SECTION 18.104.22.168 -. DEBTOR STATEMENTS - BY WEEK
USAGE: These Statements are sent to your customers as a record of the activities but broken down on a 7 day basis rather than on a period basis. 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:
TRANSACTIONS UP TO Statements are generated up to a date. By default, this is today’s date but you can change the cut-off-date if you wish. Backdating does not undo the balances to the status as it was at the end of that date. Eg if you are currently half way through March and you have entered a number of receipts that affect February, running statements for somewhere in February will not give you the balance at that date, rather it will give you the remaining balance up to that date. You may legitimately backdate statements if, for instance, you are running the report at a date but have not yet started posting receipts and you wish to see the report expanded up to that date.
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 Although this is an out-of-date method, HiFinance offers the option for backward compatibility.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 7 day 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 DOLLAR 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.
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).
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>.