HiFinance
5
SECTION
1.4.1.2 - DEBTOR AGED TRIAL BALANCE BY WEEK
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.
