HiFinance
5
SECTION
1.4.5.2 -. DEBTOR STATEMENTS - BY WEEK
USAGE: These Statements are sent to your customers as a
record of the activities but broken down on a 7 day basis rather than on a period
basis. Statements can either be a list of outstanding transactions or a full
list of current transactions. Current business practices normally only require
the first option because this creates fewer Statements and less paperwork.
DISCUSSION: This function always prints in Debtor Code order.
When you enter this program, the following questions
will appear:
TRANSACTIONS UP TO Statements are generated up to a date. By default,
this is today’s date but you can change the cut-off-date if you wish. Backdating
does not undo the balances 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 statements for somewhere in February
will not give you the balance at that date, rather it will give you the remaining
balance up to that date. You may legitimately backdate statements if, for
instance, you are running the report at a date but have not yet started
posting receipts and you wish to see the report expanded up to that date.
PRINT PRIOR TRANSACTIONS
AS AN OPENING BALANCE This option is for companies
that are used to running Balance Forward accounts. Although this is an
out-of-date method, HiFinance offers the option for backward compatibility. If
you answer Y here, HiFinance will not
print any transactions prior to the chosen statement period but will instead
add up any balance still outstanding and print it as a single figure.
The default answer is N. If you have chosen the
option to SIMULATE BALANCE FORWARD
STATEMENTS (see
SECTION 7.1.2, SYSTEM ULTILITIES) this option is
forced on.
PRINT CURRENT
TRANSACTIONS IN FULL This option is normally
used in conjunction with the previous one. This option will force HiFinance to
print all transaction within the chosen 7 day statement period, even if they
have been paid. This can give some interesting results if not used correctly.
If you answer N here, HiFinance will only
print a current transaction if there is still an outstanding balance on that
transaction. The default answer is N. If you have chosen the
option to SIMULATE BALANCE FORWARD
STATEMENTS (see
SECTION 7.1.2, SYSTEM ULTILITIES) this option is
forced on.
PRINT FUTURE TRANSACTIONS
AS FORWARD ORDERS This option only relevant if you forward date
invoices. You can either choose to ignore these transactions or have them
print. If you choose Y, HiFinance will print the
transactions without adding their value into the outstanding balance. The
transactions will be tagged as * FORWARD
TRANSACTIONS - NOT YET DUE. The default answer is N.
PRINT PURCHASE SUMMARY ON
STATEMENTS If you reply Y here, HiFinance will add up the Invoices and Credit Notes, the
Receipts and the Adjustments in the current accounting period and print
a summary of at the end of each statement. This is can sometimes reduce
enquiries from your clients.
PRINT SUNDRY DEBTOR The special Debtor called SUNDRY
can be excluded
from Statements by entering a N here. This is particularly
useful if you have chosen to print the current transactions in full.
INCLUDE DEBTORS THAT HAVE
A ZERO BALANCE If you answer N here, HiFinance will ignore any Debtor that has a zero balance, even
if there have been current transactions. This option can also be simulated by
choosing the appropriate DOLLAR RANGE as discussed below. This
should not be used as substitute for allocating receipts as un-allocated
transactions are not removed at the end of year. The default answer depends on
how you have answered the preceding questions.
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. HiFinance will always
exclude any Statements that do would print without a balance or transactions.
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).
BALANCE RANGE This is the range of Debtor balances you wish to include. You can
specify that only customers who owe you money be included by entering limits of
$0.01 to $999,999,999,99. Alternatively, you may
wish to exclude customers below a higher dollar range.
To start the report, press <Enter> through each field or simply press <F10>.
