You use this program to print a list of all invoices and postings made against a selective range of customers for the current and previous two months.
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| Trial balance as of |
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| Report sequence |
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| Branch selection by | This option is enabled when you select to generate the
report in Branch
sequence.
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| Include | |||||||||||||||
| Zero balance customers |
Select this to include customers whose balance is zero for the month you selected to generate the report. See Coding considerations in Notes and warnings |
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| Future invoices |
Select this to include future invoices in the report. Future invoices are those with an invoice date ahead of the ageing date you entered for the report, but which were posted in the current or a previous month. See Coding considerations in Notes and warnings |
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| Post dated checks | Select this to include post dated checks in the report. Voided post dated checks are excluded unless you specifically include them by enabling the Include void PD checks option. | ||||||||||||||
| Retained invoices |
Select this to include retained invoices in the report. Retained invoice are zero value invoices which have been retained for more than one month. |
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| Zero balance current invoices | Select this to include zero balance invoices that
became zero in or before the month you selected to generate
the report. When you enable this option, you must also enable the option: Zero balance customers. See Coding considerations in Notes and warnings |
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| Include void PD checks | Select this to include voided post dated checks in the report. This only applies if you selected to include Post dated checks. | ||||||||||||||
| Include zero value transactions | Deselect this to exclude transactions with a zero balance. | ||||||||||||||
| Customers on hold |
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| Customized filter selection 1 and 2 | These fields enable you to filter customers for
inclusion in the report based on the value of up to two custom
form fields defined against the customer (Customers) when using
the Number of days fixed invoice terms
option and defining your own ageing buckets (AR Invoice Terms).
These custom form fields must be indicated in the Customized filter selections fields in the Accounts Receivable Setup program. |
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| Show |
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| Customer form filter | Enter the single value of the custom form on which to filter customers for inclusion in the report. |
| Field | Description |
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| Customer selection | Indicate the customer(s) for whom to generate the report. |
| Branch selection |
Indicate the branch(es) for which to include customers in the report The branch used is the branch selected at the Branch sequence by option. The transaction branch may or may not be the same as the branch defined against the customer. |
| Field | Description |
|---|---|
| Ageing options |
See also: Notes and warnings. |
| Ageing date |
Enter the date to use to calculate the time bucket allotted to each invoice printed. The default is the SYSPRO system date. Regardless of the month selected to print, the entry made at this field is used to calculate the time buckets. By default, invoices are aged according to how you defined your invoice ageing method (Accounts Receivable Setup). |
| Use standard ageing columns | Select this to use the standard ageing columns. If you
do not select this option, then you can define the number of
days to use for each ageing column. The standard ageing columns are: Current, 30 days, 60 days, 90 days, 120 day and 150 days+, but these can be reduced using the Number of ageing buckets option. |
| Column 1 - 5 | Enter the number of days to use for each ageing column. These fields are only enabled if you did not select to use standard ageing columns. |
| Number of ageing buckets | Indicate the number of ageing buckets to use. This
defaults to 6 to cater for the standard ageing buckets:
Current, 30 days, 60 days, 90 days, 120 day and 150
days+. If you change the number of ageing buckets to 5, then the values in buckets 5 and 6 are printed in the 120 days column. If you change the number to 3, then all values in buckets 4,5 and 6 are printed in the 90 days column. If you change the number to 1, then all values are printed in the Current column. Note that reducing the number of ageing buckets to use does not remove the unused columns from the report. You need to edit the report and remove the columns you do not require. |
| Report ageing method | Refer to Invoice Ageing for
information on Accounts Receivable invoice
ageing. Irrespective of the ageing method selected, invoices with the Number of fixed days terms code are treated as 'Statement date'. |
| Statement |
Select this to age invoices according to the last seven period end dates defined for your Accounts Receivable module. These dates were defined at the time of adding a company (Accounts Receivable Setup). An invoice is current if the invoice date is later than the last period end date. |
| Aged statement |
Select this to age invoices according to the last seven period end dates defined for your Accounts Receivable module. These dates were defined at the time of adding a company (Accounts Receivable Setup). An invoice is current if the invoice date is later than the penultimate period end date. |
| Invoice date |
Select this to age invoices according to the difference between the invoice date and the system run date. For 30 day ageing buckets this is as follows:
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| Invoice due date |
Select this to age invoices according to the due date of the invoice. This is calculated as the invoice date plus the days until due as indicated in the Invoice Terms table. The invoice will remain current provided that the due date is greater than the ageing date. For 30 day ageing buckets, overdue invoices are aged into the following columns:
Due date ageing does not affect the handling of future invoices. If you select to age the report by invoice due date, then the date and terms defined against the invoice are used to age the invoice. The terms defined against the customer are ignored (Customers). |
| Field | Description | ||||||||
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| Show values in | Indicate the currency in which you want to print the
aged balances and customer totals on the report. Note that irrespective of your selection at this option, the invoice amounts are always printed in the currency of the customer.
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| Convert to local value at | These options are only available if you selected Local
currency at the Show values in
option.
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| Currency selection | Show:
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These options enable you to apply a theme to the report and to define multiple output destinations for the report once it has been compiled (SRS Output Options).
The amounts printed on the final Totals page always reflect the values for the entire company, irrespective of the report options you selected.
If you selected to generate the report in Branch sequence, then an additional branch total summary page is printed for each branch included in the report. The branch defined against the customer or the transaction is used when calculating the branch totals, depending on your selection at the Branch sequence by option.
If you have foreign currency customers and you do not select the option: Include > Zero balance customers, then the ageing totals on the report may not agree with the control balance totals. This happens when a foreign currency customer's balance is zero in the foreign currency but non-zero in the local currency (e.g. there is an invoice and credit note for the same foreign value, but the exchange rate differs and they have not been offset against each other).
The Average days outstanding printed at the end of the report is calculated as: the number of days outstanding divided by the number of invoices.
Report sequence - Branch
You need to enable the Branch selection by - Invoice option when running the report in Branch sequence to ensure that the report totals match the At a Glance totals for the branches.
By default, the branch defined against the customer is displayed for transactions, but this can be changed when processing the transaction. Therefore the customer branch may or may not be the same as the branch defined against the transaction.
Zero balance customers
Zero balance customers are always included in the report when Future invoices exist against them. This is irrespective of whether you selected to include Future invoices and/or Zero balance customers.
If you have foreign currency customers and you do not include zero balance customers, then the ageing totals on the report may not agree with the control balance totals.
This happens when a foreign currency customer's balance is zero in the foreign currency, but non-zero in the local currency (e.g. there is an invoice and credit note for the same foreign value, but the exchange rates differ and they have not been offset against each other).
You must include zero balance customers if you want to balance the MTD activity value (at company or branch level) to the MTD values displayed by the AR Company Control Balances program.
You must include zero balance customers if you enabled Zero balance current invoices, otherwise customers whose balance became zero in the current month due to a payment or an adjustment are excluded from the report.
Ageing headings
The ageing headings defined against the first selected customer are used for the entire report.
If you are using the Number of days fixed terms code (AR Invoice Terms) and you defined your own ageing buckets, then you need to customize the report to display the headings you defined in the AR Terms Ageing Headings program for the branch total and company total pages, because these always use the standard 30 day bucket ageing headings. The new AR heading elements are available in the schema and may be used to customize the report.
It is also advisable to customize the report so that the details for every customer are printed on a new page and to use the Customized filter selection 1 and 2 filters, on the Report Options tab page, when generating the report.
If you are consolidating balance forward customers at month end (Accounts Receivable Setup) then you cannot print a detailed Trial Balance for any balance forward customers after you performed a Month end or Year end routine (AR Period End).
The options on the Currency Options tab page only apply when the option Foreign currency sales required is enabled (Accounts Receivable Setup).
Invoice balance error
This error message is printed if the total of the transactions printed for the customer does NOT equal the customer balance held on file, provided you selected to include Future invoices in the report.
This can be caused:
when there was a system problem when posting the transaction (e.g. a power failure or a technical problem) and the transaction was posted but the customer balance was not updated or vice-versa.
You need to run the Balance function of the AR Period End program to correct this. The AR Period End balance function accumulates the transaction values and changes the customer balance to match the total of the transactions.
when the trial balance is printed by branch and a customer has transactions allocated to more than one branch.
The customer is repeated for each branch with the applicable transactions for each branch, but the balance held for the customer on file is the total for all the branches, therefore the total calculated at branch level is different to that held on file.
Customer branch balance variance
This message applies when the report is generated in Branch sequence and the Branch selection by option is set to Invoice. It indicates that the customer balance does not equal the total of the invoices for that branch.