rPrinting Standard Sales Reports
Printing the Monthly Customer Usage Report (Standard)
The Monthly Customer Usage Report lists the items a customer has purchased during a specified month. To be included in this report, the customer's status code must fall within the range entered in the Monthly Usage From and To fields in the (LA) Customer and A/R Parameters screen.
Note: If you run the Monthly Customer Usage Report for departmental customers, the departments must be assigned the same status code as the master account.
You can also print the Monthly Customer Usage Report for customers with status codes that are not specified in the (LA) screen by specifying the same customer number in both the Cust From and To fields.
For this report, the default sort is by customer name, customer department, and item number. Unless you specify otherwise, the report is limited by the status codes specified in the Monthly Usage From and To fields in the (LA) screen.
If an item has been assigned an alias number, the alias number prints instead of the item number. For details, see Item Aliases.
The report also shows the total number of each item ordered and an extended total for all of the items purchased during the month. (The monthly extended total does not include tax.)
Note: Items priced with contract pricing are marked with an asterisk (*) on the report if the report is sorted by contract.
An item is listed each time it was purchased even if it's been purchased more than once during the month. Groups of like items are subtotaled.
Note: The item subtotal includes only the quantities for like items, and does not include previously listed items.
When you print the Monthly Customer Usage Report for a customer whose status falls within the range specified in the (LA) screen, the JOUR-U file is automatically updated with the customer's most recent sales information.
If you print the report for a customer whose status does not fall within the range in the (LA) screen, the report prints, but the JOUR-U file does not update.
Finally, if you print the report without setting limits, all customers whose status falls within the range specified in the Monthly From and To fields in the (LA) screen are included. The JOUR-U file is updated with the most recent sales information for all customers with status codes that fall within either the monthly or quarterly range in the (LA) screen.
To print the Monthly Customer Usage Report:
In the (UR) screen, select the [H] Monthly Customer Usage Report code.
Use the Update field to specify
if monthly usage information is added to the quarter-to-date and year-to-date
totals, or if it is added without including customer departments.
To add monthly usage information to the quarter-to-date and year-to-date
totals, type Y. This information
updates the JOUR-U file as the report prints. The JOUR-U file is created
the first time you do so.
Notes:
You can print monthly reports as often as you like. However,
the file JOUR-U should only be updated once from each month’s sales journal,
after you have performed the period-ending procedures for the month.
If you have already specified Z in
the Update field when printing this report, do not specify Y
when printing it again unless you have deleted your old JOUR-U
file and are building a new one.
To not add usage information for the month
to the quarter-to-date and year-to-date totals, type N.
To add monthly usage information to the quarter-to-date and year-to-date
totals, without including customer departments, type Z.
The JOUR-U file is created the first time you do so.
Notes:
If you have already specified Y
in the Update field when printing this report, do not specify Z when printing it again unless you have
deleted your old JOUR-U file and are building a new JOUR-U file.
You can maintain separate files for each customer if you have customers
on different yearly cycles. To do this, you must first delete or rename
the existing JOUR-U file, if there is one. Then, print the Monthly Customer
Usage Report for one customer. This creates a new JOUR-U file with the
usage information for that customer. Rename this new JOUR-U to something
unique. Repeat this for each customer for whom to keep separate usage
information.
When you are ready to run next month’s usage report for one of these customers,
rename that customer’s file JOUR-U. When you finish, don’t forget to rename
it back to the unique name you gave it earlier. If you run a Quarterly
Customer Usage Report, however, you do not need to rename that customer’s
file. You can simply specify the name of the file to use in the File field.
In the Clear field, you can specify whether the year-to-date dollar and quantity information are zeroed out before updating JOUR-U, whether all quarterly usage information is cleared before updating the file from the sales journal, or both.
Note: If you enter a response in this field, the specified usage information in the JOUR-U file is cleared for all customers, regardless of how you limit the report.
To delete all year-to-date usage information
before updating the file JOUR-U, type Y.
To clear all quarterly usage information before updating the file from
the sales journal, type Q.
To clear all quarterly usage information and the year-to-date usage information
before updating the file from the sales journal, type B.
Note: The first time you specify Y in the Update field to create the file JOUR-U, you should also specify B to clear both year-to-date and quarterly usage information. Specifying B to clear year-to-date and quarterly usage information only clears quantity and sales information from JOUR-U. A record of all items purchased since JOUR-U was created is maintained. These items print on the usage report with a zero amount in the sales field. This is helpful for customers to see what they purchased last year.
To not keep a record of all items purchased since JOUR-U was created, we recommend that you rename JOUR-U or delete it before running the first Monthly Customer Usage Report for the new year.
The Monthly Customer Usage
Report sorts by customer name, customer department and item number. Although
you can't change the sorts, you can make contract items easy to recognize.
In the Sort 1 field, type # to
mark contract items with asterisks. This also marks contract items on
the Quarterly Usage Report and in the JOUR-U file. Specify the same sort
each time you update the JOUR-U file.
Limits define the information
included in a report. You set limits by specifying a range of information
(salesperson numbers or customer names, for example). Information falling
within the range is included in the report; information outside the range
is excluded. For example, when generating a salesperson report, you can
limit the report to only salesperson numbers within a certain range, or
even to one specific salesperson number.
You can set several limits for a report. However, a record must meet
all the limits to be included in the report. The report is automatically
limited to customers whose status is included in the range set in the
Monthly Usage From and To fields in the (LA) screen.
To limit the report, tab to the fields to use and enter the beginning
range in the From field. Enter the ending value in the To field. To limit
the report to a single piece of information, enter the same thing in both
From and To fields.
To include all of the applicable information, press Enter. Go to Step 6.
Use the Slsm From and To fields to limit by salesperson number.
Use the Cust From and To fields to limit by customer number.
In the Location field, press Tab to use location 1, or enter another G/L location. Space through the field to include all G/L locations.
In the Printer field, enter the name of the printer to use. To update the JOUR-U file without printing the report, type B:
Note: You must use wide paper or set your printer for compressed print (17 characters per inch) to print this report. To set your printer for compressed print, change the print setting manually. Refer to your printer manual for instructions.
In the Copies field, enter the number of copies to print.
In the Totals Only field, press Tab.
In the File field, enter the
sales journal from which to gather the information for this report.
The default sales journal is PREV-S. This file name reminds you to
enter the name of the sales journal from which to print (usually the JOUR-S
file).
To print this report using information from a previous month’s sales
journal, enter the name you gave that file during the month-end procedure.
In the Volume field, enter the volume serial of the unit where the file is located. To accept the default volume serial, press Tab. The default volume serial comes from the Sales Jour field in the Volume Serials Record of the (LØ) Global Master Parameters screen. The report prints.
See also: