Customer Maintain Balance Entry overview

Customer > Entry > Maintain Balance

Function acronym: AREMB

Use this function to make manual balance changes, specifying a reason for the change. All manual balance changes are displayed in the Maintain Balances grid.

Use Customer Maintain Balance Entry only in rare situations. Do not use it to set up initial balances.

The balance information applies to Customer (Accounts Receivable) and Sales Order Entry transactions. The Balance and YTD fields are updated through these functions:

  • Customer Cash Receipt Entry
  • Customer Transaction Entry
  • Sales Entry Invoice Processing Report
  • Sales Order Entry

The period balances are updated by the Customer Entry Roll Balances Report.

During the initial setup, post balances through Customer Transaction Entry to:

  • Create an audit trail. If you specify balances in Customer Maintain Balance Entry, the Customer Transaction Activity Report does not balance to the balances printed on the Customer Master List Report. The customer is considered out-of-balance.
  • Allow payments to be made against specific invoices or groups of invoices. Invoice numbers are used as references when paying on a customer balance. Any balance information that you specify in Customer Maintain Balance Entry does not have an invoice number, and you cannot apply credits to these balances. All balance information is built from posted history.

If you specify a customer number and leave the Ship To field blank, only customer balance changes are displayed. To display the balances for a ship to record, specify both the customer and ship to values.

Note: When you delete a customer record, all history records are removed for that customer. All active balances must be zero before you can delete the record. Active balances include service charges and an on-order balances.

If the customer uses foreign currency, all values other than the domestic balance are expressed in the currency of the customer. The conversions are automatically calculated for General Ledger and reporting purposes.

Workflow

To use this function, you must conduct a search to initiate work flow. Otherwise, the Update button is not available. Specify a Customer, and, optionally, a Ship To, and select a Change Field. Click Search. The particular record meeting this combination of search criteria is displayed and any previous history records are displayed in the grid. The current balance of the record in the grid is displayed in the Old Value field.

Your selection in the Change Field affects which field is displayed. If you select a date-related Change Field in the search, a date field and a date picker are displayed. If you select an integer-related Change Field, a numeric field is displayed.

Select either Change By or New Value. Specify an amount, date, or number. Specify a reason for the change. Click Update. The change is reflected in the new history record in the grid.