Note: If the customer entered in the header section is a paying office for other accounts, the shippable and outstanding order values and the sales statistics (in the record of collection file only) are for all accounts (customers) associated with the paying office (all other sales files are updated per the 'sold to' customer). Because all invoices for the chain of customers get posted to the paying office account, the credit limit, owing and remaining values also represent the chain of customers.

The following list defines every field on the Account Summary panel:

• Send Statement To... - when you hover over the phrase 'Send Statement To' it becomes a button. Clicking this button opens the 'Send To' window. Select the desired fax, printer or e-mail option and then click OK.

  The Fax, Printer or E-mail selection screen opens allowing you to enter the specific fax, printer or e-mail destination. The customer's 'Statement of Account' is automatically sent to the destination selected.

  • For more information on sending e-Mail information, click here.

  • For more information on sending fax information, click here.

• Send With Open Invoices - when this check box is selected, copies of invoices with unpaid balances are submitted with the Statement of Account.

• Send By - displays the preferred method by which statements are sent. This field is maintained in Customers (ibis_sucu.su13). Valid options include:
  • F - Fax (Castelle)
  • N - Do Not Send Statement; no statements are printed by AR85.
  • P - Print; statements are printed in AR85.
  • E - E-mail
  • I - Internet Fax (XML)
  • T - Email Fax (SMTP)

• Print Message - this check box indicates whether or not the messages created in A/R Collection and General Message Entry (ibis_ar01) print on the customer's statement. This field is maintained in the customer record (ibis_sucu.su13).
  • When the check box is selected, the message(s) from AR01 print on the statement for this customer.
  • When the check box is NOT selected, the message(s) do not print on the statement.

• Contact to E-mail - the contact to e-mail the statement from AR85 to from the customer record displays.

• Invoice Action - identifies the method by which the invoices are sent from the customer record. Valid options include:
  • S - Send Invoice with Goods; Invoice and Credit Note Print (ibis_in42) allows you to print the invoice (to the printer selected) and the invoice number includes /S at the end, for example: 1001123/S.

  • M - Mail the Invoice Separately; IN42 allows you to print the invoice (to the printer selected) and the invoice number includes /M at the end, for example: 1001124/M.

  • H - Hold the Invoice; IN42 allows you to print the invoice (to the printer selected) and the invoice number includes /H at the end, for example: 1001125/H. An example is an invoice that is only required internally, such as a Cash sales invoice and internal billings.

  • F - Fax the Invoice; this option is valid when the Fax option of Forms eXpress is available. Invoices can either be sent via fax On Demand or in Batch.
    • When 'batch faxing', if you select 'None-Do not Fax anything' as the Fax device in IN42, and you select a printer, the invoice is printed to the printer. The invoice number includes /F at the end, for example 1001112/F.

  • E - E-mail the Invoice; this option is valid when the E-mail option of Forms eXpress is available. Invoices can either be sent via E-mail On Demand or in Batch.
    • When 'batch e-mailing', if you select 'None-Do not E-mail anything' as the e-Mail device in IN42, and you select a printer, the invoice is printed to the printer. The invoice number includes /E at the end, for example 100113/E.

• Invoice To - identifies the address that prints in the 'Sold To' section on the order confirmation and invoice from the customer record. Valid options include:
  • S - Same as customer.
  • P - Paying Office; the address for the paying office associated with the customer.
  • R - Receiving Location; the ship-to address from the sales order for the customer.

• No Invs to Print - multiple copies of the invoice can be printed and mailed or sent with the goods. The number displayed here applies to all invoices generated through IN42 for this customer. This field is maintained on the customer record.
  • If the Invoice Action field is set to 'F' (Fax) or 'E' (E-mail), only one copy of the invoice is sent regardless of the number of copies entered in this field.

  • Note: When a customer is set up with a paying office that is different from itself, the 'No. of Invs to Print' is taken from the customer record for the paying office.

• Contact to E-mail - displays the contact to e-mail the invoice to (if applicable).

• The bottom half of the Account Summary panel includes additional fields with information for display purposes only. The following list provides the source of the information in each field:
  • AP Contact - the AP contact name and telephone number entered in Customer Attention Codes (ibis_suma.su18) for the current customer displays. If no contact information has been set up for the accounts payable attention code, then this field is blank.

  • Terms - the information from the 'Terms Code' field from the customer record displays.

  • PO Required - this check box is selected if the 'Required' check box on the customer record is selected.

  • Blanket # - the blanket PO number is a 'default' or standard customer PO. This field displays the blanket number for the customer as entered on the customer record. The blanket number appears automatically in the customer PO field for every order and invoice generated.

  • Delinquency Days:
    • Entered - displays the value entered in the 'Delinq. Days' field on the customer record.

    • Calculated - displays the number of overdue days for the oldest debit balance item on the customer's account as of the current system date. If a paying office is involved, delinquency violation tests are preformed per the entered value for the paying office and the oldest debit balance item under the paying office account.

  • Paying Office - the paying office entered on the customer record.

  • Last Sale - the most recent invoice date for the customer or a customer in the paying office's chain.

  • Last Payment - the most recent date on which an AR payment was made.

  • Amount - the amount the current customer has paid; if they are in a credit position, the amount has brackets around it, for example (100.00) represents $100.00 credit.

  • Sales MTD - displays the sales dollar value for the current month and the next month. If the customer is a paying office then sales, in the record of collection file (ARRC) only, are for all customers in the paying office's chain; all other sales files are updated per the 'sold to' customer code. This information is updated by Invoices Register Print (ibis_in44).

  • Sales YTD - displays sales YTD dollar value for the current fiscal year and the previous fiscal year. If the customer is a paying office then sales, in the record of collection file (ARRC) only, are for all customers in the paying office's chain; all other sales files are updated per the 'Sold To' customer code. This information is updated by IN44.

  • High AR Balance - displays the highest Accounts Receivable balance for the customer. This information is updated by IN44.

  • Average Days to Pay - displays the average days to pay for payments up to the last period closed. This information is updated by AR Close Fiscal Period (ibis_ar89).

  • No. of Orders - displays the total number of sales orders for the current fiscal year and the previous fiscal year. This information is updated by IN44 for Direct Bills and OE32 for new orders for the 'sold to' customer and the paying office (if applicable).

  • Payment Preference - displays the payment preference from the customer record. Valid options include:
    • EFT (Electronic Funds Transfer) via a credit card. Payment methods are set up in Invoice Payment Methods (ibis_in08). The EFT method (credit card) displays automatically in OE30/Total, IN41/Total and RS41/Total for the First Payment only.

    • On Account - 'ON ACCT' appears automatically in OE30/Total, IN41/Total and RS41/Total for the First Payment only.

    • Blank - leaving the payment preference field blank on the customer record allows the operator to select a payment method in OE30/Total, IN41/Total and RS41/Total from the drop down list for the first payment only.

  • Level 3 Reporting - the level 3 reporting check box indicates that the customers with procurement cards receive Level 3 Reporting. This check box can also be used to track the customers that have expressed an interest in procurement cards and level 3 reporting.

  • A/R Bank - displays the Accounts Receivable bank code from the customer record.

    The currency associated with the A/R Bank code displays below this field. This information is taken from A/R Bank Entry (ibis_ar02)

  • Credit Limit - displays the value from the credit limit field on the customer record. If a paying office is involved, credit violation tests are performed per the credit limit for the paying office account.

  • Owing - displays the memo balance amount that the current customer owes. This information is updated by IN44. If a paying office is involved, then the invoices and balance owing are under the paying office customer.

  • Remaining - displays the credit remaining once the amount owing is deducted from the credit limit.

  • P.D. Checks - displays the dollar value of the post dated checks entered in A/R Post-Dated Check Entry (ibis_ar32)

  • Shippable - displays the shippable dollar value of all outstanding orders. If the customer is a paying office, then the shippable value is for all customers in the paying office's chain (from SUCU: SHPVAL).

  • Outstanding - displays the outstanding dollar value all orders, including back orders. If the customer is a paying office, then the outstanding value is for all customers in the paying office's chain (from SUCU: OUTVAL).

  Note: S/A Sales Fiscal Period Close (ibis_sa89) rolls next month sales to current and rolls sales YTD, highest AR balance, average days to pay and no. of orders for this year to last year.