Accounts Receivable Workspace

The Accounts Receivable Workspace is a TIPP CORE workspace page. It shows, per customer, how much is still outstanding and how old the open amounts are, next to the customer’s credit line, contact person and phone number. Credit controllers, collections staff and sales people use it to decide whom to call about overdue invoices. For Macola ES administrations it can also list sales orders.

Before you start

• TIPP must be connected to the back-office of the division through the Backoffice Connection setup page. If the connection fails the page shows an error and hides the search area, the list and the button bar.
• The TIPP workspace objects must have been deployed to that division. If not, the page shows a message saying so and no data.
• The division must be an Exact Globe administration or a Macola ES administration. For any other type of division the page shows no list.
• TIPP Page Security may restrict who can open the page. If you are refused, ask your TIPP administrator.

How to see who owes you money

1. Open the Accounts Receivable Workspace. The card at the top shows Total Outstanding, the total open receivable amount for the whole division, and the list “Outstanding AR Balances” shows one row per customer.
2. Check Division in the Selection criteria and change it if needed. The page reloads for the new division.
3. Choose View by. Due Date (default) splits each customer’s balance into Current and past-due columns. Invoice Date splits it by the age of the invoices. The page reloads.
4. Read the first row of the list: it is a Total row with the totals of every column for all customers that match your filter, not only the customers on the current page.
5. Click a column heading (Customer, any age column or Total) to sort. Click again to reverse. For example click PD >90 to bring the customers with the most old debt to the top or bottom.

How to find a customer

1. Type part of the customer name in the Customer filter. The match is a “contains” match on the customer name. The list refreshes when you leave the box.
2. The Total row at the top of the list now covers only the matching customers. The Total Outstanding on the card still shows the whole division.
3. To see everyone again, empty the Customer filter.

How to open a customer

1. In the Customer column click the customer name (shown as name followed by the code in brackets).
2. A TIPP menu for that customer opens with the customer already filled in. Choose the action you need.

How to use the Find, Create and Reports buttons

1. Click Find, Create or Reports in the button bar.
2. A TIPP menu opens for the Accounts Receivable Workspace. What it contains is set up in the TIPP menu configuration of your system.
3. Click the Navigate icon in front of the page title to open the general TIPP navigation menu.

How to see sales orders (Macola ES only)

1. Make sure the Division is a Macola ES administration. The option Show Orders On Hold? only appears for those divisions.
2. Tick Show Orders On Hold?. The page reloads and the list “Sales orders on credit hold” appears above the balances.
3. Click a sales order number to open a menu for that order.
4. Use the note icon at the end of the row to start a note for the order, or open the existing note. This only works when the request type “Outstanding Balance Notes” exists.

Screen guide

Card

• Total Outstanding: read-only. The total outstanding receivable of the whole division. It does not change with the Customer filter.

Selection criteria

• Division: the administration to read, chosen from the active divisions. Reloads the page. If the division cannot be opened, TIPP may switch to one it can open and shows an information message.
• Customer: text matched anywhere inside the customer name. Empty means all customers.
• View by: Due Date (default) or Invoice Date. Chooses which set of age columns is shown.
• Show Orders On Hold?: checkbox, only visible for Macola ES divisions. Shows or hides the sales order list.

Buttons

• Refresh: reloads the data.
• Find, Create, Reports: open TIPP menus for this workspace.
• Close: closes the page.
• Favorite, Excel export, Printable (header icons): add to favorites, export to Excel, open a printable version.
• Navigate icon: opens the TIPP navigation menu.

Outstanding AR Balances columns

• Customer: customer name with code in brackets. Sortable. Clickable.
• Credit Line: the credit limit recorded for the customer, in whole numbers. Not sortable.
• Contact: the contact person.
• Phone No.: the phone number.
• Current, PD 0-30, PD 31-60, PD 61-90, PD >90: shown when View by is Due Date. Current is not yet due, the PD columns are past due by the days shown. Sortable.
• 0-30, 31-60, 61-90, >90: shown when View by is Invoice Date. Sortable.
• Total: the customer’s total outstanding amount. Sortable.

Sales orders on credit hold columns (Macola ES)

• Sales Order (clickable), Type, Location, Customer PO, Sales Person, Customer, Bill To, Ship To, Account Status, Order Status, Promised Date, Sales Amt, a comments column and a note icon.
• Account Status and Order Status are part of the layout but are currently shown empty.
• Orders of type Q are left out.

Language

• Captions on this page are translated into the user’s language when the language is not English.

Messages and what to do

• “No data found.”: no customers match the filter or the division has no outstanding balances. Empty the Customer filter or check Division.
• “Please verify your back-office connection settings via [Modules, TIPP, Setup, Backoffice Connection].”: the server or database setup is invalid. An administrator must fix it.
• “Please verify the SQL user name & password via [Modules, TIPP, Setup, Backoffice Connection].”: the SQL login failed. An administrator must correct the credentials.
• “Error making a connection to your back-office system. Please verify your TIPP license is valid via [Modules, TIPP, Setup, License].”: another connection problem; check the licence. A technical detail line follows.
• A message that the TIPP workspace objects were not deployed to the division: ask your TIPP administrator to deploy them.
• An information message that the division was switched: the division you wanted could not be opened. Choose the division you want.

What you cannot do here

• You cannot change balances, post payments or send reminders. Use Exact Globe or Macola ES for that.
• You cannot see individual invoices here. The page shows balances per customer.
• You cannot filter by customer code or amount, only by part of the customer name.
• You cannot see the sales order list in an Exact Globe division. It is Macola ES only.

Related pages

• Accounts Receivable Detail: the per-customer detail workspace.
• Accounts Payable workspace: the equivalent for vendors.
• Backoffice Connection (Modules, TIPP, Setup, Connections) and License (Modules, TIPP, Setup, General): fix connection errors.

Common questions

• What is the Accounts Receivable Workspace for? It shows outstanding receivables per customer with ageing, credit line, contact and phone so you can follow up overdue accounts.
• How do I find one customer? Type part of the name in Customer. The list and its Total row narrow to the matches.
• What is the difference between Due Date and Invoice Date? Due Date shows Current and past-due (PD) columns. Invoice Date shows 0-30, 31-60, 61-90 and >90 columns. Change it in View by.
• Why does Total Outstanding not change when I filter? It always covers the whole division. The Total row at the top of the list follows the filter.
• Does the Total row include other pages? Yes. It covers all matching customers, not just the page you see.
• How do I sort by the oldest debt? Click the heading PD >90 (Due Date view) or >90 (Invoice Date view).
• Why can I not see Show Orders On Hold?? It exists only for Macola ES divisions. In an Exact Globe division it is hidden.
• Why is the Account Status or Order Status column empty? Those two columns are currently shown blank in the orders list.
• What do Find, Create and Reports do? They open TIPP menus for this workspace. The content is defined in your TIPP menu setup.
• Why do I see only an error and no list? TIPP could not connect to the back-office or the workspace was not deployed. Check Backoffice Connection and License.
• Can I export to Excel? Yes, use the Excel export icon in the header.