Accounting Screen: Customer Inquiry, Open Invoices, and Year-End Setup

Before You Use This Article

• Access needed: Load Manager login and permission to use this screen, report, setting, or workflow.
• Use this article when: you are working with billing, customer records, accounting, settlements, reports, or dashboard results inside the Load Manager account your company already uses.
• Use a different article when: you need document or dispatch direction for a specific company type; brokers should use Rate Confirmation Layout and Features, dispatch services should use Dispatch Report Overview for Dispatch Services, and trucking companies should use Dispatch Report Overview for Carriers and Trucking Companies. For full setup order, start with Freight Brokers, Carriers, Owner-Operators, and Trucking Companies, or Dispatch Services.

The Accounting screens in Load Manager help you review customer balances, open invoices, payment history, invoice history, and commodity-level invoice details. They also include the year-end workflow used to open a new accounting year.

Customer Inquiry Overview

Use Customer Inquiry when you need to look up a customer's accounting activity from one place.

1. Open the Accounting area.
2. Open Customer Inquiry.
3. Search for and select the customer.
4. Review the customer information, open invoices, balance, and available inquiry buttons.

After you select a customer, the screen can show customer contact details, salesperson, phone, open invoices, open credits, and balance information.

Review Open Invoices

Use Open Invoices to review unpaid or partially paid customer invoices.

1. Select the customer in Customer Inquiry.
2. Click Open Invoices.
3. Review the invoice number, BOL number, order date, invoice date, PO number, age, amount, balance, and notes.
4. Click the invoice number to open the related load when you need more detail.

Review Payments

Use Payments to see payments that have been entered for the selected customer.

1. Select the customer in Customer Inquiry.
2. Click Payments.
3. Review the check or reference number, date, payment amount, created by, created date, and payment type.
4. Open a payment row to see the invoices included in that payment.

If a payment was entered incorrectly, authorized users can void it from the Payments view. Voiding a payment affects accounting history, so confirm the customer and payment reference before proceeding.

Review Invoice History

Use History Invoices when the invoice is no longer in the open invoice list but you still need to review it.

1. Select the customer in Customer Inquiry.
2. Click History Invoices.
3. Review the invoice details shown for that customer.
4. Open the related load if you need to confirm charges, dates, or documents.

Review Commodity Details

Use Commodities to review invoice-related commodity rows for a selected customer. This view can help explain how invoice charges were built from load-level commodity and accessorial rows.

1. Select the customer in Customer Inquiry.
2. Click Commodities.
3. Review the invoice number, type, description, quantity, and customer rate.
4. Open the related load when you need to confirm or correct the original row.

Open a New Accounting Year

Use Open New Year before entering accounting activity for the new year. This process updates accounting year settings and should be run carefully.

1. Open the Accounting area.
2. Open Open New Year.
3. Review the current fiscal year date.
4. If needed, select Clear the Check Register History for the new year?.
5. Click Process.
6. Confirm only after you have a backup and no other users are actively working in the system.

When Reports Do Not Match Expected Balances

If balances or aging totals do not look right, check the customer in Customer Inquiry first. Review open invoices, payments, history invoices, and the related loads before changing accounting setup.

For accounting activity outside the current year range, Load Manager checks the fiscal year before posting. If a transaction date is outside the allowed fiscal range, correct the date or confirm the year-end setup before continuing.

If you need a spreadsheet version of customer aging balances, go to Reports, open Aging, and click Export. The Aging report export downloads the Load Commission Aging Report in Excel with Group By set to Customer.

Best Practices

• Use Customer Inquiry as the first stop when researching a customer's balance.
• Open the related load from the invoice list when you need to verify charges or documents.
• Confirm customer, invoice, and payment references before voiding a payment.
• Run Open New Year only when you have a backup and users are out of the system.
• Keep QuickBooks export review separate from customer balance review so accounting batches stay easy to reconcile.

Related Articles

• QuickBooks Integration and Export Workflow
• Factoring
• Consolidated Invoices
• How do you change the terms on the invoice from "Due Upon Receipt"?