5.11. Debtor Reports
There are 12 debtors reports that can be generated at any time. When a report is selected a screen will be displayed that allows you to select which accounts will be printed and in what sequence. Some reports allows you to further specify how and what will be printed. The report with the greatest number of selection criteria is the Aged Trial Balance, so we will use this as an illustration.
Three function keys are available for most reports.
[F2]Allows you to pop-up a list of debtors.
[F3]Allows you to re-direct the report to any printer that is on line, the screen or an ASCII file.
[F4]Allows you to tag selected debtors to report on. For more information on how to tag refer to Tagging Debtors in this section of the manual.
First to last
Equity automatically enters the first and last debtor in your list, but if you wish to report on only a select portion of the list you can overwrite the defaults. The [F2] pop-up is available on these fields.
Aging - All or Period
This is a multi-choice field that allows you to specify which period you wish to report on. It defaults to `All' which will print current, 30, 60 and 90 day balances, but by pressing the right arrow key you can choose to print only debtors with balances in the specified period.
Print All Details
This field defaults to `No' which will print a summarised balance. If you wish an itemised report that will show all outstanding transactions enter [Y].
Print Zero Balances
(Aged Trial Balance and Statement print only) This question defaults to `No' but if you wish to print every debtor whether they have balances or not enter [Y].
Charge Accounts Only
This field defaults to `No' and all accounts, whether charge or not, will be printed. Enter [Y] if you wish only Charge Accounts to be printed. For more information on charge accounts refer to Charge Account in this section.
Select by Class/Area
This field defaults to `No' and the report sequence will be alphabetical by Debtor code. If you wish to report by Class/Area enter [Y] and a table will pop-up for you to choose which Class/Areas you wish to report on. You can enter up to five at a time.
Print Report
This field defaults to `Yes'. If you don't wish to proceed with the report then press [N].
No. Copies
This field defaults to `1' but if you require more copies enter in the number required.
As you can see, you can define which debtors you wish to report on and in what order. If you want to accept all the defaults press [Ctrl][Enter] for quick entry.
5.11.1. Tagging Debtors
The term "tagging" refers to the process by which a sub-list can be made. When you press [F4] to tag, a screen listing all debtors will be displayed.
To tag a debtor, move the highlight bar and press [Tab]. To untag press [Tab] again. If you wish to clear all tags press [F9].
Press [F10] to enable the list. When a tagged list is enabled a message will be displayed near the bottom of the screen. When you are going to report by a tagged list you don't have to change `first' and `last' defaults. The list will remain tagged until you remove the tags with the [F9] key, but will need to be re-enabled each time you wish to print the report.
Tagged lists are available on the following debtor reports :
Aged Trial Balance
Sales Profit Report
Statement(s)
Debtor File Print
Quick Reference Print
Sales History Report
Mailing Labels
New Debtors
Reference by Suburb
5.11.2. Aged Trial Balance
This report details the aged balances owed from your debtors in a Current/30/60/90 day format. Any unallocated payments and credits are listed separately for easy viewing. Month-to-date and Year-to-date sales, last payment amount and date of payment are also listed. For convenience the contact person and phone number are listed on the report.
Note : This report can be run in condensed (shown) or itemised form. An itemised report lists every invoice amount separately in the appropriate age.
5.11.3. Debtors Transaction Report
Lists, by Audit trail number, all invoices, payment and journals for selected debtors. Debits and Credits are shown in separate columns with a running total. All transaction types are totalled at the bottom of the report. This should be printed at the end of the month to provide a complete list of current debtor transactions.
Note: If transactions have been back-dated into a previous month you will need to select 'All' rather than 'Current' so these back-dated transactions are printed on the this month's Transaction Report. The 'All' option does not print the whole years debtor transactions - just those entered in the current month regardless of the transaction date.
5.11.4. Sales Journal/Tax Report
Lists, in invoice number sequence, all invoices and credit notes, Reference numbers, Debtor code and Name, Gross amount (excludes sales tax and freight), Sales tax component charged, total freight component and an overall total of the transaction. This report is used to remit your Sales Tax for each month and report on invoices/credit notes issued. You can select to print all outstanding invoices and credit notes if you wish. Area totals are also printed at the bottom of the report.
This report should be run BEFORE running an End of Month for Debtors as it cannot be back-dated.
5.11.5. Period Reports
You can elect to print a Sales Register, a Receipts Register and a Journal Register, or all three. You can enter a start and end date within the current month and which reports you require.
Note : You cannot back-date these reports past the current month.
5.11.5.1. Sales Register
This report lists, by invoice number, each invoice and credit note created within the specified dates. The date, value, discount, freight and tax component are printed, along with the total and the costs. Gross Profit is calculated for each invoice and grand totals for the month are printed at the end of the report.
5.11.5.2. Cash Receipts Register
This report lists, by Audit trail number, all receipts received within the specified dates. The date, amount and discount amount are listed, along with the reference. Grand totals for receipts and discounts are printed at the end of the report.
5.11.5.3. Journal Adjustments Register
This report lists, by Audit trail number, all debtor journals entered within the specified dates. The date and credit or debit amount is listed, along with the reference. Debits and credits are listed in separate columns and are totalled at the end of the report.
5.11.6. Sales/Profit Report
This report lists, by Debtor code, the monthly and yearly sales, costs and profit amounts and calculates the Gross Profit as a percentage. Grand totals are printed at the end of the report.
You can enter the first and last debtor to print and select by Class/Area if required. The [F4] tag facility is available on this report.
5.11.7. Statements
This report allows you to print statements for selected or all debtors that require statements. You can enter the first and last debtor and elect to print statements for debtors with zero balances. You have the option of selecting by Class/Area and the [F4] tag facility is available on this report. Refer to Tagging Debtors in this section of the manual for more information on tagging lists.
[F5] Allows you to enter messages that will be printed on your statements. You can enter aged messages that will print the appropriate message according to the oldest outstanding invoice and a default message that will print on every statement.
Note: If you find that statements are not printing to your format, the format can be changed. Refer to Invoicing Options in the Managers Module for more information on changing statement formats.
Once you have printed out statements you can elect to print out mailing labels for these debtors if you have selected your statements using a tagged list. You will need to run a label print, re-enabling your tagged list.
5.11.8. Sales History Report
This report lists the total monthly sales for each selected debtor. Grand totals for each month are printed at the end of the report. You can enter the first and last debtor to print and/or select by Class/Area. The [F4] tag facility is available on this report. Refer to Tagging Debtors in this section of the manual for more information on tagging lists.
5.11.9. New Debtors Report
This report lists all new debtors added to your debtors file within the month. Their Debtor code, name, address and phone number are listed along with the last invoice date.
5.11.10. Mailing Labels
Allows mailing or delivery labels for selected debtors to be printed. You can elect to print 1 or 2 labels across the page. You can enter the first and last debtor to print and/or select by Class/Area. The [F4] tag facility is available on this report. Refer to Tagging Debtors in this section of the manual for more information on tagging lists.
If you have just printed debtor statements you can print mailing labels for these debtors as long as you printed your statements from a tagged list - just re-enable the tagged list.
5.11.11. Debtors File Print
This report lists, by Debtor code, their name, address, phone numbers, contact, price category, credit limit, invoice discount and last invoice amount & date. You can enter the first and last debtor to print and/or select by Class/Area. The [F4] tag facility is available on this report. Refer to Tagging Debtors in this section of the manual for more information on tagging lists.
5.11.12. Quick Reference Report
This report lists, by Debtor code, their name, suburb and postcode for selected debtors. You can enter the first and last debtor to print and/or select by Class/Area. The [F4] tag facility is available on this report. Refer to Tagging Debtors in this section of the manual for more information on tagging lists.
5.11.13. Reference by Suburb
This report lists, by suburb, each debtor's code and their name, address, phone numbers and contact. You can enter the first and last suburbs to print.