Contents
Diary Notes, Queries and Disputes
Updated
by Caroline Buckland
The process
Diary notes are free text notes held against a customer. Queries are free text notes held against individual transactions.
Disputing a transaction will stop reminder letters being produced and stop direct debits from being collected.
This document will provide guidance on how to create diary notes and queries.
1. Diary Notes
Diary notes can be created via the customer account enquiry screen: Accounts Receivable-AR Enquiries-Transactions Enquiries-Transactions by Customers.
Then click on Diary button followed by Insert from the menu bar.
Ledger/Account: enter the ledger code and account of the customer you wish to add the diary message to
Type: enter a valid diary type. This is used to analyse diary entries. Prompt on the field to find existing diary types
Action: if required enter a user ID and date. This will send an email to the entered user once the action date is reached informing them there is some action to take
Text: access the text tab and enter free text notes
Press the Update button.
When enquiring against the customer account the diary count is displayed.
2. Promise to Pay
A promise to pay diary note will automatically remind the action user if the customer has not paid their invoice by the date they promised or if the amount paid varies from the amount they promised. Insert a diary note as above.
Type must be “PP” and enter a promise to pay date and value under the action area. Text will also need to be entered by accessing the Text tab.
Click on Update once complete.
If the action date is reached and the customer hasn’t paid the promised amount then the action user will receive an email informing them of the situation.
3. Making a Diary Note Inactive
If a diary note has been actioned, it can be set as inactive via Accounts Receivable-AR Enquiries-Transactions Enquiries-Transactions by Customers.
Retrieve a customer account, click on the Diary button and then select the diary note you wish to amend.
Use the Amend icon.
Select Inactive from the Status drop down field.
Press the Update button.
4. Query Notes
Query notes can be created via the customer account enquiry screen: Accounts Receivable-AR Enquiries-Transaction Enquiries-Transactions by Customers.
Enter a customer and click OK, then select the transaction where the query needs to be inserted. Right click and select Transaction then Query Insert.
Query Code: enter a valid query code. This is used to analyse queries. Prompt on the field to find existing query codes.
Text Tab: enter free text notes. Select the Update button.
5. Clearing a Query Note
If a query note has been actioned it can be cleared via Accounts Receivable-AR Enquiries-Transaction Enquiries-Transactions by Customers.
Enter the customer account and click on OK, then select the transaction with the query note, right clicks, select Transaction, Query then press the Amend Query icon.
Tick the Cleared check box. Press the Update button.
6. Disputing a Transaction
A transaction can be disputed via the customer account enquiry screen: Accounts Receivable-AR Enquiries-Transaction Enquiries-Transactions by Customers.
Enter the customer and click on OK, then select the transaction that needs to be disputed. Right click and select Transaction, then Query Insert.
Dispute Code: enter a valid dispute code. Prompt on the field to find existing dispute codes.
Query Code: enter a valid query code. This is used to analyse disputes. Prompt on the field to find existing query codes.
Text Tab: enter free text notes regarding the reason for dispute.
Press the Update button.
7. Releasing a disputed Transaction
A transaction can be released form dispute via Accounts Receivable-AR Processes-AR Enquiries-Transactions by Customers. Then select the disputed transaction and select Transaction, Query then press the Amend Query icon.
Remove the dispute code, tick the Cleared check box and press the Update button.
