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Customer Ledger Inquiry

Access Customer Ledger Inquiry from Navigator

  • Click “CBS Menu” > “Sales Order” > “Order/Cust/Item Inquiry” > “Customer Ledger Inquiry”

Set Payment Status & Date Range

  • Choose a payment status
    • All (This defaults)
    • Paid
    • Open (unpaid)
  • To set a date range (optional) on any search:
    • Enter start date in Date From field
    • Enter end date in Thru field
  • The data can be sorted by Invoice Date (default), G/L Date, Due Date or Statement Date

Grid Information

  • Document = Invoice or Credit Memo number
  • Doc Type
    • RI = Invoice
    • RM = Credit Memo
    • RU = Unapplied Cash (Usually overpayments, these are not credits!)
  • Document Type = Defines the Doc Type codes
  • Invoice Date = Date invoice or credit issued
  • Sales Order Number = Associated Sales Order
  • Reference = Associated PO#
  • Gross Amount = Total dollar amount of invoice (black type/positive) or credit (red type/negative)
  • Open Amount = Dollar amount yet to be paid on invoice or redeemed on credit
  • Due Date = Date payment is due
  • Pay Status Code = Approved for Payment means Invoice/Credit still open – Paid in full means Invoice/Credit is closed
  • Control/Stmt Field = Associated statement # if applicable
  • Customer Number = Bill to number
  • Customer Desc = Name on Bill to account

Search by Customer Number

  • In Customer field, enter Customer Number (aka Bill To or Parent Number)
  • Click
  • Account history for that customer will be displayed

Search by Invoice Number

  • In Document Number field, enter invoice number
  • Click

Search by Order Number

  • Enter the order number in the Sales Order Number field
  • Click
  • All related invoices and credits will be displayed

Search by Purchase Order Number

  • In the Reference field, enter the PO #
  • Click
  • All related invoices and credits will be displayed

Search by Statement Number

  • In Control/Stmt Field, enter the Statement number
  • Click
  • All related invoices and credits will be displayed

Search by Gross Amount

  • In Gross Amount field, enter the total amount (positive for invoices, negative for credits)
    • ex. 114.23 or 114.23-
  • Click
  • All invoices or credits matching that amount will be displayed

Access PDF of Invoice or Credit Memo

  • Click the button beside the invoice or credit you wish to view

Find Check Number(s) or CC Number used to Pay Invoice(s)

  • Highlight the desired invoice from grid
  • Click
  • Click
  • The check number will be in the Receipt Number field
  • A credit card payment will appear like this in Receipt Number field
  • Click to find any other invoice paid by the same check or credit card
  • The invoice numbers will be in the Document Number field

Search by Credit Card Number

  • Enter a “1” in Customer field
  • Click
  • Highlight 1st line
  • Click
  • Click
  • Delete info from the following fields:
    • Document Number
    • Document Type
    • Document Company
    • Pay Item
  • In Receipt Number field, enter *xxxx and the last 4 digits of the credit card (ex. *xxxx1964)
  • In Payment Amount field, enter the amount charged as a negative (ex. 557.65-)
  • Click
  • The invoice number will be in the Document Number field
  • The sales order number will be in the Remark field
  • Click red X
  • Remove the “1” from the Customer field
  • Search by invoice number or sales order number

CAROLINA has the irrepressible obsession of a company founded by scientists and educators–understanding the ever-changing challenges that educators face and how to address them. Everything we do is about serving educators better.

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