Accounts Receivable Detail

This is a TIPP CORE workspace page. Accounts Receivable Detail lists the open sales invoices of one customer (or of all customers) in Exact Globe, sorted into ageing buckets, with the customer’s contact data, total outstanding and average days to pay at the top. Credit controllers and finance users use it to see what a customer owes, how overdue it is, and to attach collection notes to individual invoices.

Before you start

• The page reads from the Exact Globe back office of the selected division. The connection must be set up on the TIPP Backoffice Connection page (Modules, TIPP, Setup, Connections, Backoffice Connection), and the TIPP workspace objects must have been deployed to that division.
• A valid TIPP license is needed. If it is not valid you may see the connection error described under Messages. License Management is at Modules, TIPP, Setup, General, License.
• The division must be an Exact Globe division (or Macola). For any other kind of division the page shows no customer data.
• You need access to the page through TIPP page security.
• Invoice notes need an absence/request type named “Outstanding Balance Note” in Synergy. Without it the note columns stay empty.

How to see the open invoices of a customer

1. Open Accounts Receivable Detail for the customer, normally from the Accounts Receivable workspace. The Customer Code field is filled with that customer.
2. Check the Division field at the top. Change it if you need another division; the page reloads.
3. Read the card at the top: Customer, Total Outstanding, Sales Rep, E-Mail, Status, Terms, Avg Days This Year and Avg Days Last Year.
4. Read the list below: one row per open invoice with its date, due date, reference and the amount in an ageing column.

How to switch between due date ageing and invoice date ageing

1. In the search area, open the View by list.
2. Choose Due Date to see the columns Current, PD 0-30, PD 31-60, PD 61-90 and PD >90. These group amounts by how overdue they are.
3. Choose Invoice Date to see the columns 0-30, 31-60, 61-90 and >90. These group amounts by how old the invoice is.
4. The page reloads at once. If View by is empty it behaves as Due Date.

How to open an invoice

1. Click the invoice number in the Invoice column.
2. A menu opens for that sales invoice, using the Sales Invoices menu, so you can continue to the invoice.

How to add or read a note on an invoice

1. Look at the last columns of the row. The note text is shown in a wide column, and a small icon sits at the right.
2. If the row has no note, the icon is a “new note” icon. Click it to open the request form for this invoice and customer, and type your note.
3. If a note exists, the icon is an “existing note” icon. Click it to open the existing note.
4. When you return and refresh, the note text appears in the list.

How to sort, export or print

1. Click a column heading that can be sorted: Invoice, Current, PD 0-30, PD 31-60, PD 61-90, PD >90 or, in the other view, 0-30, 31-60, 61-90, >90. Click again to reverse the order.
2. Use the buttons at the top right of the header to add the page to favorites, export to Excel or open a printable version.
3. Click Refresh in the button bar to reload the data.

Screen guide

Customer card at the top

• Customer: the customer name with the customer code in brackets. In all-customers mode it shows “All Customers”.
• Total Outstanding: the sum of all open amounts listed below for this customer, or for all customers in all-customers mode.
• Sales Rep: the full name of the sales representative of the customer.
• E-Mail: the e-mail address on the customer card.
• Status: Active, Inactive, Blocked or Passive, taken from the customer status in Exact Globe.
• Terms: the payment condition, shown as the condition code, a hyphen and its description.
• Avg Days This Year: the average number of days between invoice date and payment date for the customer’s paid invoices dated in the current fiscal year.
• Avg Days Last Year: the same average for invoices dated in the previous fiscal year.
• In all-customers mode the Sales Rep, E-Mail, Status and Terms fields are hidden.

Search fields

• Division: the Exact division to read. It lists the divisions that have no end date, as number and name. A value is required. Changing it reloads the page. The page remembers your last choice.
• Customer Code: the code of the customer being shown. The box cannot be typed in; it is filled when the page is opened for a customer. The page remembers the last value.
• View by: Due Date or Invoice Date, as explained above.

List columns

• Invoice: the sales invoice number. Click it to open the invoice menu.
• Invoice Date: the date of the invoice.
• Due Date: the date the invoice is due.
• Your Ref: the reference on the invoice.
• Current: not yet due (due date view).
• PD 0-30, PD 31-60, PD 61-90, PD >90: past due by 0 to 30, 31 to 60, 61 to 90 and more than 90 days (due date view).
• 0-30, 31-60, 61-90, >90: invoice age in days (invoice date view).
• Note column and icon: the collection note for this invoice and the link to create or open it.
• Amounts are shown with two decimals and are right aligned.

Buttons

• Refresh: reloads the data.
• Close: leaves the page.
• Favorite, Excel export and Printable (header icons): add to favorites, export, print.
• Navigate icon next to the title: opens the Navigate menu for the division.
• If the connection fails, the search area, list and button bar are hidden.

Messages and what to do

• “No data found.”: there are no open invoices for this customer in this division. Check the Customer Code and Division.
• “Please verify your back-office connection settings via [Modules, TIPP, Setup, Backoffice Connection].”: the connection to the Exact Globe database is invalid. Ask your administrator to check the server and database settings there.
• “Please verify the SQL user name & password via [Modules, TIPP, Setup, Backoffice Connection].”: the database login failed. Ask your administrator to fix the user name and password.
• “Error making a connection to your back-office system. Please verify your TIPP license is valid via [Modules, TIPP, Setup, License].”: the back-office connection could not be made for another reason. Check License Management, then the connection page. A technical detail follows the message.
• A message that the TIPP workspace objects were not deployed to the division: the workspace has not been installed in that Globe administration. Ask your TIPP administrator or TICE-IT.
• An information line about a different division: when the requested division could not be opened, the page may switch to a division that can be opened and tells you so.

What you cannot do here

• You cannot change invoices, amounts, payments or customer data. All fields are read only; use Exact Globe for that.
• You cannot register a payment or send a reminder from this page.
• You cannot type a customer code to look up a customer; open the page for a customer from the workspace.
• Average days to pay only includes invoices that have been paid and matched on a bank statement.

Related pages

• Accounts Receivable workspace: the overview that leads to this detail page.
• Backoffice Connection: sets up the link to Exact Globe.
• License Management: checks the TIPP license.
• Sales Invoices menu: opened when you click an invoice number.

Common questions

What is Accounts Receivable Detail for?

It shows the open invoices of a customer in ageing buckets, with total outstanding and average days to pay, so you can judge how much is overdue and by how long.

What is the difference between Due Date and Invoice Date in View by?

Due Date groups amounts by how many days they are past the due date, with a Current column for amounts not yet due. Invoice Date groups amounts by the age of the invoice since its invoice date.

What does Total Outstanding show?

The sum of the open amounts for the customer, or for all customers when the page is in all-customers mode.

What do Avg Days This Year and Avg Days Last Year mean?

The average number of days customers took to pay, measured from invoice date to payment date, for invoices dated in the current and previous fiscal year. They only count paid invoices.

How do I open an invoice?

Click the invoice number in the Invoice column. A Sales Invoices menu opens for it.

How do I add a note to an invoice?

Click the new note icon at the end of the invoice row. A request form opens for that invoice and customer. After saving and refreshing, the note appears in the list.

Why are the note columns empty?

The request type “Outstanding Balance Note” does not exist in Synergy, so notes cannot be linked. Ask your administrator to create it.

Why do I see “No data found.”?

There are no open invoices for that customer in the selected division. Check the Division and the Customer Code.

Why is the whole page empty with a connection error?

The page could not read the Exact Globe database. Follow the message: check Backoffice Connection, the SQL user name and password, and the TIPP license.

What do the Status values mean?

They come from the customer card in Exact Globe: Active, Inactive, Blocked or Passive.

Can I change the division?

Yes. Use the Division list in the search area. It shows all divisions that have not ended. Note that the Customer Code stays as it was, so the customer must exist in that division.