A/R Open and Paid Inquiry Overview

The A/R Open and Paid Inquiry window is where you can research open and paid accounts receivable items. The Search by dropdown determines if you are looking at payments or invoices/transactions.

Note: This article is specific to Agility version v553 and up. If you are using a version prior to v553, please reference AR24399.

Setting up search criteria

The Search Criteria section allows you to set up different criteria to meet different needs. Criteria can be saved, allowing you to quickly access information. Once the criteria and your grid view has been modified to your liking, select Save Criteria and save your selections with the name of your choice and who is allowed to access it. You must have the action allocation to Save Criteria for All Users/Groups or Save Criteria for User set in order to complete this function.

Criteria is saved with the value of the Search by dropdown as there are different columns available based on the value of the Search by dropdown.

Running Inquiry

Once you have search criteria set up, select either of the Search buttons to pull in records. If changes are made to the criteria, select Search again to refresh the grid.

Payments Parent/Child Grid

The A/R Open and Paid Inquiry is different than other inquiry windows within the A/R, A/P, and G/L modules as it utilizes a parent/child grid for each invoice/payment displayed.

When your Search by value is All payments or Single payment, the parent record represents a specific payment. Detail records underneath that parent represent all invoices to which the payment was applied.

In the below screenshot, since the Search by value is set to Single payment the parent shows that payment 1620-1 was entered on 01/06/20 for $85.09 while the details show that this payment was applied to invoice WEST00318223-001. The details also show that the invoice is considered closed since it has an Open amt of $0.00.

Invoice/Transaction Parent/Child Grid

When the Search by dropdown is set to All invoices, Single invoice, or Single transaction the parent record displays information specific to the invoice or transaction while the detail records are all payments applied to the invoice or transaction.

In the below screenshot, since the Search by dropdown is set to Single transaction the parent shows that invoice WEST00318223-001 was invoiced on 01/06/20 for $85.89 while the details show the invoice was paid in full by check 1620-1 on 01/06/20.

Columns

The customizable grid allows you to change the order in which the information is presented. For both invoices and payments. To edit the grid, right click in the grid and select Edit Custom View.

The Customize View window allows you to add columns to the grid by double clicking or selecting them and using the arrows to move them over to the Show these columns in this order section. Use the Applies to field to determine if you are customizing the invoices grid or the payments grid.  To change the order of the columns, select the column and use the Move Up/Move Down buttons. The Move Up button moves columns to the left and the Move Down button moves columns to the right in the grid.

Grouping

The grid allows for grouping so that you can quickly filter/summarize the data being presented.  You can expand the group to see details. To turn on grouping, right click in the grid and select Group by Field. Once selected, you can drag the column heading up to the group section to have the grid group by that column. *Grouping MUST be done prior to being able to subtotal.

Select Summaries

The Select Summaries option (i.e. Subtotals) allows you to summarize data at the group level, so you don’t have to expand the details to see the data. In the below screenshot, the Custom View is set to Show totals ‘Top fixed’ and the summary option is turned on for the Open amount and shows the sum of all the invoices. 

Exporting from the grid

To export out the details, either click the Export icon above the grid or right-click then choose Export Grid to and select the output. You can choose Excel files (.xlsx, .xls and .csv), PDF or email the files.