SECTION 18.104.22.168 - LIST DEBTOR TRANSACTIONS
USAGE: To print a list of Debtor Transactions.
DISCUSSION: When you choose this option, the screen will appear as follows:
Here you can choose the order in which you wish to print the report. Choose the order you wish to print the report in by pressing the number next to the option. If you choose to print BY OTHER KEYS, another menu will open to allow you to specify which of the three OTHER KEYS you actually require.
Hint: If you intend to limit the report to a range of transactions, it is most efficient to print the report in the same order. Eg if you wish to limit the report to a range of salesmen, the report will scan the transaction-file faster if you also print the report in salesman order.
Having chosen from the options, the following questions will appear:
USE LONG FORMAT REPORT If you are using wide stationery, reply Y, otherwise reply N. This question will only be displayed if the relevant option is set to A, see SECTION 7.1.2.
START A NEW PAGE ON CHANGE OF KEY If you have chosen to print the report in Debtor, date or Salesman order, you will be offered this option. If you reply Y, HiFinance will start a new page each time the major key changes. A sub-total will also be printed for each group of transactions. If you reply N, the transactions will be printed continuously.
UNALLOCATED TRANSACTIONS ONLY This option is particularly useful for picking up unpaid Invoices. If you answer Y, HiFinance will mask any full paid transactions.
INCLUDE ALL DEBTOR TRANSACTIONS If you do not wish to set any limits on the report, enter Y otherwise enter N. If you enter N, you will be asked a list of further questions.
The following question asks you to enter both a lower and upper limit. The upper limit must not be less than the lower limit. The default answers define the extreme limits of the field. You do not have to change all of these limits. Only change the ones you wish to, and tab past the others.
DEBTOR CODE RANGE This is the Debtor’s code.
SALESMAN RANGE This is the salesman code as it appears on the transaction-file (not the Debtor master-file).
OTHER KEY RANGES These may appear as a different literal depending on how you have defined the fields in SYSTEM PARAMETERS.
GROUP RANGE This is the Debtor Group.
TRANSACTION DATE RANGE This is the transaction date.
TRANSACTION VALUE RANGE This is the total value of the transaction.
REFERENCE RANGE This reference number, eg Invoice number.
AUDIT NUMBER RANGE This Transaction Audit Number. Printing in this order will sort the report in the order the transactions were entered into the system irrespective of whether a transaction was forward or backdated.
In all cases, the default answers are the extreme limits of each range, so if you do not wish to limit the report on a particular field, just bypass it.
INCLUDE ALL TRANSACTION TYPES If you wish to print exclude any transaction types, enter N here and you will be presented with a complete list of Debtor transaction types to choose from. If you wish to include all transaction types, simply enter Y.
To start the report, press <Enter> through each field or simply press <F10>.
The report will scan the transaction file and extract all records that fit within your chosen parameters. The report itself will detail the Salesman code, Debtor code, Audit Number, Transaction Date, Transaction Type, Debit or Credit Value, reference number and the transaction details. If you have chosen to print only unallocated transactions, the Debit and Credit columns are replaced with Transaction Value and Unallocated Value. At the end of the report, the monetary columns are totalled.