Extended criteria on reports

Debtors

This service pack provides an enhancement to management reporting in Debtors Ledger.

To use this enhancement you will need to ensure that your software has the following service packs applied:

 

Debtors Ledger zd60_000035_000.gsp

Creditors Ledger zp60_000034_000.gsp

Product Maintenance zm60_000035_000.gsp

Customer selection by range of salesperson, territory etc, which is already available in Aged Debt, has been extended to other management reports and range selection on user-defined classification codes has been introduced. Thus customers can now be selected, based on:

  • Customer code
  • Territory code
  • Salesperson
  • Customer currency code
  • Terms code
  • Credit rating
  • Classification codes 1-4

The report criteria selected by an operator are recorded and presented as defaults next time that operator runs the report and there is an option to print for each company in turn without operator intervention.

The enhancements are shown in the following table:

Enhancement

Aged Debt

Period Postings

Open Transactions

Customer Turnover

Transaction History

Range of territory, rep, currency, terms, credit rating

Ö

New!

New!

New!

New!

Range of customer name and classifications

New!

New!

New!

New!

New!

Sequence by Customer name

Ö

New!

New!

Ö

New!

Sequence by rep, currency, credit rating, terms

Ö

New!

New!

New!

New!

Sequence by terms, classifications

New!

New!

New!

New!

New!

Default parameters

Ö

New!

New!

New!

New!

All companies

New!

New!

New!

Ö

New!

Total less than given value

New!

-

-

-

-

Any period

-

New!

-

-

-

Bottom n customers

-

-

-

New!

-

 

 

Creditors

This service pack provides an enhancement to management reporting in Creditors Ledger.

Supplier selection by range of supplier type, priority etc, which is already available in Aged Transactions has been extended to other management reports. Thus suppliers can now be selected based on:

  • Supplier code
  • Supplier type
  • Priority
  • Supplier currency code
  • Terms code

The report criteria selected by an operator are recorded and presented as defaults next time that operator runs the report and there is an option to print for each company in turn without operator intervention.

The enhancements are shown in the following table:

Enhancement

Aged Transactions

Period Postings

Open Transactions

Supplier Turnover

Transaction History

Range of supplier type, priority, currency & terms

Ö

New!

New!

New!

New!

Range of supplier name

New!

New!

New!

New!

New!

Sequence by supplier name

Ö

New!

New!

Ö

New!

Sequence by priority, type, currency, terms

Ö

New!

New!

New!

New!

Default parameters

Ö

New!

New!

New!

New!

All companies

New!

New!

New!

Ö

New!

Total less than given value

New!

-

-

-

-

Any period

-

New!

-

-

-

Bottom n suppliers

-

-

-

New!

-

 

 

Debtors Ledger

 

Reports and Statistics Menu

Single Line Aged Debt

This option prints a summary aged debt report in a more compact format.

 

Aged Debt

 

Selection Criteria Window

Fig 1: Aged Debt selection criteria window

Purpose

This window enables you to enter selection criteria for the Aged Debt report.

The prompts are:

Single company

(Only for multi-company systems) Tick to choose a company for the report, leave blank to print the report for each company in turn.

Company

(Only if Single Company has been selected in a multi-company system) Enter the code of the company required. A lookup is available.

Ranges

 

Search By Customer

Choose "Code" or "Name".

Range Entry

For each item the dialogue is as follows:

 

Select All, Single or Range.

If you select All, the From and To prompts are skipped.

If you select Single, you are prompted to enter a value in the From prompt. A lookup is available.

If you select Range, you are prompted for both From and To codes. Lookups are available

 

You are prompted for:

 

  • Customer code or name
  • Trading terms
  • Credit rating
  • Currency code for account currency (on multi-currency systems only).
  • Sales representative
  • Territory
  • Four user-defined classification codes. The text which appears in this window is the same text that has previously been entered as the code descriptions in Debtors System Parameters.

Sequence

 

Sequence report by

Select the sequence in which customers are to be printed or exported. The choice is by:

 

  • Customer (code or name according to the range selection)
  • Credit rating
  • Sales rep.
  • Customer account currency (on multi-currency systems only).
  • Debt - amount outstanding
  • Territory
  • Four user-defined classification codes. The text which appears in this window is the same text that has previously been entered as the code descriptions in Debtors System Parameters.

Ageing

 

Effective date

Enter the effective date. This defaults to the last day of the current period. All transactions dated later than the effective date are grouped into a single column titled "After dd/mm/yy". If transaction and allocation history is available, the effective date can be before the end of the last closed period so long as it is later than the last purge date. If history is being kept for key customers only, reports with an effective date earlier than the start of the current period are automatically limited to key customers' accounts only.

From invoice or due date?

The program uses either transaction invoice dates or due dates to age transactions and determine the period transactions contribute to. Select Invoice Date or Due Date from the drop-down box.

Ageing Periods

Select either Calendar Month or the standard ageing period type set for your system (i.e. Financial Periods or Periods in Days).

Note

In system parameters the ageing periods are set as either the financial periods or a fixed number of days, 1-30 for period 1, 31-60 for period 2 etc. For purposes of this report you can select either the type of ageing specified in System Parameters or ageing by calendar month.

Ageing periods 1, 2, 3, 4 and older

This prompt lets you restrict the report to accounts that have outstanding transactions within specific ageing periods. You can either do this by entering a pattern of Y's and N's or a range of numbers. You must enter a continuous range of periods; i.e. you can enter YYYNN to select periods 1, 2 and 3 but you cannot enter YNYNY to select periods 1, 3 and 5.

Examples

Enter YYYYY or 1-5 to include all periods.

 

If ageing by accounting period, set to NYNNN or 2 to select accounts with outstanding transactions in the second past period and no outstanding transactions in earlier periods.

 

If ageing is by elapsed days from invoice date, such as 0-30, 31-60, 61-90, 91-120 and over 120, set to NNYYY or 3-5 to select accounts with transactions over 60 days old.

Content

 

Over credit limit customers only?

Tick if you want to restrict the selection to customers who are over their credit limit. Otherwise leave blank.

Note

Debtors Ledger checks the customer’s current balance against the credit limit.

 

On accounts trading in more than one currency, the current balance is calculated by converting the balance in each currency to account currency at the exchange rates in force for today and summing the results.

Transactions dated after the effective date

Tick to include transactions dated after the effective date of the report. These are shown in a column to the left of the first aged period, and their values are included in the account total. Leave blank to exclude these transactions.

Customer report total

If you want to restrict the selection of customers based on the total value shown for them on the report, select "Greater than" or "Less than" and enter the required value. Select "All" to print all customers.

 

Debtors Ledger calculates the customer total by:

  • Removing any allocations to transactions dated after the effective date
  • Working out the aged balances by adding up the open transaction amounts for each ageing period
  • Adding the aged balances for the ageing periods you have selected for inclusion in the report.

Format

 

Days Sales Outstanding?

Tick if you want to print the days sales outstanding at the effective date of the report for each account on the report and for the report as a whole. Leave blank to omit this information from the report.

 

Days Sales Outstanding (DSO) on each account is calculated by counting back the outstanding balance of the account at the effective date for the report by the billing to the account per ageing period including an appropriate proportion of the days from that period in which the count back goes to zero.

 

DSO for the whole report is calculated by counting back the outstanding balance on the report at the effective date by the billing per ageing period on the report as a whole, including an appropriate proportion of the days from the period in which the count back goes to zero.

 

Total billing for an ageing period is taken as the sum of all invoices and credit notes dated in the period in question. Transactions dated after the effective date are ignored.

 

DSO is not shown for balance forward accounts but is shown for open item accounts presented as balance forward.

 

DSO in excess of the number of days between the effective date of the report and the later of the start of the oldest selected ageing period or the start of the 1st period for which all data is still held, appears as ">nnn" where nnn is the number of days between the two.

 

DSO on an account that is in credit at the effective date of the report is zero.

Customer Notes

Tick if you want to print or export customer notes, otherwise leave blank.

Contact Details

Tick if you want the contact details for the customer printed on the report. Otherwise leave blank. Use the "Settings…" button to select the contact information you require.

Customer actions dated after

If you want to print or export actions, enter a date here. Any actions for the selected customers dated later than this date will be included. Leave blank to exclude all actions.

On completion

Þ Print Options Window

Buttons:

The buttons at the bottom left of the screen enable you to amend areas of the screen. There are two exceptions:

Search

Invokes a search of the appropriate items whenever a search is available.

Recall

Recalls a list of customers, which has previously been saved using the Review function. The customer range and sequence are fixed by the list and the remaining selection prompts are skipped, but may be amended using <BackTab>.

 

Contact Details Window

Fig 2: Contact Details Window

Purpose

To let you specify which contact details you want to print on the report.

Telephone number

Tick if you wish this to appear on the report

Fax number

Tick if you wish this to appear on the report

Mobile number

Tick if you wish this to appear on the report

Email address

Tick if you wish this to appear on the report

Web address

Tick if you wish this to appear on the report

Contact type

Select the contact type or "Any" to select the first contact on file for the customer’s statement address

 

 

Period Postings

 

Selection Criteria Window

Fig 3: Period Postings selection criteria window

Purpose

This window enables you to enter selection criteria for the Period Postings report.

 

The prompts are:

<Sections relating to Company, Ranges and Sequence same as for Aged Debt>

Exclude Customers

The next prompt enables you to exclude customers from the report based on the activity on their account during the period of the report.

 

Select the customers to be excluded, either:

 

  • none
 

  • with no transactions in period
 

  • with zero balance at end of period
 

  • with no transactions in the period AND zero balance at the end of the period
 

  • with no transactions in the period OR zero balance at the end of the period

Transactions for period

(Only if you are printing the report for a single company) Choose Current, Next or Select.

Note

If you are printing the report for All Companies you must select a specific period.

Year

(Display only if you chose Current or Next above) Enter the year of the required period. A lookup allows you to select the year and period.

Period

(Display only if you chose Current or Next above) Enter the number of the period required. A lookup is available.

End date

(Display only) The end date of the selected period.

Format

 

Currency of Transactions

(Multi-currency ledgers only.) Select Entry or Account.

On completion

Þ Print Options Menu. This is described in detail in the Global 3000 Installation & Set-up Manual.

Buttons:

The buttons at the bottom left of the screen enable you to amend areas of the screen. There are two exceptions:

Search

Invokes a search of the appropriate items whenever a search is available.

Recall

Recalls a list of customers which has previously been saved using the Review function. The customer range and sequence are fixed by the list and the remaining selection prompts are skipped, but may be amended using <BackTab>.

 

Open Transactions

 

Selection Criteria Window

Fig 4: Open Transactions selection criteria window

Purpose

This window enables you to enter selection criteria for the Open Transactions report.

The prompts are:

Content

 

Credits, Debits or All

Select Credits, Debits or All transactions for inclusion in the report.

Format

(Only for multi-currency systems)

Currency of transactions

Select Account currency or Entry currency

List a customer’s transactions for each currency

(Only if printing in entry currency on multi-currency systems). Select by transaction date or by transaction type.

On completion

Þ Print Options Menu. This is described in detail in the Global 3000 Installation & Set-up Manual.

Buttons:

The buttons at the bottom left of the screen enable you to amend areas of the screen. There are two exceptions:

Search

Invokes a search of the appropriate items whenever a search is available.

Recall

Recalls a list of customers which has previously been saved using the Review function. The customer range and sequence are fixed by the list and the remaining selection prompts are skipped, but may be amended using <BackTab>.

 

Customer Turnover

 

Selection Criteria Window

Fig 5: Customer Turnover selection criteria window

Purpose

This window enables you to enter selection criteria for the Customer Turnover report.

The prompts are:

Sequence

 

Sequence report by

Select from the drop-down box:

 

Turnover Value

 

  • Customer (account code according to the range selection)
 

  • Credit rating
 

  • Sales rep.
 

  • Customer account currency (on multi-currency systems only).
 

  • Territory
 

  • User-defined classification codes. The text, which appears in the drop-down box, is the same text that has previously been entered as the code descriptions in Debtors System Parameters.

Content

(Only if you have sequenced the report by turnover)

 

Select All Customers or the customer with the Top or Bottom turnover.

 

(Only if you have selected Top or Bottom)

 

Enter the number of customers to be printed.

On completion

Þ Print Options Menu. This is described in detail in the Global 3000 Installation & Set-up Manual.

Buttons:

The buttons at the bottom left of the screen enable you to amend areas of the screen. There are two exceptions:

Search

Invokes a search of the appropriate items whenever a search is available.

Recall

Recalls a list of customers, which has previously been saved using the Review function. The customer range and sequence are fixed by the list and the remaining selection prompts are skipped, but may be amended using <BackTab>.

 

Transaction History

 

Selection Criteria Window

Fig 6: Transaction History selection criteria window

Purpose

This window enables you to enter selection criteria for the Transaction History report.

The prompts are:

Sequence

 

Sequence report by

Select from the drop-down box:

 

  • Transaction Number
 

  • Customer (account code according to the range selection)
 

  • Credit rating
 

  • Sales rep.
 

  • Customer account currency (on multi-currency systems only).
 

  • Territory
 

  • User-defined classification codes. The text, which appears in the drop-down box, is the same text that has previously been entered as the code descriptions in Debtors System Parameters.

Content

 

Transactions dated from … to …

Enter the date range for which you wish transactions to be printed.

Transaction type

Select the type of transactions you wish to include. The options are:

 

  • All
 

  • Invoices
 

  • Credit notes
 

  • Invoices & Credits
 

  • Credit claims
 

  • Journals
 

  • Reversal journals
 

  • Payments
 

  • Customer refunds
 

  • Dishonoured cheques

Format

(Only for multi-currency systems)

Currency of transactions

Select Account currency or Entry currency

On completion

Þ Print Options Menu. This is described in detail in the Global 3000 Installation & Set-up Manual.

Buttons:

The buttons at the bottom left of the screen enable you to amend areas of the screen. There are two exceptions:

Search

Invokes a search of the appropriate items whenever a search is available.

Recall

Recalls a list of customers, which has previously been saved using the Review function. The customer range and sequence are fixed by the list and the remaining selection prompts are skipped, but may be amended using <BackTab>.

 

Creditors Ledger

 

Aged Transactions

 

Selection Criteria Window

Fig 7. Aged Transactions selection criteria window

Purpose

This window enables you to enter range criteria for the Aged Transactions report.

The prompts are:

Single company

(Only for multi-company systems) Tick to choose a company for the report, leave blank to print the report for each company in turn.

Company

(Only if Single Company has been selected in a multi-company system) Enter the code of the company required. A lookup is available.

Ranges

 

Search By Supplier

Choose "Code" or "Name".

Range Entry

For each item the dialogue is as follows:

 

Select All, Single or Range.

  • If you select All, the From and To prompts are skipped.
  • If you select Single, you are prompted to enter a value in the From prompt. A lookup is available.
  • If you select Range, you are prompted for both From and To codes. Lookups are available

 

You are prompted for:

 

  • Supplier code or name
  • Trading terms
  • Priority
  • Supplier Type
  • Currency code for account currency (on multi-currency systems only).

Sequence

 

Sequence suppliers by

Select the sequence in which suppliers are to be printed or exported. The choice is by:

 

  • Supplier (code or name according to the range selection)
 

  • Priority
 

  • Trading terms
 

  • Debt – amount outstanding
 

  • Supplier account currency (on multi-currency systems only).

Ageing

 

Effective date

Enter the effective date. This defaults to the last day of the current period. Transactions later than the effective date are excluded from the report. If transaction and allocation history is being held, the effective date can be before the end of the current period so long as it is later than the last purge date. If the history is being held for key suppliers only, a report for an effective date earlier than the start of the current period includes key suppliers only.

From invoice or due date?

The program uses either transaction invoice dates or due dates to age transactions and determine the period transactions contribute to. Select Invoice Date or Due Date.

Ageing Periods

Select either Calendar Month or the standard ageing period type set for your system (i.e. Financial Periods or Periods in Days).

Note

In system parameters the ageing periods are set as either the financial periods or a fixed number of days, 1-30 for period 1, 31-60 for period 2 etc. For purposes of this report you can select either the type of ageing specified in System Parameters or ageing by calendar month.

Ageing periods 1, 2, 3, 4 and older

This prompt lets you restrict the report to accounts that have outstanding transactions within specific ageing periods. You can either do this by entering a pattern of Y's and N's or a range of numbers. You must enter a continuous range of periods; i.e. you can enter YYYNN to select periods 1, 2 and 3 but you cannot enter YNYNY to select periods 1, 3 and 5.

Examples

Enter YYYYY or 1-5 to include all periods.

 

If ageing by accounting period, set to NYNNN or 2 to select accounts with outstanding transactions in the second past period and no outstanding transactions in earlier periods.

 

If ageing is by elapsed days from invoice date, such as 0-30, 31-60, 61-90, 91-120 and over 120, set to NNYYY or 3-5 to select accounts with transactions over 60 days old.

Content

 

Over credit limit suppliers only?

Tick if you want to restrict the selection to suppliers whose credit limit has been exceeded. Otherwise leave blank.

Note

Creditors Ledger checks the supplier balance against the credit limit.

 

On accounts trading in more than one currency, the current balance is calculated by converting the balance in each currency to account currency at the exchange rates in force for today and summing the results.

Transactions dated after the effective date

Tick to include transactions dated after the effective date of the report. These are shown in a column to the left of the first aged period, and their values are included in the account total. Leave blank to exclude these transactions.

Supplier Report Total

If you want to restrict the selection of suppliers based on the total value shown for them on the report, select "Greater than" or "Less than" and enter the required value. Select "All" to print all suppliers.

 

Creditors Ledger calculates the supplier total by:

 

  • Removing any allocations to transaction dated after the effective date.
 

  • Working out the aged balances by adding up the open transaction amounts for each ageing period.
 

  • Adding the aged balances for the ageing periods you have selected for inclusion in the report.

Format

 

Supplier Notes

Tick if you want to print or export supplier notes, otherwise leave blank.

Contact Details

Tick if you want the contact details for the supplier printed on the report. Otherwise leave blank. Use the "Settings…" button to select the contact information you require.

Supplier actions dated after

If you want to print or export actions, enter a date here. Any actions for the selected suppliers dated later than this date will be included. Leave blank to exclude all actions.

On completion

Þ Print Options Window

Buttons:

The buttons at the bottom left of the screen enable you to amend areas of the screen. There is one exception:

Search

Invokes a search of the appropriate items whenever a search is available.

 

Contact Details Window

Fig 8: Contact Details Window

Purpose

To let you specify which contact details you want to print on the report.

Telephone number

Tick if you wish this to appear on the report

Fax number

Tick if you wish this to appear on the report

Mobile number

Tick if you wish this to appear on the report

Email address

Tick if you wish this to appear on the report

Web address

Tick if you wish this to appear on the report

Contact type

Select the contact type or "Any" to select the first contact on file for the supplier’s payment address

 

Period Postings

 

Selection Criteria Window

Fig 9: Period Postings selection criteria window

Purpose

This window enables you to enter selection criteria for the Period Postings report.

The prompts are:

Exclude Suppliers

The next prompt enables you to exclude suppliers from the report based on the activity on their account during the period of the report.

 

Select the suppliers to be excluded, either:

 

  • None
 

  • with no transactions in period
 

  • with zero balance at end of period
 

  • with no transactions in the period AND zero balance at the end of the period
 

  • with no transactions in the period OR zero balance at the end of the period

Transactions for period

(Only if you are printing the report for a single company) Choose Current, Next or Select.

Note

If you are printing the report for All Companies you must select a specific period.

Year

(Display only if you chose Current or Next above) Enter the year of the required period. A lookup allows you to select the year and period.

Period

(Display only if you chose Current or Next above) Enter the number of the period required. A lookup is available.

End date

(Display only) The end date of the selected period.

Format

 

Currency of Transactions

(Multi-currency ledgers only.) Select Entry or Account.

On completion

Þ Print Options Menu. This is described in detail in the Global 3000 Installation & Set-up Manual.

Buttons:

The buttons at the bottom left of the screen enable you to amend areas of the screen. There is one exception:

Search

Invokes a search of the appropriate items whenever a search is available.

 

Open Transactions

Selection Criteria Window

Fig 10: Open Transactions selection criteria window

Purpose

This window enables you to enter selection criteria for the open transactions report.

The prompts are:

Content

 

Held

Tick to include held transactions on the report.

Credits, Debits or All

Select Credits, Debits or All transactions for inclusion in the report.

Format

(Only for multi-currency systems)

Currency of transactions

Select Account currency or Entry currency

List a supplier’s transactions for each currency

(Only if printing in entry currency on multi-currency systems). Select by transaction date or by transaction type.

On completion

Þ Print Options Menu. This is described in detail in the Global 3000 Installation & Set-up Manual.

Buttons:

The buttons at the bottom left of the screen enable you to amend areas of the screen. There is one exception:

Search

Invokes a search of the appropriate items whenever a search is available.

 

 

Supplier Turnover

 

Selection Criteria Window

Fig 11: Supplier Turnover selection criteria window

Purpose

This window enables you to enter selection criteria for the Supplier Turnover report.

The prompts are:

Sequence

 

Sequence report by

Select from the drop-down box:

 

  • Turnover Value
 

  • Supplier (code or name according to range selected)
 

  • Trading terms
 

  • Priority
 

  • Supplier Type
 

  • Supplier account currency (on multi-currency systems only).

Content

(Only if you have sequenced the report by turnover)

 

Select All Suppliers or the suppliers with the Top or Bottom turnover.

 

(Only if you have selected Top or Bottom)

 

Enter the number of suppliers to be printed.

On completion

Þ Print Options Menu. This is described in detail in the Global 3000 Installation & Set-up Manual.

Buttons:

The buttons at the bottom left of the screen enable you to amend areas of the screen. There is one exception:

Search

Invokes a search of the appropriate items whenever a search is available.

 

Transaction History

 

Selection Criteria Window

Fig 12: Transaction History selection criteria window

Purpose

This window enables you to enter selection criteria for the Transaction History report.

The prompts are:

Sequence

 

Sequence report by

Select from the drop-down box:

 

  • Transaction Number
 

  • Supplier (name or code depending on the range selection)
 

  • Priority
 

  • Type
 

  • Terms
 

  • Supplier account currency (on multi-currency systems only).

Content

 

Transactions dated from … to …

Enter the date range for which you wish transactions to be printed.

Transaction type

Select the type of transactions you wish to include. The options are:

 

  • All
 

  • Invoices
 

  • Credit notes
 

  • Invoices & Credits
 

  • Credit claims
 

  • Journals
 

  • Reversal journals
 

  • Payments
 

  • Customer refunds
 

  • Dishonoured cheques

Format

(Only for multi-currency systems)

Currency of transactions

Select Account currency or Entry currency

On completion

Þ Print Options Menu. This is described in detail in the Global 3000 Installation & Set-up Manual.

 

Buttons:

The buttons at the bottom left of the screen enable you to amend areas of the screen. There is one exception:

Search

Invokes a search of the appropriate items whenever a search is available.

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