Queries and Reports—Exercises

Required Data

Manual Customer Invoice

Purpose: The purpose of this exercise is to show you how to enter the data required for running Queries and Reports.

1. Create three customer invoices.
2. Change the voucher date, invoice date, and delivery date to three months before today's date for the first invoice, to two months for the second, and to one month for the third.
3. Create two more customer invoices with a due date in the future.

General exercises for Manual Customer Invoice

Main Exercises

Queries in Invoice Component

Purpose: The purpose of this exercise is to show you how to use customer invoice queries that are available in Invoice. These queries are used for different purposes, such as finding detailed information about a specific invoice, getting an overview of invoices for a specific customer, and checking to see whether there are any errors on invoices.

Analyze Customer Invoices

Windows:
Customer Invoices Analysis

1. Open the Customer Invoices Analysis window.
2. Query for a customer ID (F3), entering one of your customers or selecting one from the List of Values.
3. Confirm your changes. All invoices connected to the selected customer are displayed.
4. Select one of the invoices, and then right-click the gray box furthest to the left of the transaction line.
5. You can get more information about the invoice by selecting Customer Invoice Details, Customer Invoice Postings Analysis or Customer Installment Plan and Discounts.

Analyze Customer Invoices Due for Payment

Windows:
Customer Invoice Due for Payment Analysis

1. Open the Customer Invoices Due for Payment Analysis window.
2. Query for a customer ID (F3), entering one of your customers or selecting one from the List of Values.
3. Confirm your changes. All invoices that are due for payment for your customer are displayed.
4. You can get more information about the invoice by selecting Customer Installment Plan.

Analyze Customer Invoice Postings

Windows:
Customer Invoice Posting Analysis

1. Open the Customer Invoice Postings Analysis window.
2. Query for a customer ID (F3), entering one of your customers or selecting one from the List of Values.
3. Confirm your changes.

Note: The invoices for the selected customer are displayed. Invoice postings appear in the lower part of the window. Also note that if the Error check box is checked, this indicates that an error occurred when the invoice was created.

4. In the Identity field, select the customer's other invoices.

Customer Invoices with Errors

Windows:
Customer Invoices with Errors

1. Open the Customer Invoices with Errors window.
2. Populate the window (F2). All customer invoices with posting errors are displayed.

Note: If this window is empty, no invoices in your database have posting errors. If this is the case, skip the rest of this exercise, and continue with the next one.

3. Select the invoice, right-click, and then click Postings. All posting lines are displayed, and an error message appears in the far left portion of the window.
4. To correct errors, change the accounting rules. For example, if an error message indicates that an account is not valid, you must go to Account and select the account. Change the validation date, and save the changes (F12).
5. After correcting the error, create the voucher, and then close the Customer Invoice Postings Analysis window.
6. In the Customer Invoices with Errors window, right-click and then click Create Voucher.
7. If there are more errors on the invoice after your corrections, an error message appears. If this happens, repeat steps 4–6 until all errors are corrected.

Note: This query should always be made after the invoicing process to ensure that all invoices and postings are correct.

Queries in Payment Component

Purpose: The purpose of these exercises is to show how to use other queries in the Payment module that are related to customer invoice information.

Analyze Customer Basic Data

Windows:
Customer Basic Data Analysis

1. Open the Customer Basic Data Analysis window.
2. Query for payment terms (F3).
3. In the Payment Term field, enter 30. You will see all customers with a payment term of 30.
4. Select one or more customers, right-click, and then click Customer. The Customer Basic Data Analysis window appears. You can use this window to view or edit the customer basic data for the selected customer.

Analyze Customer  Details

Windows:
Customer Analysis

1. Open the Customer Analysis window.
2. Query for a customer ID (F3), entering one of your customers or selecting one from the List of Values.
3. Confirm your changes. The customer's balance and amount for due invoices are displayed in the upper portion of the window.
4. Select the Auto Populate check box if you want the table to be automatically populated when you query for the customer for whom you want to view details. Clear the check box if you want to query for one or more specific ledger items.
5. Select Payer Perspective check box in order to view the payer details.
6. Select Enable check box if you want to view the invoices with installment details.
7. Select Simulate Interest and Fine until check box and enter a payment date in order to simulate interest and fine details that needs to be paid for late payments, if applicable.

Analyze Customer Invoices

Windows:
Customer Invoices Analysis

1. Open the Customer Invoices Analysis window.
2. Query for a customer ID (F3), entering one of your customers or selecting one from the List of Values.
3. Confirm your changes.

Note: All the customer's invoices are displayed, including remaining amounts in the window Customer Invoices Analysis = "Open Amount". Using the right mouse menu, you can select several options, e.g., the Customer Invoice Details window, the Customer Invoice Postings Analysis window or the Customer Installment Plan and Discounts window.

Analyze Customer Payment Matching

Windows:
Customer Payment Matching Analysis

1. Open the Customer Payment Matching Analysis window.
2. Query for a customer ID (F3), entering one of your customers or selecting one from the List of Values.
3. Confirm your changes.

Analyze Multi Company Customer Details

Windows:
Multi Company Customer Analysis

1. Open the Multi-Company Customer Analysis window.
2. Query for a customer ID (F3), entering one of your customers or selecting one from the List of Values.
3. Select the Auto Populate check box if you want the table to be automatically populated when you query for the customer for whom you want to view details. Clear the check box if you want to query for one or more specific ledger items. You can view details more than one company.
4. Select Payer Perspective check box in order to view the payer details.
5. Select Enable check box if you want to view the invoices with installment details.
6. Select Simulate Interest and Fine until check box and enter a payment date in order to simulate interest and fine details that needs to be paid for late payments, if applicable.

Customer Invoice Reports

Purpose: The purpose of these exercises is to show you how to use the reports that are available for printing customer invoice information.

Customer Invoice Journal

Windows:
Order Report

1. Open the Order Report window.
2. In the Report list, click Customer Invoice Journal.
3. Click OK.
4. Click Preview. The customer invoice journal is displayed, showing information about customer invoices that were created since the last printout. Once an invoice is printed on the report, it will not be printed again.

VAT Report – Sales

Windows:
Order Report

1. Open the Order Report window.
2. In the Report list, click Tax Report - Sales.
3. Click OK.
4. Click Preview. You can now see information about VAT sales per tax code.