Option 1Transaction Register

Use this function to print a detail listing of customer transactions, printing the balance in the appropriate ageing column. Zero balance invoices are not included for months prior to the current month; this information is located on the Transaction History file. The following processing steps accomplish this job.

1. Step 1This function allows you to enter the ageing date, choose which date to age from, enter the ageing periods, and choose whether or not to print the transaction description.

On the following pages, the screen displayed by this function is shown.

The screen shown below allows you to enter parameters needed to print the Transaction Register report.

Transaction Processing menu

Data items for the preceding screen are described below:

Ageing Date

Date (YMD) Required

You can specify the date from which the transactions to printed will be aged. By default, the system displays today’s date. You can enter a new date to override the display.

Date to Age

Positive number, 1 digit

The system displays the Ageing Type entry from the Parameters file. If you wish, you can change it. Valid options are:

1

Invoice date

2

Due date

Ageing Periods

Number, up to 3 digits

The system displays the ageing periods that were entered in the Parameters file for this report. You can override any ageing period.

Each ageing period refers to either the invoice date rot he due date, depending on the entry in the Date To Age or Closing Date field. A positive entry indicates the number of days after the invoice or due date.

Period Ending Dates

Date (YMD) Display only

These dates shown you the actual ending date for each ageing period that is to be printed. This date is determined by subtracting the number of days in the corresponding Ageing Period to the Ageing Date. For example, if the Ageing Date is 6/30/90, and the ageing periods are 0, 30, 60, and 90, the Period Ending Dates will be 6/30/90, 5/31/90, 5/01/90, and 4/01/90.

Print Description?

Y or N Default N

You can choose to print the description of each transaction on the Transaction Register. Printing this information requires an extra line. By default, the system displays ‘N’. The display can be changed:

Y

Print the customer’s purchase order number/description for each transaction on the Transaction Register.

N

Do not print customer purchase order numbers/descriptions for each transaction on the transaction Register.

The entered data is validated. During validation, including access to other files, conditions may be found which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:

• EAgeing Periods Must Be in Ascending Order

Press ENTER to save the information on this screen.

1. Step 2In preparation for performing a sort/selection process on the Transactions information, this step provides you with a default sequencing of data records by Account Number, Customer Alpha, Customer, Apply To, and Date/Time, giving additional sort order choice by Post Year and Post Month, with the option to change modifiable parameters at run time. Selection of data records is provided by Account Number, Customer, Post Year, and Post Month, with the option to enter user-specified comparisons at run time.
2. Step 3This is the standard disposition used for all reports not printed on special forms.
3. Step 4According to previously specified criteria, this step actually performs the desired selection and/or sorting process.
4. Step 5In order to print the Transaction register, this step formats the Transactions information. The following data items are shown: Operator ID, Control No, Transaction No, Invoice or Check Number, Transaction Type, Apply To, Order Number, Transaction Date, Invoice Due Date, Amount, and optionally Transaction Description. As appropriate, group headings appear whenever a change occurs in Post Month, Account Number, or Post Month. When totals are specified, the following items are accumulated: Total Balance, Total Amount, and Ageing Period Percent. Grand totals print at the end, showing Total Balance, Total Amount, and Ageing Period Percent.

A sample output is shown below.

                                                       Expert Computing, Inc.
11/08/94 14:57                                                                                                       LGG Page:  1
                                              Accounts Receivable Transaction Register

                                               Aged as of 11/08/94 Using Due Date

                                                                                             11/08/94       10/09/94
ID  Cont Trx  Invc/Chk Type Apply To Ord No Trx Date Due Date     Amount        Balance     0  & Under     1  To  30     Over  30
Description
=================================================================================================================================



Customer 00000010  Alexanders, Inc.

SRR 0004 0001 S0100     SVC 0040            06/10/89 06/10/89      16.84         16.84                                      16.84
Service Charge
SRR 0001 0001 1001      INV 1001     000101 06/10/89 07/10/89     758.92
6/6/89 Supply shipment
SRR 0008 0001 6130      PAY 1001            08/11/89 08/11/89     778.92-        20.00-                                    20.00-
6/6/89 Supply shipment
SRR 0002 0003 1013      INV 1013            06/21/89 07/21/89    1296.87       1296.87                                    1296.87
chair shipment 6/12/89
SRR 0002 0006 1016      INV 1016            06/21/89 07/21/89    1368.54       1368.54                                    1368.54
shelving units shipped 6/13/89
SRR 0000 0004 1018      ADJ 1018            08/12/89 08/12/89     275.98        275.98                                     275.98
correction
SRR 0012 0001 3001      INV 102      000102 08/11/89 09/10/89     750.00        750.00                                     750.00
Special order shipment
SRR 0006 0002 2002      INV 2002            07/10/89 08/09/89    1782.90       1782.90                                    1782.90
7/6/89 shipment
SRR 0009 0002 2022      INV 2022            07/31/89 08/30/89    1896.55       1896.55                                    1896.55
7/26/89 shipment
SRR 0012 0001 3001      INV 3001     000102 08/11/89 09/10/89     778.92        778.92                                     778.92
Special order shipment
SRR 0012 0002 3002      INV 3002            08/11/89 09/10/89    1396.88       1396.88                                    1396.88
8/2/89 shipment
SRR 0000 0001 401       INV 401      006981 05/04/89 05/14/89    1350.54
Opening Entry
SRR 0000 0002 401       SVC 401             06/30/89 06/30/89      20.26
SERVICE CHARGES
SRR 0000 0001 401       SVC 401             07/31/89 07/31/89      20.56
SERVICE CHARGES
SRR 0008 0001 6130      PAY 401             08/11/89 08/11/89    1391.36-
Opening Entry
    0000 0000 401       SVC 401             06/30/89               20.26-
Svc Charge Write Off
    0000 0000 401       SVC 401             07/31/89               20.56-        40.82-                                    40.82-
Svc Charge Write Off
SRR 0011 0002 89071000  INV 89071000        07/10/89 08/09/89     600.00        600.00                                     600.00
Monthly shipment
                                                                                ——————        ——————        ——————         ——————
Credit Limit         0                         — Customer Totals —>           10102.66           0.             0.       10102.66
Available       10103-                                                                           .0  %          .0  %    100.0  %
=================================================================================================================================