HiFinance
4
SECTION
1.4.5.1 -. DEBTOR STATEMENTS - BY PERIOD
USAGE: These Statements are sent to your customers as a
record of the month’s activities. Statements can either be a list of outstanding
transactions or a full list of current transactions. Current business practices
normally only require the first option because this creates fewer Statements
and less paperwork.
DISCUSSION: This function always prints in Debtor Code order.
When you enter this program, the following questions
will appear:
STATEMENTS FOR: YEAR [ ]
(L)ast, (T)his or (N)next year. PERIOD [..] Statements are generated up
to a period. By default, this is the current period but you can change the
period if you wish. Backdating does not undo the balances to the status as it
was at the end of that period. Eg if you are currently half way through March
and you have entered a number of receipts that affect February, running
statements for February will not give you the balance at the end of February,
rather it will give you the remaining balance up to February. You may
legitimately backdate statements if, for instance, you are running the report
at the beginning of March but have not yet started posting
receipts and you wish to see the report expanded up to February.
Enter a year, eg L for last year, T for this year or N for next year. Then enter the period number, 1 - 12, within that year. Note
that next year can only have periods 1
- 3.
PRINT PRIOR TRANSACTIONS
AS AN OPENING BALANCE This option is for companies
that are used to running Balance Forward accounts. Although this is an
out-of-date method, HiFinance offers the option for backward compatibility. If
you answer Y here, HiFinance will not
print any transactions prior to the chosen statement period but will instead
add up any balance still outstanding and print it as a single figure.
The default answer is N. If you have chosen the
option to SIMULATE BALANCE FORWARD
STATEMENTS (see
SECTION 7.1.2, SYSTEM ULTILITIES) this option is
forced on.
PRINT CURRENT
TRANSACTIONS IN FULL This option is normally
used in conjunction with the previous one. This option will force HiFinance to
print all transaction within the chosen statement period, even if they have
been paid. This can give some interesting results if not used correctly. If you
answer N here, HiFinance will only
print a current transaction if there is still an outstanding balance on that
transaction. The default answer is N. If you have chosen the
option to SIMULATE BALANCE FORWARD
STATEMENTS (see
SECTION 7.1.2, SYSTEM ULTILITIES) this option is
forced on.
PRINT FUTURE TRANSACTIONS
AS FORWARD ORDERS This option only relevant if you forward date
invoices. You can either choose to ignore these transactions or have them
print. If you choose Y, HiFinance will print the
transactions without adding their value into the outstanding balance. The
transactions will be tagged as * FORWARD
TRANSACTIONS - NOT YET DUE. The default answer is N.
PRINT PURCHASE SUMMARY ON
STATEMENTS If you reply Y here, HiFinance will add up the Invoices and Credit Notes, the
Receipts and the Adjustments in the current accounting period and print a
summary of at the end of each statement. This is can sometimes reduce enquiries
from your clients.
PRINT SUNDRY DEBTOR The special Debtor called SUNDRY
can be excluded
from Statements by entering a N here. This is particularly
useful if you have chosen to print the current transactions in full.
INCLUDE DEBTORS THAT HAVE
A ZERO BALANCE If you answer N here, HiFinance will ignore any Debtor that has a zero balance, even
if there have been current transactions. This option can also be simulated by
choosing the appropriate TOTAL BALANCE
RANGE as
discussed below. This should not be used as substitute for allocating receipts
as un-allocated transactions are not removed at the end of year. The default
answer depends on how you have answered the preceding questions.
INCLUDE ALL DEBTORS 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. HiFinance will always exclude
any Statements that do would print without a balance or transactions.
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.
CODE RANGE This is the Debtor’s code. If you press <F9> you will be able to search for a Debtor. If you
choose a Debtor, the code will be entered into both the upper and lower limits
of this range. This is a quick way to print a statement for one Debtor.
GROUP RANGE This is the Debtor Group.
NAME RANGE This is the first 10 characters of the Debtor’s name.
POSTCODE RANGE This is the postcode. For this to work, you must use the postcode
field on the Debtor’s master-file.
OTHER KEY RANGE This may appear as a different literal depending on how
you have defined the field in SYSTEM
PARAMETERS.
SALESMAN RANGE This is the salesman code as it appears on the Debtor master-file
(not the transaction file).
TOTAL BALANCE RANGE This is the range of Debtor balances you wish to include. You can
specify that only customers who owe you money be included by entering limits of
$0.01 to $999,999,999,99. Alternatively, you may
wish to exclude customers below a higher dollar range.
To start the report, press <Enter> through each field or simply press <F10>.
