Printing Standard Accounts Receivable Reports
Printing a Trial Balance Report (Standard)
The Trial Balance Report shows account information for each customer, and provides aged totals for each customer account. (Aging determines how old each invoice is, and divides a customer's balance into four subtotals: current, over 30 days old, over 60 days old, and over 90 days old.) When accounts are aged, individual customer histories in the Customer History window are updated, as well as the total A/R figures in the (PDA) President's A/R screen.
Note: To age your customer accounts when printing this report, you must print it without setting limits.
If you age customer accounts while printing this report, it is a dedicated function.
You can also age customer accounts without printing a Trial Balance Report. This is called an Age Only Trial Balance. See Aging Accounts Receivable.
By default, the Trial Balance Report is sorted by customer name, customer account number, and invoice number. There are no default limits for this report.
In the (OR) Accounts Receivable Reports screen, select the [B] Trial Balance action code.
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.
Use the Age Only field to specify the information to include in the report. To age accounts receivable, update customer history and print the Trial Balance Report, press Enter.
Use the Open CODS Only field to limit the report to outstanding COD invoices. To include only COD invoices with outstanding balances, type Y. To not limit to outstanding COD invoices, type N.
Use the Totals Only field to indicate whether to print information about each invoice, or only the totals, which normally print at the end of the report. To include only the totals, type Y. To print information about individual invoices as well as totals, type N.
Use the Save File Name field to create a list of names for past due letters. It saves a list of the customers included on a Trial Balance Report. You can then print past due letters, using this list to supply the customers' names and addresses. For example, you could print a report that includes only accounts with balances over 60 days old. In the Save File Name field, specify a file name. You can use any name you like -- OVER60, for example. Then you could print past due letters for each of these accounts.
To not save a list of customers, press Tab.
To save a list of customers in a file, enter a file name. If the file name you choose does not fill the entire field, press Tab.
To use the default sorts (sorting by customer name, customer account number, and invoice number), tab to the Accounts Balances fields. Go to Step 7.
To specify sorts, enter the code that corresponds to the sort you want to use. The sort codes appear on the screen to the right of the Sort Order field. You can specify up to three sorts.
Use the Accounts Balances fields to set limits. There are no default limits. If you do not specify limits, the report includes information about every invoice.
Note: Remember that you must not set limits if you want to age your accounts and update customer history with the results.
To not set limits, press Enter to move to the Location field. Go to Step 8.
You can set two types of limits: account balance limits and range limits. Account balance limits let you include or exclude invoices or accounts based on their balances. Range limits let you specify ranges of invoices or accounts to include. You can set as many limits as you like. However, an invoice must meet all of the limits you set to be included on the report.
Setting Account Balance Limits
Use the first three of the Accounts Balances fields (Zero, Credit and Zero Invoices) to set limits for accounts and invoices that do not have outstanding balances.
Use the Zero field to set limits for accounts with a zero balance.
Use the Credit field to set limits for accounts with a credit balance.
Use the Zero Invoices field to set limits for invoices with a zero balance.
To include a category on the report, type Y. To exclude a category, type N. To include one category only, type O.
Use the two remaining account balance fields to limit by amount.
Use the Over $ field to specify a minimum balance to include. If you specify 100.00 in this field, for example, only accounts with a balance of $100.00 or more are included on the report.
Use the Pastdue field to specify age as a limiting factor. (When you limit by age, the report includes current activity, so that you can determine whether the customer has recently made any payments.) To limit by age, enter one of the following:
30 Includes only accounts with balances 30 days old or older
60 Includes only accounts with balances 60 days old or older
90 Includes only accounts with balances 90 days old or older.
Note: To be accurate, age your accounts first before using the Pastdue field to limit the report. For example, you could use the age-only procedure to age the accounts, and then print a Trial Balance Report limited to accounts with balances 60 days old or older.
Setting Limiting Ranges
Set limits by entering ranges in the appropriate fields. Enter the beginning of the range you want to include in the first field, and enter the end of the range in the corresponding To field. For example, to limit the report to customers with status codes A through F, you would specify A in the Status field, and F in the corresponding To field.
When limiting to a single value, you can enter the value in the From field, and leave the To field blank.
Use the Name and corresponding To fields to limit by customer name. Customer names are set in the Name field in the Customer Master tab. Do not limit by customer name if you sort by customer account number.
Use the Number and corresponding To fields to limit by customer account number. Account numbers are set in the Customer Master tab. Do not limit by customer account number if you sort by customer name.
Use the Status and corresponding To fields to limit by customer status codes. A customer's status code can be set in two places: in the Status O/E box in the Customer Master tab, and in the Status OE box in the Customer Order Entry tab. The status code in the Order Entry tab can be different for each location.
Use the Salesman and corresponding To fields to limit by a range of salesperson numbers. The salesperson assigned to each customer is specified in the Customer Master tab.
Use the Zip and corresponding To fields to limit by a range of zip codes. These fields accept both numbers and letters, so you can include Canadian zip codes. Customers' zip codes are set in the Zip # field in the Customer Master tab.
Use the Remote ID and corresponding To fields to limit by specifying remote IDs for customers with remote order entry terminals. These IDs are set in the Remote ID box in the Customer Order Entry tab.
When you finish specifying the limits for this report, press Enter.
Use the Location field to limit the report by location. To include all general ledger locations, leave the field blank. Limit the report to a specific location by entering it. (To limit the report to location 02, for example, enter 02.)
The Ageing field is used to calculate the age of each 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. For more information, see Step 13.
After aging, the invoices are divided into four groups: current, and exceeding 30, 60, or 90 days. (Calendar months are not used for this.) Tab to accept the system date, or specify a different date.
The Cutoff Date field lets you exclude from the report postings made after a specific date. Tab 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 Printer field to specify the logical name of the printer for this report.
Use the Copies field to specify how many copies of the report to print.
To determine the age of your customer's unpaid invoices, you need the aging date and the date of the invoice. You set the aging date in Step 9. At the Age By Invoice Date, Discount Due Date, or User-Selected Date prompt, you can 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 updates customer history with the report's aging calculations.
To age receivables by the discount date, (set by the Hold Type and Days boxes in the Customer Order Entry tab), type D. This is the date by which a customer must pay to qualify for a discount.
To age receivables using a date you select, type U. You select this date through two parameters in the (LA2) A/R Parameters screen: User-Selected Date For AR-MASTER and Net Date Number Of Days.(For details, see Setting Accounts Receivable Parameters.)
Once the report prints, it ages customer accounts and updates customer history, unless you set limits.
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