Program Description
This report is new in Rev 14 and can be found on the Accounts Receivable Accounting Reports I (AR-4-15) and Billing Reports Accounting Reports I (BI-4-15) menu. This can be run at any time during the day. However, if someone is in the middle of voiding an invoice while the report is running, the invoice may appear on the report in error. It will check all transactions for the current month and print out any invoice where the sales amounts, sales tax amounts or freight amounts are not the same in all of the Accounts Receivable files. If any invoices print on the report, and you are unsure on how to correct the error(s), fax the report to LMS Support so that they can assist you in correcting the problem(s).
On non-voided invoices, invoices will print if the sale amount in the Accounts Receivable File (ARECD), Sales Analysis File (SALID), Tax Register File (TAX2.DT) or Invoice Line Item File (INVLID) does not match. Non-voided invoices will also print on the report if the tax amount in the Accounts Receivable File (ARECD), Tax Register File (TAX2.DT), or Invoice Header File (INVHDRD) does not match. Non-voided invoices will also print if the freight amount in the Accounts Receivable File (ARECD) does not match the freight amount in the Tax Register File (TAX2.DT).
Voided invoices will print if the sale amount in the Accounts Receivable File (ARECD), and the Invoice Line Item File (INVLID) do not match. Voided invoices will also print on the report if the tax amount in the Accounts Receivable File (ARECD) and the Invoice Header File (INVHDRD) do not match. Voided invoices will also print if the sale amount from the Sales Analysis File (SALID) or the sales amount from the Tax Register File (TAX2.DT), or the tax amount from the Tax Register File (TAX2.DT) do not equal zero. Voided invoices will also print if the freight amount in the Accounts Receivable File (ARECD) and the Tax Register File (TAX2.DT) do not match.
This report will automatically print after the End Of Day Reconciliation Log in End Of Day Processing. If there are no problems found, the report will have nothing printed.
The report will read through the Accounts Receivable File (ARECD) as it's primary sort. So, if an invoice is not in the ARECD file, but is in one of the other files, it will not show up on the report.
Rev 15 Changes
The program handled invoices with kits on and orders that had kit lines back ordered incorrectly. These invoices would appear on the report as being out of balance when really they were in balance. This has been corrected.
Example (Rev 14 screens):
Fields:
Invoice Number
This is the invoice number from the Accounts Receivable File (ARECD). Note: A “VOID” to the right of the invoice number, indicates that the invoice is voided.
Accts Rec. (ARECD) Net Total
This is the invoice amount from the Accounts Receivable File (ARECD) minus the tax amount and freight amount.
Accts Rec (ARECD) Tax Total
This is the total tax amount in the Accounts Receivable File (ARECD). This includes the Tax 1 amount, Tax 2 amount and city tax amount.
Accts Rec (ARECD) Freight
This is the total freight amount in the Accounts Receivable File (ARECD).
Sales (SALID) Net Total
This is the total invoice amount that is found in the Sales Analysis File (SALID). This file excludes the tax amount and the freight amount.
Tax (TAX2.DT) Net Total
This is the total invoice amount found in the Tax Register File (TAX2.DT). This figure is excluding any records for freight, which have a line number of “-1”.
Tax (TAX2.DT) Tax Total
This is the total tax amount found in the Tax Register File (TAX2.DT). This figure is including the records for freight, which have a line number of “-1”.
Tax (TAX2.DT) Freight
This is the total dollar amount for freight that is stored in the Tax Register File (TAX2.DT). Freight is stored in the Tax Register File with a line number of “-1”.
Inv Line (INVLID) Net Total
This is the total invoice amount that is found in the Invoice Line Item File (INVLID). This file excludes the tax amount and the freight amount.
Inv Hdr (INVHDRD) Tax Total
This is the total tax amount in the Invoice Header File (INVHDRD). This includes the Tax 1 amount, Tax 2 amount and city tax amount.
Customer Number
This is the Bill-To Customer Number from the Accounts Receivable File (ARECD).