Q1: I am trying to find a customer account but it is not coming up
when I type the first few letters of the account name.
A: To be able to retrieve a customer record without typing in their
whole
account code, you need to set a quick access code for them. This
is
done using the Account Name Sort String field on the Options tab in Gx
Sales\Customer Details. To find the account this time so you can set
up a quick access code for them, use the search icon and search on
their company name, telephone number or any other information you
know about the customer.
Q2: It won't let me delete a customer account using the Delete button
in Customer Details.
A: You can only delete customers this way if they have no history
on their
account. If there is already history on the account, you will need to
make the account dead. Period end will clear dead accounts from the
system if they have no current or outstanding transactions and there is
no outstanding balance on the account.
Q3: I am posting cash but the invoices I want to allocate the payment
against are not showing in the transactions to be matched.
A: Check the customer's transaction enquiry to make sure the invoice
is
not already paid. If the invoice still shows as outstanding in this
enquiry, you should contact Calidore with details of the account code
and the invoice number(s) and we will restore the transaction to the
unallocated list in Cash Received.
Q4: I have received payment for an invoice, but I am unsure which
account it is on.
A: In the Cash Received program, click the
icon next to Account
Code and select the radio button for Customer Transactions. Select
the radio button for Current transactions. Scroll down the list of
dictionaries in the centre of the screen and double-click Our
Reference. Click the EQ button and in the Select Criteria box type
the invoice number enclosed by double quotes. Click the Ok button
then the Select button. Your results will be displayed. Double-click the
line from the results to select this account, to run further searches on
invoice numbers, click the search line in the yellow Query box, amend
the invoice number in the Select Criteria box, click the Ok button to
update the search then click the New Select button. The new results
will be displayed.
Q5: How can I take a credit from one account and allocate it to an
invoice on another account?
A: This often occurs where an account such as a local council is
responsible for payment of invoices across several accounts on your
system. e.g. if departments or schools are set up as individual
accounts. To get round this, you will need to post a negative cash
amount, done by entering a - sign in front of the amount, equal to the
value of the credit note. This can be allocated against the credit note.
You can then post this credit note amount as a cash payment on the
account it is being used against and allocate it the outstanding
invoices. This clears the balance of the credit note and the invoice(s) it
has been allocated to so that both accounts are correct, and the
nominal ledger bank balance will remain unchanged as there has been
a debit and credit transaction for the same amount.
Q6: How can I split a payment across more than one account?
A: You will need to post the payment as individual amounts equal
to the
invoices they are paying on each account, as if the customer had sent
separate payments for each of their accounts. You can give each one
the same cheque reference so you know its part of the same payment.
Q7: How do I update customer payments to a different bank account
or petty cash?
A: When you update a batch of cash payments you are asked to confirm
the nominal code representing the bank account these payments will
be paid into. The default bank account nominal code shown is
assigned in Gx Sales\Setup Options but you can select an alternative
bank account or the petty cash nominal code instead from the drop-down menu.
Q8: If I email statements, how does it deal with any accounts that do
not have contacts set up with an email address ticked to receive
statements?
A: Firstly Outlook will send the emails with statements as attachments
to
each customer in the statement run that has a contact email address
ticked to received statements. Power-Gx will then create printable
versions of the statements for accounts without contacts set up to
received email statements. This file will be displayed in Intelliview
where you can chose the printer the statements should be sent to.
Q9: I have tried to print a statement for an account that I know has an
outstanding balance, but I get an error message saying there is
nothing selected.
A: This indicates that no Statement Frequency has been entered for
the
account. You should go to Gx Sales\Customer Details, enter the
account and then click on the Accountancy tab. Click the Statement
Frequency drop-down menu and choose how often this customer
should receive a statement, usually Monthly. Save their account. You
will now be able to generate their statement.
Q10: Can I print the debtors report or a statement run just including
accounts who have a 2+ months balance?
A: You can add Advanced Searches to any reports to narrow down the
selected accounts. After entering the account code range on the
report, click the Advanced Selection button, then click the Search
radio button. On the search window, double-click the dictionary for 2+Months Old Balance then click the GT operand button. Type "0"
including the quotes in the Selection Criteria box then click Ok. Click
the Select button to display the selected accounts with a 2+ month old
balance and then click Return Results. Click Ok on the popup search
results window then continue running the report or statements as
normal. You can select 1+ month balance, 3+ months balance etc in
the same way. This search principle can be added to the account
range on any report.
icon next to Account
Code and select the radio button for Customer Transactions. Select
the radio button for Current transactions. Scroll down the list of
dictionaries in the centre of the screen and double-click Our
Reference. Click the EQ button and in the Select Criteria box type
the invoice number enclosed by double quotes. Click the Ok button
then the Select button. Your results will be displayed. Double-click the
line from the results to select this account, to run further searches on
invoice numbers, click the search line in the yellow Query box, amend
the invoice number in the Select Criteria box, click the Ok button to
update the search then click the New Select button. The new results
will be displayed.