
Description of "Figure 16-4 Customer Ledger Inquiry (GBP) screen"

To view multi-currency invoice information

On Customer Ledger Inquiry

  1. Define the necessary invoice search criteria.

  2. Complete the following field:

    • Currency

  3. Toggle to the currency format (optional).

Field Explanation
Currency A code that indicates the currency of a customer's or a supplier's transactions.

Form-specific information

This is the currency code of the invoices you want displayed. Values are:

Blank

The system supplies the currency code for the customer from the Address Book system. It is the currency most commonly used by the customer. Only invoices entered in that currency are displayed. If the Address Book system has no currency code for the customer, an * (asterisk) is used (described below).

A specific currency code

This can be any currency code defined on your system. Only invoices entered in the specified currency are displayed.

* (asterisk)

All vouchers in all currencies for the supplier are displayed. Amounts are displayed in the domestic currency of the associated company.

+ (plus)

All invoices in all currencies for the supplier are displayed. Amounts are displayed in the foreign currency of the transaction.

- (minus)

Amounts in the currency of the transaction are displayed. Foreign amounts are displayed if the transaction is foreign. Domestic amounts are displayed if the transaction is domestic.


16.2.7 What You Should Know About

Topic Description
Viewing the exchange rate For amounts in currencies different from the currency of the company, view the exchange rate used during invoice entry on Customer Ledger Detail Information.
Displaying amounts in one currency If your organization uses the same customer for various companies, you might want to enter a company number to limit the information displayed. This ensures that all amounts display in the same currency when viewing all invoices.

16.3 Viewing Account Information

Viewing account information consists of:

16.3.1 Viewing Account Activity

To view the activity of an account, access the customer's ledger. For example, you might want to determine when you received payment on a specific invoice and the receipt amount.

To view account activity

On Customer Ledger Inquiry

  1. Define the necessary invoice search criteria.

  2. Choose the Payment Review (6) option next to the appropriate document.

Figure 16-5 Activity Review screen

Description of Figure 16-5 follows
Description of "Figure 16-5 Activity Review screen"

16.3.2 Viewing Account Status Information

To view detailed status information for a customer or parent account, such as a customer's credit limit or account balance, access the customer's ledger.

To view account status information

On Customer Ledger Inquiry

  1. Complete the following field:

    • Customer Number

  2. To access Account Status Summary, choose the Age & Status function.

Figure 16-6 Account Status Summary screen

Description of Figure 16-6 follows
Description of "Figure 16-6 Account Status Summary screen"

16.3.4 Viewing Collection Management Information

To view collection information for a specific invoice, access the customer's ledger. For example, you might want to determine if an invoice is set up to appear on a collection report or verify the number of payment reminders to send for an overdue invoice.

To view collection management information

On Customer Ledger Inquiry

  1. Define the necessary invoice search criteria.

  2. Choose the Collection Management (3) option next to the appropriate invoice.

Figure 16-7 Collection Management screen

Description of Figure 16-7 follows
Description of "Figure 16-7 Collection Management screen"