SECTION 3.4.9 - TRANSACTION REPORTS
USAGE: To print a list of Inventory transactions.
DISCUSSION: When you choose this option, 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.
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 dates, the report will scan the transaction-file faster if you also print the report in date 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 Inventory, or Other key 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 ALL INVENTORY 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.
INVENTORY CODE RANGE This is the Inventory’s code.
BARCODE RANGE This is the main barcode.
DESCRIPTION RANGE This is the first 10 characters of the Inventory’s description (not the transaction). It is case sensitive.
GROUP RANGE This is the Inventory Group.
OTHER KEY RANGE This may appear as a different literal depending on how you have defined the field in SYSTEM PARAMETERS.
TRANSACTION DATE RANGE This is the transaction date.
REFERENCE RANGE This reference number, eg Invoice number.
TRANSACTION VALUE RANGE This is the total value of the transaction.
TRANSACTION QUANTITY RANGE This is the number of units moved in the transaction.
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.
INCLUDE ALL TRANSACTION TYPES If you wish to print exclude any transaction types, enter N here and you will be presented with a complete list of Inventory transaction types to choose from. If you wish to include all transaction types, simply enter Y.
INCLUDE ALLOCATED/UNALLOCATED DR/CR TRANSACTIONS These questions will only come up if you have a) Chosen not to print all transactions and b) you have chosen to include INVOICES, CREDIT-NOTES, PURCHASES or RETURNS. In this case, you can choose to include transactions that link to their respective Debtor or Creditor and if the transaction is fully allocated or not. Partially allocated transactions are treated as unallocated as there is no way of telling which line has been paid.
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 Inventory code, Audit Number, Other Key, Transaction Date, Transaction Type, Units, Value, reference number and the transaction details.