SECTION 18.104.22.168.2 - SET/RESET AUTO EXTRAS WITHIN DEBTOR RANGE
USAGE: To tag (or reset) all or a range of Debtors so that they will trigger printing of AUTO EXTRA SALES ORDER LINES.
DISCUSSION: When you start this function HiFinance will check that all the Inventory lines on the table actually exist. If not, an error to that effect will be displayed and you will not be able to proceed. To clear the error, use SETUP AUTO EXTRA SALES ORDER LINES (see SECTION 22.214.171.124.1).
The first question that appears is:
DEACTIVATE ALL EXTRAS? (Y+/N-) [N]
If you enter Y here, HiFinance will go directly to the ranges screen (as described below). If you choose to proceed, the program will scan all Debtors in the chosen range and set all flags to N. If you have just enabled this function, clearing all flags for all Debtors is a good procedure to follow because it makes sure that any spurious data is reset.
If you enter N to the first question, your will be presented the following screen:
The actual inventory codes presented will depend on your choices in SETUP AUTO EXTRA SALES ORDER LINES (see SECTION 126.96.36.199.1).
Here you can enter an A or D against any of the lines that have an Inventory code attached. (+ can substitute an A and - can substitute a D.) You can also leave any line blank. If you enter an A, you are requesting that this line be activated for each Debtor in the range you choose (below). A D will deactivate the chosen line. If you leave the field blank, HiFinance will not change that line for any Debtor. In this way you can control what you turn on and off and what you leave alone.
You must enter an A or D on at least one line.
Next you will be presented a screen offering you a series of ranges. The following questions will appear:
INCLUDE ACTIVE DEBTORS Active Debtors are defined as those that have a balance.
INCLUDE NON-ACTIVE DEBTORS Non-active Debtors are defined as not having a balance. If you wish to print sub-accounts, you must answer Y here.
INCLUDE BILL-TO DEBTORS ONLY If you do not use the sub-account facility, this question is irrelevant. If you have sub-accounts and wish to only print the main accounts, enter Y. To show the sales breakdown of each sub-account, enter N.
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).
YTD SALES RANGE This is the total sales 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>.
Once HiFinance has accepted your choices, you will be asked to confirm and then the program will scan the Debtor master-file, changing the flags as per your choices. When complete, you will be return to the EXTRA ORDER LINES MENU.