Working with Customer Ledger Information

This chapter provides an overview of Customer Ledger Inquiry and Customer Self Service and discusses how to:

Update customer information from Address Book.
Review invoices.

Note. Country-specific functionality for working with customer ledger information exists for Argentina.

Understanding Customer Ledger Inquiry

Customer Ledger Inquiry serves as a hub for locating, reviewing, and updating invoices in the JD Edwards EnterpriseOne Accounts Receivable system. To quickly review invoices and receipts or audit a customer's transaction history, use Customer Ledger Inquiry.

You use the fields in the header portion of the form to narrow the search of the information you wish to retrieve. You can review open, paid, or all invoices in a specific date range, and you can determine which date you wish to use to for the selection, such as invoice, statement, G/L, or due date. You can also inquire on a range of invoice numbers.

You review invoice details when you want to view discounts, due dates, tax, post and paid statuses as well as G/L distribution information about an invoice pay item. You can review invoice amounts in both the domestic and foreign currency as well as use As If and As Of features to review invoice amounts in an alternate currency or as of a specific date.

Customer Ledger Inquiry enables you to determine the outstanding balance of a customer's account quickly. After the system retrieves the invoices, you can review totals for the gross, open, foreign gross, and foreign open amounts in the detail area of the form by scrolling to the bottom of the form. The system represents totals in a highlighted color.

The power of Customer Ledger Inquiry is that it provides you with direct access to other Accounts Receivable programs that you might need to use. Using Form and Row menus, you have access to:

Customer Master to add and revise customer information including:
- Bank account
- Who's who
- Parent/child relationships
Customer Ledger Detail to review invoice information on one form.
Invoice Entry to revise invoice amounts.
G/L Distribution to review account distributions.
Speed Status Change to update discounts and due dates.
Revisions Audit to review invoice revisions.
Revise Recurring to change recurring invoice information.
Receipt/Draft Details to review receipts that were applied to an invoice.
Receipt Entry to locate, review, add, and revise receipts.
Batches to approve and post batches.
Deductions to add deductions.
Work with Deductions to resolve deductions.
Account Status Summary to review credit and collection information.
Activity Log and Promises/Promises to review and add activities.
Customer Service Inquiry to add and review sales orders.

You might use other JD Edwards EnterpriseOne systems that create associated entries into the JD Edwards EnterpriseOne Accounts Receivable system, such as Contract and Service Billing, Real Estate Management, and Sales Order Management. The Customer Ledger Inquiry program enables you to review the originating system from which a transaction was created. You can use the Originating System field (OMOD) in the detail area of the Work with Customer Ledger Inquiry form in conjunction with the Source System selection from the Row menu to access the original transaction. You might find this helpful, for example, when you need to review the original contract information for an invoice pay item when applying a customer's payment.

Note. If the Summarize option is selected when you are reviewing customer ledger information, the Source System selection on the Row menu is disabled.

Understanding Customer Self-Service

If you activate customer self-service, you enable customers access to invoice and receipt information. Customer self-service permits a customer to inquire on their invoices to view the total amount due, due dates, and discount information, and to determine if payments have been applied appropriately.

To enable the customer self-service application, you must activate the processing option for Customer Self-Service. When self-service is activated, the system retrieves the address book number for customers based on their User Profile record, which is accessed when the customer logs in. Customers have access to their invoice and receipt information only.

When a customer accesses the web page, the system displays the Work with Customer Ledger Inquiry form, and the customer can search and review invoice information exactly as you do with these exceptions:

Some columns appear differently, for example Document Number displays as Invoice Number, Date Closed displays as Paid Off Date, and so on.
The system does not display invoices that have been voided.
If an invoice is entered in a foreign currency, the system displays the foreign amounts only in the Invoice Amount and Open Amount fields.
Invoices cannot be selected from the row in the detail area or by using the Row menu.

Updating Customer Information from Address Book

This section provides an overview of address book information for customers and discusses how to:

Run the Update A/R from Address Book program (R03B802).
Set processing options for Update A/R from Address Book.

Understanding Address Book Information for Customers

When you generate invoices, either manually or automatically from another system, certain address book information, such as the customer's alpha name, is written to each record. The JD Edwards EnterpriseOne Accounts Receivable system uses the address book information for many processes, such as printing statements and reports, and for inquiry programs. When address book information changes, you can update invoice records by running the Update A/R from Address Book program (R03B802).

Depending on the size of the Customer Ledger table (F03B11), you might want to run Update A/R from Address Book during off-peak hours. Run this periodically, especially before running aging reports or printing statements, to ensure that the Customer Ledger table contains current information. You do not need to run it nightly, because the accuracy of programs such as Credit Analysis Refresh (R03B525) is not dependent upon the address book. However, if you use the Customer Ledger Inquiry program to search by parent number, and parent numbers are changed frequently in the Address Book, you might want to run Update A/R from Address Book nightly.

The system updates these fields in the F03B11 table:

Payor (PYR), based on the processing option on the Updates tab.

The system retrieves the value for the Payor from the Alternate Payor field (ARPY) in the Customer Master by Line of Business table (F03012). If the Alternate Payor field is blank, the system retrieves the value from the Address Book Number field (AN8).
Alpha Name (ALPH) from the Address Book Master table (F0101).
Parent Address Number (PA8) from the Address Organization Structure Master table (F0150).
Alternate Payee (AN8J), based on the value of the Send Statements To (STTO) field in the F03012 table.

The address book number that the system assigns to the Alternate Payee field depends on the value of the Send Statements To field. For example, if you send the statement to the customer (value of C), the system updates the Alternate Payee field with the customer's address book number (AN8). If you send the statement to the parent (value of P), the system updates the Alternate Payee field with the address book number of the parent (PA8) from the Address Organization Structure Master table.
Category Codes 1-10 (AC01-AC10), from the F03012 table.
Collection Report Y/N (COLL), from the F03012 table.

The system updates these fields in the Receipts Header table (F03B13):

Alpha Name (ALPH), based on the setting of the processing option, from the F0101 table.
Parent Address Number (PA8) from the Address Organization Structure Master table.

Running the Update A/R from Address Book Program

Use one of these navigations:

For the JD Edwards EnterpriseOne Accounts Receivable system, select Update A/R from Address Book from the A/R Advanced & Technical Operations menu (G03B31).

For the JD Edwards EnterpriseOne Real Estate Management system, select Update A/R from Address Book from the Global Updates menu (G15311).

Setting Processing Options for Update A/R from Address Book (R03B802)

Processing options enable you to specify the default processing for programs and reports.

Process

These processing options specify whether the system updates certain fields in the F03B11 table.

1. Payor

Specify whether to update the Payor field (PYR) in the F03B11 table. Values are:

Blank: Do not update the Payor field.

1: Update the Payor field. The system uses the value of the Alternate Payor field (ARPY) in the F03012 table. If the Alternate Payor field is blank, the system uses the customer's address book number.

2. Alpha Name

Specify whether to update the Alpha Name field (ALPH) in the F03B11 table. Values are:

Blank: Do not update the field.

1: Update the field. The system uses the value of the field in the F0101 table.

Reviewing Invoices

This section provides an overview of invoice revisions, the "as of” date feature, and the results of receipt or draft entry, and discusses how to:

Set processing options for Customer Ledger Inquiry (P03B2002).
Review customer ledger details.
Review the results of receipt entry.

Country-specific functionality for reviewing invoices exists for Argentina.

See JD Edwards EnterpriseOne Country-Specific Setup and Processes for the Americas Preface.

Understanding Invoice Revisions

When you change the gross amount of a posted invoice or void an invoice, the system stores the revision information in the Invoice Revisions table (F03B112) and updates the A/R Post Status field (ISTR) to 1 in the F03B11 table. The system displays this value in the Revisions Made field on the Work with Customer Ledger Inquiry form to notify you that the invoice was revised. To review how the invoice was revised, you use Revisions Audit.

Note. The system updates the Revisions Made field to 1 regardless of the number of revisions made to an invoice.

Understanding the As Of Date Feature

When you review invoices using the Customer Ledger Inquiry program, you can review them as of a specific date by completing the As Of Date field on the Work with Customer Ledger Inquiry form. This enables you to review a customer's account for a previous period.

When you use an as of date, the system compares the value that you enter with the Date Closed field of the invoice. If the "as of" date is after the closed date, the system skips the record. If the "as of" date is before the closed date, the system compares the "as of" date with G/L date of the Receipts Detail records (F03B14) that were applied to the invoice to calculate the open amount of the invoice as of the date entered.

For example:

Invoice 1234 for 1000.00 is due June 30, 2008.
Receipt 44321 for 200.00 is applied June 10, 2008 (G/L date).
Receipt 44955 for 800.00 is applied June 30, 2008 (G/L date).
Date Closed is June 30, 2008.
As Of Date is June 15, 2008.

Because the as of date (June 15, 2008) is before the closed date (June 30, 2008), the system reads the Receipt Detail records. Because the G/L date of the first receipt is before the as of date, the system calculates the invoice open amount on June 15, 2008 to be 800.00 (1000.00 − 200.00), and continues to the next receipt record. However, because the G/L date of the second receipt is after the as of date, the system ignores it.

Note. Because the system must compare receipt dates of the invoices to the as of date, you must have the option for All selected in the header portion of the form. If you do not select All, the system will not return complete information.

Draft Processing

The system considers the draft paid only when it has been collected (pay status P).

Understanding the Results of Receipt or Draft Entry

After you enter a receipt or draft, you might want to verify that you applied it to the correct invoices or view the current open amount for the customer. To do so, review the results of receipts entry using Customer Ledger Inquiry.

When reviewing paid and partially paid invoices using the Customer Ledger Inquiry program, you can also review information about the receipt or draft that was applied to the invoice, such as the receipt number, payment ID, and batch number, as well as the write-off, chargeback, and deduction amounts. Having this information available from Customer Ledger Inquiry minimizes the necessity of having to locate and review receipt information from other applications.

To review receipt details you must select an invoice that is paid (pay status equal to P), and then select Receipt/Draft Dtls (receipt/draft details) from the Row menu.

Chargebacks, Deductions, and Unapplied Receipts

During the application of receipts or drafts to invoices you may create open chargeback, deduction, or unapplied receipt records. The system assigns document types RB, R5, and RU to these invoices, respectively, and a receipt batch type of RB (not IB). Because these invoices are open, you cannot use the Receipt/Draft Dtls Row menu to review the receipt that generated these invoices. This table outlines the available options for locating the receipt that generated the open chargeback, deduction, or unapplied receipt invoice record.

Invoice	Options for Locating the Receipt
Chargeback (RB) generated from a receipt or draft	Locate the invoice number from which the chargeback originated, using the Original Document field. Then, select the invoice, and select Receipt/Draft Dtls from the Row menu. Use the payment ID to locate the receipt or draft using Customer Receipts Inquiry. Note. If the chargeback was generated from a deduction, you must locate the deduction record (R5), which is now paid as a result of creating the chargeback, and then select Receipt/Draft Dtls from the Row menu.
Deduction (R5) generated from an invoice, receipt, or draft	Locate the invoice number from which the deduction originated, using the Original Document field. Then, select the invoice, and select Receipt/Draft Dtls from the Row menu. Use the payment ID to locate the receipt or draft using Customer Receipts Inquiry.
Chargeback (RB) generated from a deduction	Locate the payment ID on the chargeback record and enter it in the QBE line (query by example line). Verify that the search criteria includes the option All and then click Find. The system displays the chargeback and deduction records. Select the deduction (R5), and then select Receipt/Draft Dtls from the Row menu.
Unapplied Receipt or Draft (RU)	Use the payment ID to locate the receipt or draft using Customer Receipts Inquiry.

After these documents are paid, you can review the payment by using the Receipt/Draft Dtls Row menu.

Drafts

If you use drafts, the system assigns a document type of R1. To review the draft, select the R1 document, and then select Receipt/Draft Dtls from the Row menu. The system displays the Draft Entry form.

Forms Used to Review Invoices

Form Name	FormID	Navigation	Usage
Work with Customer Ledger Inquiry	W03B2002A	Customer Invoice Entry (G03B11), Customer Ledger Inquiry	Locate invoices.
Customer Ledger Detail	W03B2002E	Select Cust Ledger Detail (customer ledger detail) from the Row menu on the Work with Customer Ledger Inquiry form.	Review customer ledger detail information. You cannot access the Row menu for Cust Ledger Detail if the Summarize option is selected when you locate invoices.
Invoice Revisions	W03B0002A	Select an invoice that has been revised and then select Revisions Audit from the Row menu on the Work with Customer Ledger Inquiry form. The Revisions Made field on Work with Customer Ledger Inquiry displays a 1 when an invoice has been revised.	Review invoice revisions. Amounts that are displayed reflect the amount of the revision only. For example, if the system displays a Gross Amount of 50, the amount of the invoice was increased by 50.
Work With Receipt Detail	W03B103B	Select a draft (R1), and then select Receipt/Draft Dtls from the Row menu on the Work with Customer Ledger Inquiry form.	Locate customer receipts.

Setting Processing Options for Customer Ledger Inquiry (P03B2002)

Processing options enable you to specify the default processing for programs and reports.

Process

This processing option to activate the customer self-service functionality when using Customer Ledger Inquiry (P03B2002).

1. Customer Self-Service

Specify whether to activate customer self-service functionality in Java/HTML environments. Values are:

Blank: Bypass customer self-service

1: Activate customer self-service

Currency

These processing options activate the as if currency feature. The system calculates as if currency amounts based on the as if currency code and exchange rate date that you specify.

1. As If Currency

Specify the as if currency and to display the As If Curr Code (As If Currency Code) field on the Work With Customer Ledger Inquiry form. The system recalculates domestic amounts based on the as if currency and the date in the Exchange Rate processing option, and displays them in the as if columns in the detail area on the form.

If you leave this processing option blank, the system does not display the As If Curr Code field or as if currency columns.

2. Exchange Rate Date

Specify the date to use to retrieve the exchange rate between the as if currency and the domestic currency. If you leave this processing option blank, the system uses the value that you specify in the Thru Date field on the Work With Customer Ledger Inquiry form. If you leave this processing option blank and do not specify a value in the Thru Date field, the system uses the most recent exchange rate entered. If an exchange rate does not exist, the system returns an error.

Versions

Specify the default version of the Standard Invoice Entry program (P03B11) that the system uses when you add or revise invoices.

1. Standard Invoice Entry (P03B11) Version	Specify the version of Standard Invoice Entry (P03B11) to use. If you leave this field blank, the system uses ZJDE0001.
2. Netting (P03B455) Version	Specify the version of Netting program (P03B455) that the system runs when you select Netting from the Form menu. If you leave this processing option blank, the system uses version ZJDE0001.
3. Pay When Paid (P03B470) Version	Specify the version of Pay When Paid Manual Link program (P03B470) that the system runs when you select Pay When Paid from the Form menu or Pay When Paid Detail from the Row menu. If you leave this field blank, the system uses version ZJDE0001.

Reviewing Customer Ledger Details

Access the Customer Ledger Detail form.