Program Description
This program can be found on the Accounts Receivable Accounting Reports II menu (AR-4-2-6) and Billing Reports Accounting Reports II menu (BI-4-6-6). The name of the report has been changed from Aged Trial Balance By Item Type to AR Aging By Item Type. The report sorts by the invoices’ assigned sales rep and item type(s). It allows you to view or print a list of customer AR totals by item type(s). Item types are assigned to an individual item number in the Item File. Examples of possible item types are M for machines, S for supplies, P for parts, and A for accessories. An Item type is assigned to an invoice based on the following scenario. If an item with the primary item type is entered on the invoice, that becomes the invoice’s Accounts Receivable item type. Invoices entered through Order Entry and Invoice Entry use the primary item type assigned in Billing Control File Maintenance. Service invoices use the primary item type assigned in Service Call Control File Maintenance. If there are no items on the invoice with the primary item type, the item type of the last item entered on the invoice is assigned as the invoice’s Accounts Receivable item type. All invoices billed through Contract Billing are assigned the item types stored in Contract Control File Maintenance. Multiple item types can now be entered to include invoices with those item types on the report. Before Rev 12, the report only allowed for invoices of one item type or of all item types. Up to 100 different item types can be entered. This enhancement allows for greater specificity when creating the report.
This report can be run in summary or detail. The order of the report is branch, invoice sales rep number, and item type. Within the item type, the customer’s accounts can be printed in alpha or numeric order.
Rev 14 Changes
Internal changes were made to create the temporary indices in the program larger. Also, screen displays during processing were removed in order to speed up the programs speed on Non-SuperDOS systems.
The report will now ask for a range of company numbers. This is company number from the AR file (ARECD).
When ran in detail, the report will now ask for both a range of customer numbers and a range of customer names. Prior to this revision, the report would ask for range of customer numbers if you sort by customer numbers. It would ask range of customer names if you sort by customer names. After Revision 14, the report will ask for both fields.
Example:
Fields:
Print D’etail, S’ummary Or E’nd
Enter D to select the detail version of the AR Aging By Item Type Report. Enter S to select the summary version of the report. Enter E to end and return to the Accounting Reports II menu.
Beginning Branch Number Or A’ll
Enter the beginning number in a range of branch numbers to include only records for that range of branches on the report. Enter A to include records for all branches on the report. This is the branch number in the AR File. (3 Numeric Or A)
Ending Branch Number
The cursor stops at the prompt if a beginning branch was input. Enter the ending number in the range of branch numbers to include on the report. Entering an ending branch that is less than the beginning produces the prompt Beginning Branch Greater Than Ending. The cursor returns for reinput. (3 Numeric)
The cursor moves to the Sort By A’lpha Or N’umeric Customer Order prompt if you selected the detail version of the report. The cursor moves to the Beginning Sales Rep. Or A’ll prompt if you selected the summary version of the report.
Sort By A’lpha Or N’umeric Customer Order
Enter A to print the customer’s accounts in alphabetical customer name order. The cursor moves to the Beginning Customer Name. Enter N to print the customer’s accounts in customer number order. The cursor moves to the Beginning Customer Number.
Beginning Customer Name Or ‘CR’ For All
Enter the beginning name in a range of customer names to include on the detailed report. Carriage return to include all customers on the report. This is the name from the Customer File. (20 Alphanumeric)
Ending Customer Name
Enter the ending name in the range of customer names to include on the report. Entering an ending name that is less than the beginning produces the prompt Beginning Customer Name Greater Than Ending. The cursor returns for reinput. (20 Alphanumeric)
Beginning Customer Number Or ‘CR’ For All
Enter the beginning customer number in a range of customer numbers to include on the detailed report. Carriage return to include all customers on the report. (8 Digits)
Ending Customer Number
Enter the ending number in the range of customer numbers to include on the report. Entering an ending number that is less than the beginning produces the prompt Beginning Customer Number Greater Than Ending. The cursor returns for reinput. (8 Digits)
Enter Beginning Sales Rep. Or A'll
Enter A for all to include all records assigned to all sales reps. To include only the records assigned to specific sales reps, enter the desired specific sales rep number or a beginning number in a range of sales rep numbers. (4 Digit or A)
Enter Ending Sales Rep.
Enter the desired ending sales rep number. To include only the records assigned to a specific sales rep, enter the beginning sales rep number as the ending sales rep number. If an ending number is input that is less than the beginning, the prompt Beginning Sales Rep. Greater Than Ending appears. The cursor returns for reinput. (4 Digit)
Form Feed For Each Sales Rep. (Y/N)
Enter Y for yes to have the report form feed for each different sales rep included on the report. Enter N for no not to form feed a page for each different sales rep.
Enter Item Types Or ‘ALL’
When an invoice is created, an item type is assigned to the Accounts Receivable record. The report can be run for only invoices with a specific item type, for invoices with multiple item types, or for invoices with all item types. Up to 100 different item types can be entered at this prompt.
Results
A total is printed for each sales rep. This total includes the AR Balance, and Aging Breakdowns.
A branch total also prints combining all sales reps and item types. This includes the AR Balance, Aging Breakdowns, and percentages. The percentages are a ratio of the AR Balance.
A grand total prints for all branches, sales reps, and item types. This includes the AR Balance, Aging Breakdowns, and percentages. The percentages are a ratio of the AR Balance.
When the report is included in the End Of Month Chain of Reports, the options are in summary, all branches, all sales reps, form feed no, and all item types.