Viewing Customer Balances and Recent Activity

Purpose:  Use this as a reference to view various customer balances and recent activity in Accounts Receivable using ctcLink.

Audience:  Accounts Receivable staff/supervisors.

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: 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 example select No Relationship.
  4. Select Search.
  5. The Balances page displays the search results. Use it to view various customer balances, the most recent item and payment activity, and summarized aging information.  Although there are a large number of links on this page, we will review the following links for a brief overview of the Customer Balances page.
    • Item ID
    • Balance
    • Past Due
    • Collections

Use the various Inquiry page links, such as the Item ID, Balance, Past Due, and Collections, 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.

Customer Balance page
Item ID

The Item ID page displays the most recent items for the customer, the item date, and amount.

  1. Select the Item ID link on the Balances page.
  2. The Item Maintenance page displays.  Use the Detail 1 tab to view or change the item details.
  3. Select the Cancel button to return to the Balances page.  
Balance Due

The information that appears on the page depends on the balances that were selected on the AR Account Overview Balances page in installation options.

  1. The Balances page displays.
  2. The Balance and Past Due fields always appear.  If there is no currency code and the balance is 0, the Amount field is blank.
  3. The Balance row displays the total receivables balance and the number of items that make up the balance.
  4. Select the Balance link.
  5. The Customer Item Inquiry page displays.  Use it to view a list of items that comprise the customer's balance.
  6. Select Cancel.
Past Due

The Past Due row displays the past due balance (all items with a due date before the current date) and the number of items.  

  1. The Balances page displays.
  2. Select the Past Due link.
  3. The Customer Item Inquiry page displays.  Use it to view a list of items that are past due.
  4. Select Cancel.
Collections

The Collections row displays the total balance for items in collection and the number of items.  

  1. The Balances page displays.
  2. Use the Detail 1 page to indicate that an item is in collection.
  3. Select Collections.
  4. The Customer Item Inquiry page displays.  Use it to view a list of items in collection.
  5. Select Cancel.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Viewing Customer Balances. This link will open in a new tab/window.

Viewing Customer Recent Activity

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

  1. The Account Overview search page displays. Select the Profile tab.
  2. Enter or lookup the Customer.
  3. Use the Level field to specify the items that you want to include for the customer group to which your customer belongs, if applicable.  Available choices are:
    • Corporate
    • Correspondence
    • No Relationship
    • Remit Form
  4. Select the Search button. The Profile page displays the search results.  Use it to view customer profile information and use links to view in-process payments and outstanding items. Select the Item List link to access the Item List page, where you view a list of open items for the customer.
Profile page
  1. The Customer Item Inquiry page displays.  Use it to build and view a list of items for a customer that matches your search criteria.  Use links to view details for a specific item.  The Item List grid displays the results of the search criteria that you selected.  It can display a limited number of items.

The maximum number of items that appear in the Item List grid is known as a chunk.  Use the arrow buttons to move from chunk to chunk to find items.  You define the maximum number of items in a chunk on the Installation Options - Receivables page by entering a number in the Max Number of Rows in Scrolls (maximum number of rows in scrolls) field.

  1. Select the Grid Action Menu icon and then Personalize from the sub-menu choices to sort by column, reorder, hide, and freeze columns. This enables you to put the key fields that you want to review on the Detail 1 tab and sort the data.
  1. Click the Select checkbox(s) for your target item(s). 
  2. The Item Action list is used to select an action, to generate a report, or to view information for all the selected items.  Your choices are:
    • Create a Payment Plan
    • Generate A Dunning Letter
    • Generate an Open Item Report
    • Multi-item Update
    • Pay by Credit Card
    • Reprint Invoices
    • Tie to a New Conversation
    • Tie to the Last Conversation
    • View Items and Item Activity
  3. Select the Item Action list and select the desired action.  
  4. Select GO.
  5. Use the Selected Items page to view information concerning item activity.
  6. Select OK.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Viewing Customer Inquiry Items. This link will open in a new tab/window.

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