SECTION 18.104.22.168 - CREDITOR BALANCES - AT A DATE
USAGE: To print a list of Creditors with their outstanding balance as at a date. There is no aging breakdown, just a balance. This format is normally only used to reconstruct a list of balances past date. Often this report is used when you have entered transactions into last financial year, which have arrived late. Then, for auditing purposes, it is useful to be able to print a reconstructed list of balances, as they would have been on the last day of the financial year. Note that if all you want is a total Creditor balance, this total can more efficiently be viewed in the Trade Creditors account in the General Ledger.
DISCUSSION: When you choose this report, HiFinance will firstly ask you in which order you wish to print the balances. The screen will appear as follows:
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.
The report is similar irrespective of report order, however certain sort orders allow sub-totals to be printed (eg by GROUP). Also if you intend to limit the report to a range of Creditors, it is more efficient to print the report in that order, because HiFinance can then optimise the search pattern.
When you enter this program, 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 Certain sort options will sub-total at the end of each group, eg GROUP. If you wish HiFinance to insert a page break at the end of each group, reply Y. Otherwise the report will flow on continuously after printing the sub-total.
PRINT BALANCES AS AT Enter the date up to which you wish to have the report calculate the balances. This date is inclusive. For instance if you wish to compute the balances up to the end of June 2001, enter 01/06/2001. If you enter a date before the beginning of the first day of period one of last-year, you are likely to get nothing printed.
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 Creditor’s code.
GROUP RANGE This is the Creditor Group.
NAME RANGE This is the first 10 characters of the Creditor’s name.
POSTCODE RANGE This is the postcode. For this to work, you must use the postcode field on the Creditor’s master-file.
OTHER KEY RANGE This may appear as a different literal depending on how you have defined the field in SYSTEM PARAMETERS.
YTD PURCHASE RANGE This is the total purchases for this year and next year, irrespective of the period you are running the report for.
TOTAL BALANCE RANGE This is the total balance, irrespective of the period you are running the report for.
To start the report, press <Enter> through each field or simply press <F10>.
The report itself will detail the Creditor Group, Creditor Code, Creditor name, and the balance. At the end of the report, the total balance is printed.