SECTION 184.108.40.206.1 - DEBTOR SALES-ANAYSIS-BY-PERIOD ASCII EXPORT
USAGE: To export a file detailing, the transaction files with a complete breakdown of sales by Debtor by Inventory. This export basically matches the SALES ANALYSIS REPORT BY PERIOD (see SECTION 220.127.116.11). Generally this is run after a period is closed. It can take a long time to run. This export file can then be used as input to other programs, such as Spreadsheets, Databases and Word-processors. This gives you the flexibility to format reports, etc. in ways not otherwise available in HiFinance.
DISCUSSION: This export is always in Debtor Code order.
When you enter this program, the following questions will appear:
CONSOLIDATE SUB-ACCOUNTS If you have sub-accounts in your Debtors you might wish to consolidate the report so that it gives one total per head-office. If you enter Y here, AAA/001 and AAA/002 would be totalled together under AAA. If you choose N, the individual stores would be shown separately. This is on top of the ability to sub-total by Group, etc. If you do not use the sub-account facility, your answer here is irrelevant.
FROM YEAR [ ] PERIOD [ ]
TO YEAR [ ] PERIOD [ ] These fields allow you to choose a period range for the report. The range must be 1 to 12 periods wide. You must enter both the starting and ending period/year combinations. By default, HiFinance will insert a 12 period range ending with the current period.
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.
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 RANGES These may appear as a different literal depending on how you have defined the fields 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.
INVENTORY RANGE This is Inventory code range. If you do not wish to run the report for all Inventory, enter the range here.
INVENTORY GROUP RANGE This allows you to limit the report to a range of Inventory Groups.
Next you will be asked for the export file name and options. A full explanation of the fields may be found in FORMATTING ASCII EXPORT FIELDS (see SECTION B). If you are using the export function for the first time, you are strongly encouraged to view this section of the manual. To end this page, press <F10> or <Enter> past the last option. You will next be presented the following screen:
This screen relates to the exact fields you wish to export. The top of this screen displays the file name you will be exporting, as a reminder. The centre portion of the screen displays the short name of each field available for export. Next to this is a longer, more descriptive name (which can be exported instead of the short-name). On the right-hand-side is either a Y or N. If the field has a Y, the field will be included in the export. If the field has an N, the field will not be exported. You must choose at least one field to export. You may use the cursor keys to view all fields, as you would in search screens. You can change the INCLUDE column by moving the highlight bar to the relevant field and entering a Y or N (or + or -). The bottom of the screen displays the number of fields you have chosen and the total possible number of fields.
There are also function keys available for manipulating FIELD NAMES:
<F1> This will only be available is the current field is not being exported. Pressing <F1> will change INCL status to Y.
<F2> This will only be available is the current field is being exported. Pressing <F2> will change INCL status to N.
<F4> This will return you to the FILE NAME and OPTIONS entry screen.
<F5> This will only be available if at least one of the fields has been excluded from the export. Pressing this key will change all fields to Y.
<F6> This will only be available if at least one of the fields has been included in the export. Pressing this key will change all fields to N.
<F8> This will restore the field choices to the state that they were before you entered the program.
<F10> When you have finished choosing the fields you wish exported, press <F10> to start the export process. This option will not be available unless at least one field has been chosen for export.
When you have entered all the above information, press <F10> and you will be asked START FILE CREATION? If you answer N, the program will reset and return you to the DEBTOR ASCII EXPORT MENU. If you enter Y, the screen will clear and the Debtor master-file will be read in. During this time the computer will be selecting account records according to the selection criteria you have just entered will start writing the selected fields to the export file.
Like other reports, it is possible to stop the export of the ASCII file by pressing <ESC>. However, the ASCII file will have been created up to the point where you stopped it.
When the report has completed, HiFinance will return you to the DEBTOR ASCII EXPORT SALES ANALYSIS MENU.