HiFinance 5




USAGE: To print a list of Debtors with their outstanding balance and a breakdown of those balances by week. This format of the DEBTOR AGED TRIAL BALANCE is designed for companies that have a very fast turnover, eg Bakeries. Although HiFinance is designed to work in monthly periods, you can report on outstandings on a week by week basis, i.e. 7 days, 14 days, etc.


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 Debtors, it is more efficient to print the report in that order, because HiFinance can then optimise the search pattern.


Note that this report can only be printed in Long Format.


When you enter this program, the following questions will appear:


START A NEW PAGE ON CHANGE OF KEY Certain sort options will sub-total at the end of each group, eg SALESMAN. 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.


TRANSACTIONS UP TO   This report is generated up to a date. By default, this is today’s date but you can change the date if you wish. Backdating does not undo the report 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 the report for a date in February will not give you the balance at the end of that date. Rather it will give you the remaining balance up to that date. You may legitimately backdate a report if, for instance, you are running the report on Monday for a date as at last Friday.


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.


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.


INCLUDE DORMANT DEBTORS   Normally, dormant Debtors are not included in this report. If you wish to included them, enter Y.


INCLUDE WITH LEGAL   If you do not wish to include Accounts that are with legal, enter N here. If you are using the Cards option, this flag will only be set correctly for Main Accounts.


INCLUDE NOT WITH LEGAL     If you do not wish to include Accounts that are not with legal, enter N here. If you are using the Cards option, this flag will only be set correctly for Main Accounts. Note that you must answer Y to at least one of the WITH LEGAL 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.


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>.


The report itself will detail the Debtor Code, Debtor name, Current balance and balance up to 42 days back, as well as the total balance up to the chosen date. The contact name and number are also printed. At the end of the report, the total of each period is printed along with the percentage of the total balance this represents.

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