The Invoices tab will default to display the customer's current open invoices. To view invoices that the customer has paid, select Paid from the Type drop down menu (shown below). Invoices paid in the current year will display first; a different year can be selected from the drop down menu.
Any On Account payments or adjustments will have invoice numbers that begin with "OA". Add or edit notes for these On Account payments by right-clicking on the invoice and selecting "On Account Note" from the menu. The window below will display, allowing you to edit or delete the note associated with the payment. You can also view the note by hovering your mouse over the invoice number.
View more detailed invoice information by clicking on the hyperlinked Invoice Number. This will open the invoice in a new window.
Sorting, Filtering, and Arranging Columns
The columns on the lower half of the Customer Ledger can be rearranged and the information that they display can be filtered and sorted.
•To move a column, click on the column heading and drag it to the right or left. You will see two vertical arrows display where the column will be placed as you move your mouse pointer (shown below). Release your click to drop the column.
•To sort the information displayed, click on the column heading. Clicking once will sort the information in ascending order, click again to sort the information in descending order. The column used to sort the information will display a small triangle in the right corner (shown below).
•To filter the view to display only certain information, click on the small triangle button in the right corner above the results (shown below). This will display the filter row directly below the headers.
The filter row allows you to enter the criteria that will be used to filter the invoices displayed. For example, if you want to only display invoices with a Balance greater than or equal to $100, click in the row below the Balance column and enter the dollar amount. You can click on the greater than or equal to symbol to select different criteria options (shown below).
When you are using date fields for your selection criteria, hovering over the field will display an arrow for a drop down calendar (shown below). You can also manually type in the date. Date fields default to use "equal to" as the criteria; this can be changed by clicking on the equal sign and selecting a different option from the drop down menu.
Clear a filter by hovering over the field and clicking on the clear filter button to the right of the criteria (shown below).
Print, Fax, or Email Invoices
Open and paid invoices can be printed, faxed, or emailed from the Ledger tab. Check off the box in the far left column to select the invoices, then click the Print button in the upper right corner.
In the printer window, select to Print the invoices, View them to the screen, or click the Send button to fax or email.
Disputing Invoices
If a customer is disputing an invoice, you can mark it as "Disputed" in Inform. Disputed invoices remain posted to Accounts Receivable but are not included in the customer's credit check, if you are using Inform's Credit Hold system. By default, they are not included in Finance Charge updates unless specified. To dispute an invoice, check the box in the Disp column for the invoice. The dispute window (shown below) will display.
Enter any notes about why the invoice is being disputed into the window. If you still want the customer to incur finance charges on this invoice, check the "Include in Finance Charge Update" box in the lower left corner. Once you have entered all of the necessary notes, click the OK button to save the notes and dispute the invoice.