HiFinance 5




USAGE: To print a list of Debtor Invoices (and Credit Notes) detailing the values, profitability and commission payable. The commission is based on sales less tax and freight. This report can also be used as an Invoice Journal.


DISCUSSION: When you choose this option, the screen will appear as follows:



Here you can choose the order in which you wish to print the report. 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.



Hint: If you intend to limit the report to a range of transactions, it is most efficient to print the report in the same order. Eg if you wish to limit the report to a range of salesmen, the report will scan the transaction-file faster if you also print the report in salesman order.


Having chosen from the options, 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 If you have chosen to print the report in Debtor, date or Salesman order, you will be offered this option. If you reply Y, HiFinance will start a new page each time the major key changes. A sub-total will also be printed for each group of transactions. If you reply N, the transactions will be printed continuously.


INCLUDE INVOICE LINE DETAILS  If you enter N here, the report will print one line per Invoice. If you enter Y, the report will also detail the Inventory transactions for each Invoice. The latter option is longer because it prints much more detail.


SUPPRESS COS AND MARGIN INFORMATION         There are times when you might wish to print this report without showing any profit information. If you enter Y here, the report will not print cost-of-sales or margin information.


INCLUDE ALL DEBTOR TRANSACTIONS       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.


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.


DEBTOR CODE RANGE      This is the Bill-to Debtor’s code.


SALESMAN RANGE This is the salesman code as it appears on the transaction-file (not the Debtor master-file).


OTHER KEY RANGES        These may appear as a different literal depending on how you have defined the fields in SYSTEM PARAMETERS.


GROUP RANGE This is the Debtor Group.


TRANSACTION DATE RANGE     This is the Invoice date.


TRANSACTION VALUE RANGE   This is the total value of the Invoice.


REFERENCE RANGE           This Invoice number or Credit Note number.


AUDIT NUMBER RANGE   This Transaction Audit Number. Printing in this order will sort the report in the order the transactions were entered into the system irrespective of whether a transaction was forward or backdated.


In all cases, the default answers are the extreme limits of each range. So if you do not wish to limit the report on a particular field, just bypass it.


To start the report, press <Enter> through each field or simply press <F10>.


The report will scan the transaction file and extract all records that fit within your chosen parameters. The report itself will detail the Transaction Date, Invoice number, Other Key, Salesman code, Actual Debtor code, Transaction Type, Invoice value, Sales-tax, Freight, Gross Margin and any commission payable as a dollar amount. The Long Format option also details the Actual Debtor’s name and the Cost-of-Sales. At the end of the report, the monetary columns are totalled.


Gross Margin is defined as :

(Net Sales - Cost-of-Sales) / Net Sales * 100%


where: Net Sales = Invoice-total - Freight - Sales-tax.

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