Sales Orders > Dispatch Notes > Dispatch Note Trial Balance

Dispatch Note Trial Balance

You use this program to generate an audit trail of movements relating to the Dispatched but not invoiced account.

Report Options

Field Description
Ledger code selection Indicate the Dispatched but not invoiced ledger code(s) for which to generate the report.
Report type  
Summary Select this to print the current debit and credit balances for each dispatch note, together with the invoice number (if applicable).

The current debit balance relates to dispatches, while the credit balance relates to cancelled or changed dispatches.
Detail Select this to print a detail line for each movement on the dispatch. These movements are shown by period within the dispatch note.
Print options  
Totals per dispatch note Select this to print a total for each individual dispatch note. This is relevant only when you select to generate a detailed report.
Include dispatch notes with a zero balance Select this to include details of dispatch notes with a zero balance on the report.

Dispatch notes deleted using the Dispatch Note Trial Balance Purge program are excluded.
Period

Indicate the period for which to generate the report.

[Note]

If a dispatch note was created after the selected Period, it is not included in the report.

If you selected to only print dispatch notes with a balance, then a dispatch note is not included in the report if its total debits equal its total credits and it has not been updated since the period selected.

If you selected to generate a Detail report, then transactions processed in a period later than the period selected are not included in the report.
Option Description
Current Select this to generate the report for the current period.
Previous month 1 Select this to generate the report for the previous period.
Previous month 2 Select this to generate the report for period before last.

Output Options

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).

Report Details

The Dr column indicates the amount debited to the Dispatched but not invoiced ledger account. The amount is calculated as the Quantity multiplied by the Inventory Cost of the item. The Dispatched but not invoiced ledger account is debited when a dispatch note is created (i.e. Dispatch notes are in a status of 3, 5 or 7). If this value is zero, then the cost of the item was zero on the sales order from which the dispatch note was created. If the cost of an item is changed after the dispatch note for it is created, then the cost on the dispatch note is not automatically updated.

The Cr column indicates the amount credited to the Dispatched but not invoiced account. The amount is calculated as the Quantity multiplied by the Inventory Cost of the item. The Dispatched but not invoiced ledger account is credited when a dispatch note is invoiced or cancelled (i.e. Dispatch notes are in a status of 9 or *).

Invoices with a value of 0.01 are usually caused by rounding, which can be caused by an item being dispatched and then partially cancelled (e.g. dispatch a quantity of 6 of an item and then cancel 1 and invoice 5).