What Information Can AR Inquiry Show?
The inquiry screens available in Sage 100 may provide customer balances, invoice references, transaction dates, amounts, and related accounts receivable activity. Users should select the appropriate customer and inquiry view to understand the information displayed.
- Customer balances: Review the receivable balance associated with a customer account.
- Invoice activity: Locate invoices and examine relevant dates, references, and amounts.
- Receipts and credits: Investigate recorded payments, credit memos, and adjustments that affect the account.
- Open items: Identify invoices that may still require collection follow-up or further reconciliation.
- Transaction history: Trace account movements across the available dates and transaction categories.
AR Inquiry is useful for investigating a balance, while reports such as aging summaries provide a broader view of receivables grouped by how long amounts have been outstanding. Using both views helps staff move from a high-level indicator to the underlying transaction evidence.
How to Use Sage 100 AR Inquiry
Start by opening the relevant Accounts Receivable inquiry option in Sage 100. Select the customer account and use available search criteria, such as invoice number or date range, to narrow the results. Menu labels and navigation can vary by release, so use the screens available in your installed version.
When investigating a balance, compare the customer total with the individual invoices, receipts, credit memos, and adjustments shown. If a payment appears to be missing, confirm the receipt date, customer account, transaction reference, and posting status. If an invoice appears overdue, check whether a later receipt or credit has already been applied before initiating follow-up.
For example, suppose a customer's account shows $7,500 outstanding. The inquiry identifies two unpaid invoices of $5,000 and $3,000 and a posted credit memo of $500. The net balance is $5,000 + $3,000 − $500 = $7,500. This reconciliation explains the total and gives the accounting team specific documents to reference when answering the customer.
Using AR Inquiry for Collections and Cash Application
AR Inquiry supports day-to-day collections by helping staff identify which invoices remain unpaid and verify the facts before contacting a customer. A well-supported follow-up can reference the invoice number, due date, amount, and any recorded dispute or promise to pay. AR Automation Software can complement this review by supporting collection follow-ups and payment-to-invoice matching, while the inquiry remains useful for checking individual account details.
When a customer has paid but the invoice still appears open, review the receipt record and its application to the invoice. The cash application process matches incoming funds with the correct customer invoices and helps keep the receivables balance accurate. A Customer Inquiry is a request for information about a customer's account, billing, or payment status; AR Inquiry gives staff transaction details to help answer that request with evidence.
Reconciliation, Audit, and Data Analysis
AR Inquiry can support month-end reconciliation by helping accountants investigate differences between customer-level balances, receivables reports, and the general ledger control account. Any difference should be traced to the relevant period, posting status, adjustment, or account setup before corrections are made through approved procedures.
An AR Audit examines receivables records and related controls to assess whether balances are supported, transactions are recorded appropriately, and account activity can be traced. Inquiry details can provide useful evidence, alongside invoices, remittance information, receipts, and adjustment documentation. Staff should retain supporting records according to company policy and restrict access based on job responsibilities.
AR Data Analytics uses receivables information to identify trends such as overdue balances, recurring disputes, payment delays, and customer concentration. Inquiry screens help explain individual transactions behind those trends, while reports and analysis tools are better suited to comparisons across many customers or periods.
Improving Accuracy and Workflow Visibility
Establish consistent procedures for reviewing account balances, documenting customer disputes, applying receipts, and resolving discrepancies. Use clear transaction references, verify the selected reporting period, and reconcile customer balances regularly. These practices improve the reliability of account reviews and help teams respond to questions using consistent evidence.
The Hyperbots Platform supports finance workflows through AI-enabled document processing and ERP connectivity. When evaluating connected tools, review the available integrations and confirm how relevant information is exchanged with Sage 100, including which records are synchronized and how exceptions are handled. Connected workflows should preserve appropriate approval controls and traceability for financial transactions.
Summary
Sage 100 AR Inquiry helps finance teams examine customer balances and the transactions that make up accounts receivable. It supports invoice investigation, payment verification, collection follow-up, reconciliation, and audit preparation. By combining inquiry details with source documents, consistent controls, and appropriate reporting, organizations can improve receivables visibility and make better-informed financial decisions.