Printing Custom Accounts Receivable Reports
Changing the A/R Print Line
In the print line, you can specify where and how the report prints. You specify how many records to print, the location to include on the report, the number of copies to print, and the printer.
The first field of the print line is the Totals Only field. When the cursor moves to this field, the Enter Printer/Copies/Records message appears.
To print the report from a journal file, press Esc. A/R journal files are created when you purge (delete) completed transactions from the files that contain current A/R information. For details, see Accounts Receivable Basic Procedures. To print the report from an A/R journal file, enter the file name in the File field. In the Vol field, specify the volume serial that contains your A/R journal file.
The Totals Only field lets you omit report detail and print only the subtotals and totals for each customer. To print totals only, type Y. To print the report with detail, type N.
Note: The Totals Only field applies only to the A/R Trial Balance Report and to statements. When you print other custom A/R reports, tab past it.
The cursor moves to the Loc field. Tab to accept the default location, or enter the G/L location for which you want to print the report. If the location number is only one character, press Tab. To include all locations, space through the default location.
In the Prt field, press Tab to accept the default printer, P1, or enter the logical name of the printer you want to use for the report.
The cursor moves to the Copies field. Specify whether to print multiple copies of the report. Enter the number of copies to print. If you're printing statements, go to Step 7.
The cursor moves to the Recs field. Depending on the size of your database, some reports may be quite lengthy. This field lets you limit a report to a specified number of records. All records within the limits you set are sorted first. Any records above the number you specify in the Recs field are excluded from the report.
Enter the number of records to include on the report. To include all records in the database that match your limits, tab through this field.
The cursor moves to the Chain field. The chaining feature lets you print two or more reports in sequence. When you print a chained report, you can print all subsequent reports, as well. The specified report prints using any changes you have made to the sorts, limits, detail lines, or print lines. Subsequent reports in the chain print using their default sorts and limits, and print on the default printer.
Note: If you specify a location for the initial report in the print lines, the subsequent chained reports are also affected.
If this report is linked to others, to print the subsequent reports in the chain, type Y. If the report is not linked to others, or to not print the other reports in the chain, type N.
The Age By field is used to calculate the age of an invoice by counting the days between the invoice date and the date you specify here.
Note: Instead of using the invoice date, you can also use the discount due date or a user-selected date. See Step 12.
After aging, invoices are divided into four groups: current, and exceeding 30, 60, or 90 days. Press Tab to use the system date, or specify a different date.
Note: When aging invoices, it's the actual days elapsed that are counted, not the month. Suppose that an invoice is dated 05/15/03. The invoice is 30 days old on 06/14/03, not 6/15/03, because May has 31 days.
Use the Cutoff By field to exclude from the report postings made after a specific date. Tab past this field to include all postings that meet the limits you set, or specify a cutoff date. (If you specify a cutoff date, the report includes only postings made on or before that date.)
Use the Zero Inv field to indicate whether to print invoice transactions with a zero balance. (When postings are complete, the balance is zero.)
To print all invoices, including those with a zero balance, type Y. To exclude invoices with a zero balance, type N.
If you're printing statements or past due letters, go to Step 12.
Use the Past field to limit the trial balance by the age of an invoice balance. To include all invoices that meet the other limits you set, regardless of age, press Tab. To limit by age, enter one of the following codes:
|
1 |
Include all invoices with a current balance |
|
2 |
Include only invoices with a balance older than 30 days |
|
3 |
Include only invoices with a balance older than 60 days |
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4 |
Include only invoices with a balance older than 90 days. |
Use the Update field to indicate if you want to update customer A/R totals with the aging information that appears on the report. When customer A/R totals are updated, individual totals in the Customer History window are updated, as well as the totals in the (PDA) President's A/R screen. This field applies only if no limits or locations were set.
Note: The Update field applies only to the A/R Trial Balance Report. When you print other custom A/R reports, tab past this field.
To update customer history, type Y. To not update customer history, type N.
In addition to the aging date, the date of the invoice is necessary to determine the age of your customer's unpaid invoices. You set the aging date in the Age By field. See Step 10. Use the Age By Invoice Date prompt to indicate which date to use for the invoice. To select the actual invoice date, press Enter.
To age receivables by the invoice date, type I. This also updates customer history with the report's aging calculations.
To age receivables by the discount date, set in the Hold Type and # fields in the Customer window, type D. Discount date is the date by which a customer must pay to qualify for a discount.
To select another date, type U. This date is set by two parameters in the (LA2) A/R Parameters screen: User-Selected Date for AR-MASTER and Net Date Number Of Days.
Return to:
Printing a Trial Balance Report (Custom)
Printing Past Due Letters (Custom)
See Also: