SECTION 126.96.36.199 - CREDITOR AGED TRIAL BALANCE BY PERIOD
USAGE: To print a list of Creditors with their outstanding balance and a breakdown of those balances by period. This is the format of the CREDITOR AGED TRIAL BALANCE most companies use because their accounts are normally period based.
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.
UP TO YEAR [ ] (L)ast, (T)his or (N)next year. PERIOD [..] This report is generated up to a period. By default, this is the current period but you can change the period if you wish. Backdating does not undo the report to the status as it was at the end of that period. Eg if you are currently half way through March and you have entered a number of receipts that affect February, running the report for February will not give you the balance at the end of February, rather it will give you the remaining balance up to February. You may legitimately backdate a report if, for instance, you are running the report at the beginning of March but have not yet started posting receipts and you wish to see the report expanded up to February.
Enter a year, eg L for last year, T for this year or N for next year. Then enter the period number, 1 - 12, within that year. Note that next year can only have periods 1 - 3.
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, 3 period balance and the total balance up to the chosen period. The Long Format will also print sales and credit information and the contact name and number. At the end of the report, the total of each period is printed along with the percentage of the total balance this represents.