9.2 Viewing Customer Balances

Purpose:  To view customer balances using ctcLink.

Audience:  Accounts Receivable staff.

Use inquiry pages to view customer balances and summaries of other receivable activities at the business unit level.  ctcLink enables you to view a single-line summary of each item-related activity.

You must have at least one of these local college managed security roles:

  • ZC AR Customer Maintenance
  • ZD AR Inquiry
  • ZZ AR Customer Maintenance

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Viewing Customer Balances

Navigation:  NavBar > Navigator > Accounts Receivable > Customer Accounts > Customer Information > Account Overview

  1. The Account Overview search page displays.
  2. Enter Customer.
  3. Use the Level list to specify the relation with the customer.  In this case, relationship is not considered.
  4. Select Search.
Account Overview search page
  1. The Balances page displays.  Use it to view various customer balances, the most recent item and payment activity, and summarized aging information.  We will be stepping through each one of these links:
    • Item ID
    • Payment
    • Pay History Days
    • Credit Limit
    • Balance
    • Past Due
    • Deductions (if applicable)
    • Disputed
    • Collections
    • Customer Deposits
    • Supplier Balance (if applicable)
    • Draft Amount
    • High Balance YTD
    • Sales YTD
    • Last Year Sales
    • View Adjusted Balance
    • Aging Chart
Balances page
  1. Select Item ID.  This page displays the most recent items for the customer, the item date and amount.
Balances page
  1. The Item Maintenance page displays.  Use the Detail 1 tab to view or change the item details.
  2. Select Cancel.  
Item Maintenance page
  1. The Balances page displays.
  2. The Payment link displays the Item Activity From A Payment page, which provides the most recent payment for the customer, the payment date, and amount.  Select Payment.
Balances page
  1. The Item Activity From A Payment page displays.  Use it to review all items paid by a single payment.
  2. You can change the view of the amounts if desired.  Select your preference from the Display Amount Switch drop-down menu.
  3. Select OK.
Item Activity From A Payment page
  1. The Balances page displays.
  2. Select Pay History Days.
Balances page
  1. The Payment History page displays.  Use it to view the customer's weighted average payment history (the number of days and the basis amount) period by period.
  2. Select OK.
Payment History page
  1. The Balances page displays.
  2. Select Credit Limit.
Balances page
  1. The Customer Component page displays.
  2. Use the General Info page to view or enter customer credit profile information including credit limit review dates and dispute and collection status.
  3. Select Cancel.
Cusstomer Component page
  1. The Balances page displays.
  2. The information that appears on the page depends on the balances that were selected on the AR Account Overview Balances page in installation options.
  3. The Balance and Past Due fields always appear.  If there is no currency code and the balance is 0, the Amount field is blank.
  4. The Balance row displays the total receivables balance and the number of items that make up the balance.
  5. Select Balance.
Balances page
  1. The Customer Item Inquiry page displays.  Use it to view a list of items that comprise the customer's balance.
  2. Select Cancel.
Customer Item Inquiry page
  1. The Balances page displays.
  2. The Past Due row displays the past due balance (all items with a due date before the current date) and the number of items.  Select Past Due.
Balances page
  1. The Customer Item Inquiry page displays.  Use it to view a list of items that are past due.
  2. Select Cancel.
Customer Item Inquiry page
  1. The Balances page displays.
  2. The Deductions row displays the total balance for deductions and the number of deductions.  Deductions are items that you create on the payment or draft worksheet for short payments or items that you mark as deductions on the Detail 1 page.
  3. Select the Deductions link
  4. .Use the Deductions - Item List page to view a list of deductions.
  5. Select the Cancel button.

Note : Deductions link will be available only if Customer has deductions 

  1. The Balances page displays.
  2. The Disputed row displays the disputed balance and the number of disputed items.  Use the Detail 1 page to indicate that an item is in dispute.
  3. Select Disputed.
Balances page
  1. The Customer Item Inquiry page displays.  Use it to view a list of disputed items.
  2. Select Cancel.
Customer item Inquiry
  1. The Balances page displays.
  2. The Collections row displays the total balance for items in collection and the number of items.  Use the Detail 1 page to indicate that an item is in collection.
  3. Select Collections.
Balances page
  1. The Customer Item Inquiry page displays.  Use it to view a list of items in collection.
  2. Select Cancel.
Customer Item Inquiry page
  1. The Balances page displays.
  2. The Supplier Balance row displays the amount of the vouchers owed to the customer and the number of vouchers.  Select the Supplier Balance link.
  3. Use the Vouchers for a Supplier page to view a list of the customer’s vouchers or invoices and their amounts.
  4. Select the Cancel button.
  1. The Balances page displays.
  2. The Draft Amount row displays the total amount of drafts that are not complete.
  3. Select the link to view the actual debt for drafts that are past due, the grace amount (amount of the drafts that are not yet due), and the total amount due for approved, remitted, and dishonored drafts.  The page displays a list of incomplete drafts.
  4. Select Draft Amount.  
Balances page
  1. The Draft Receivables page displays.  Use it to view a list of drafts that make up the customer’s draft receivables balance.
  2. Select Cancel.
Draft Receivables page
  1. The Balances page displays.
  2. The High Balance YTD (high balance year-to-date) row displays the high balance for the current fiscal year.
  3. Select High Balance YTD.
Balances page
  1. The Customer History page displays.  Use it to view the customer's high balance history by period.
  2. Select Cancel.
Customer History page
  1. The Balances page displays.
  2. Select Sales YTD.
Balances page
  1. The Customer History page displays.  Use it to view the customer's sales history by period.
  2. Select Cancel.
Customer History page
  1. The Balances page displays.
  2. The Last Year Sales row displays the amount of last year's sales.  Select Last Year Sales.
Balances page
  1. The Customer History page displays.  Use it to view the customer's sales history period by period.
  2. Select Cancel
Customer History page
  1. The Balances page displays.
  2. Select View Adjusted Balance.
Balances page
  1. The Adjust Balance page displays.  Use it to view an adjusted balance by excluding selected types of exception items and collection items. 
  2. Select Cancel.
Adjust Balance page
  1. The Balances page displays.
  2. The Summary Aging grid has one line for each aging category defined on the Aging page.  Select the links to access the items in the selected aging category.
  3. Select Aging Chart.
Balances page
  1. The Customer Aging Chart page displays.  The chart contains the same data that appear in the Summary Aging grid.
  2. Use the Customer Aging Chart page to view a chart with the amount or count of a customer's items by aging category.
  3. Select Return.
Customer Aging Chart
  1. Process complete.

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