For help with a specific report, type that report number and press F1. Or press F1 while in the Report Generator.
The ABC Accounting software provides you with numerous reports in every module. Once you select a specific report, you are taken into the report generator. Here you can run the default report or make specific choices about which records you want to view, which dates you want included, an how you wish to view the report.
Overview of Options Given in the Report Generator
STARTING AT—Usually the first record from the file is entered here as a default record code. Press Enter if it is the one you want. If you wish to start the report from a different record code, enter that one. You may use F6 to search for the code you want to use.
ENDING WITH—This is usually the last record in the file you are printing from. Press Enter to print to the end, or enter the code of the last record you want printed. Press Alt+S if you want the same code in the Ending With field as is in the Starting At field. Again, F6 may be used to search for a record code.
Depending on which report you are running, there may be several links just below the Ending With field that allow you to specify which records you want to print this report for. For instance, if you want to only view records from today, click on the Today link. Most these links should be self-explanatory.
OUTPUT—Choose a print option. These options are discussed below.
Helps Accessed From the Purchases Reports (2) Screen
This prints vendor codes and names in a 2-column format.
Vendor Address List (Report # 2-2)
This prints vendor codes, names, and addresses, using one line for each vendor.
Vendor Payment Setup List (Report # 2-3)
This is a report of payment information by vendor. It lists the vendor Code, Name, Purchaser Acct #, Salesperson & Phone #, Net Days, Discount Days, Discount % and Auto Pay (Y, N, or P).
Vendor Phone and Fax Directory (Report # 2-4)
This prints vendor codes, names, telephone numbers, and fax numbers.
Vendor Purchase Amounts (Report # 2-5)
This is a report showing purchase and discount amounts for each vendor for which there was activity. It lists the Vendor Code and Name, Last Transaction date, and the Purchase and Discount amounts for the Current period, the Prior Month, and the Total Year-to-date.
This information comes from two places: the B screen where bills have been entered for the Vendor and the L screen where checks have been written for the Vendor.
This report uses a condensed print option.
Vendor Open Invoices (Report # 2-6)
This lists open invoices for each vendor. It gives the Vendor Code & Name, Reference #, Invoice Date, Control Date, Vendor's Invoice #, Invoice Amount, Amount Paid, Balance, Job #, and Pay Code. At the end of the report you'll find the report total and the total to be paid (amount due).
You will have the following options: (1) Include Payment Detail, (2) Include Terms Detail, (3) No Payment or Terms Detail, (Enter) Include Both Payment and Terms Detail, or (4) One-Line Terms. This last option is a one-line format that shows Due Date, Discount Date, and Discount Amount from the first line of terms on each bill. It does not show the Bill Amount or Amount Paid, only the Balance.
Vendor Balance Correction
Report # 2-6 provides a hidden option to correct balances on the Vendor screen. When you are prompted for the detail option (1/2/3/4), press B. You can then select a Vendor range as usual. After verification, Vendor balances will be adjusted, if needed, to match the total of open invoices as it would normally calculate on this report. It will also clear the balance on any Vendor (in selected range) that has no open invoice.
NOTICE: This option should not be needed under normal circumstances. Use it only under the direction of your ABC consultant.
Vendor Paid Invoices (Report # 2-7)
This lists paid invoices for each vendor. It gives the Vendor Code & Name, Reference #, Invoice Date, Control Date, Vendor's Invoice #, Invoice Amount, Job #, and Pay Code. There is a total for each vendor and a report total.
You will have the following options: (1) Include Payment Detail, (2) Include Terms Detail, (3) No Payment or Terms Detail, or (Enter) Include Both Payment and Terms Detail.
Vendor Address Labels (Report # 2-8)
This prints vendor addresses on 1" x 3.5" labels. You may sort this report by zip code and select vendors by entering a Print Code, and/or an Activity date. Entering an Activity Date means that only vendors you have done business with since that date will be listed. You may also print a message which prints on the top line of the label.
Be sure to use 8 digits and two forward slashes for the Activity Date. For example: 08/08/1997.
Vendor Purchase Orders (Report # 2-9)
This lists each vendor's purchase orders with a total for each vendor, and a report total at the end.
It details the Vendor Code and Name, the Order #, Order Date, Total Amount, Number of times Back Ordered, Taxable or Exempt, Job #, Subcontract, Direct, FOB (Freight on Board) Point, and Ship Via.
Inventory Price Update (Report # 2-10)
This is more than just a report. It actually updates inventory prices, based on bills.
Any bills that have been entered or changed since the last time this report was printed will automatically be processed sequentially. There is no need to enter a Starting At or Ending With number. Only the items that have changed are printed.
It lists the Item Code & Description, Unit, Multiplier, # per Case, Quantity, Update Code, Order Price, Bill Price, Old Cost, New Cost + Freight, % of Change, Old List price, New List price and Markup %.
The report may change any of the following four fields on the Inventory (I) screen: List Price, Date List Changed,
The Pricing Code on the bill determines whether an item is updated. When a bill is entered, this code is set from the Inventory (I) screen or from the Company Setup (#) screen, but could be changed on the bill itself. The pricing code may be any of the following:
N—No price update.
B—Update the cost if it increased.
L—Update the cost if it increased. Update the list price if it increased.
S—Skip.
D—Always update the cost.
A—Always update the cost and the list price.
I—Always update the cost. Update the list price if it increased.
Any other letters will be treated like N by this report.
The cost is taken from the price on the bill and is increased by Cost Increase % on the Company Setup (#) screen.
List Price is based on the inventory Multiplier. If the Multiplier is not specified, the List Price will not be updated.
List Price is set to Cost divided by Multiplier, multiplied by 100, multiplied by the Unit quantity. For example, if the cost is 1.50, and the multiplier is 60, and the unit is 12, then the list price per dozen would by 30.00 (1.50 divided by 60% times 12).
If the cost is updated, Date Cost Changed is set to the Control Date from the bill. If the list price is updated, Date List Changed is set to the Control Date.
Payables By G/L # (Report # 2-11)
This is a sorted report from the Bill Entry (B) screen which shows open accounts payable by G/L account number as of the Report Date. When posting, the Report Date selects the ending date of the General Ledger period. If you are on the accrual system, this should be posted to the General Ledger at the end of each accounting period. There is also an option to print all bills (open and closed) for the period, and an option to sort by Vendor.
This report lists G/L # and Name, Bill Reference #, Control Date, Vendor Code & Name, Job# & Mat/Dir/Sub, and Amount. Shipping tickets are included if Shipping Tickets G/L # is filled in on the Company Setup (#) screen.
The report gives totals for each G/L #, and a grand total with the A/P Account #. It also totals floor plan bills.
Posting Accounts Payable to General Ledger (Report # 2-11)
Before posting accounts payable to general ledger, the following account numbers must be set up on the Company Setup (#) screen: Accounts Payable and Floor Plan. The Shipping Tickets account number must be filled in if you want to include shipping tickets, or left blank to exclude them.
Posting accounts payable creates two entries in the Computer Entries ledger. The first entry, dated the end of the report month, posts the totals of all open accounts payable. The second entry, dated the first of the following month, reverses the first entry. Both entries use Accounts Payable for the offsetting account (and Floor Plan and Shipping Tickets if applicable). As a result, each offsetting account is cleared at the beginning of the month, and reset to the ending balance at the end of the month, so the net change reflects the change in balance.
A/P Projection (Report # 2-12)
This is a report that lists open invoices for each vendor, with amounts arranged in columns by age. (0—14 days, 15—29 days, 30—44 days, and 45 or more days.) Age is determined by subtracting the invoice date from the report date. A total aging appears at the end of the report.
Other details given are the Vendor Code, Name and Address; and the Bill #, Invoice Date, Invoice #, and Balance.
The report also indicates whether it found the Accounts Payable records to be in balance. If an asterisk (*) appears to the left of a vendor balance, that particular vendor is out of balance. When this happens, there will also be an asterisk at the end of the report with the words “OUT OF BALANCE”, indicating that the vendor's balance does not match the total of the vendor's open invoices. If there are no asterisks on the report, the program will print “REPORT IN BALANCE” instead.
Vendor Shipping Tickets (Report # 2-13)
This report lists the shipping tickets which have been entered on the B screen. You can choose which vendors' shipping tickets you wish to see.
The report lists the Vendor Code and Name, the shipping ticket reference number and the date received. The order number and order date from the Purchase Order screen are displayed. Also listed is the shipping ticket amount and Job number. There are vendor totals and a report total.
The Bill Detail report lists the bills from the B screen in numerical order. You can choose which reference numbers you want to see.
The report lists the bill #, the cost of each item, the item code, description and quantity.
A/P Bill Ledger (Report # 2-15)
This is a report listing bills in numerical order.
It displays the Reference #, the Vendor Code and Name, Vendor Invoice #, Amount, Net Due date, Discount Date, Discount Amount, Check #, Pay Date, Job # and Auto Pay code.
This report offers a condensed print option.
A/P Bill Detail (Report # 2-16)
This is a report listing bills, with their line items, in numerical order.
It displays the Reference #, Vendor Code & Name, Invoice Date, Vendor Invoice #, Amount, Net Due date, Discount Date, Discount Amount, Check #, Pay Date, Job #, Auto Pay Code, Item # & Description, G/L # & Description, # per Case, Quantity, Price, Amount, and Freight & Other Adjustments.
This report offers a condensed print option.
Vendor Entry Check (Report # 2-17)
It prints each vendor's Code & Name, Address & Phone #, P/O Address, Print Code and Terms as entered in the Vendor (V) screen.
Vendor E.I.N. & FICA #s (Report # 2-18)
This prints vendor Code & Name, Street Address, EIN #, and FICA # for the vendors which have either of these numbers entered on their record on the Vendor (V) screen.
Vendor Rolodex Cards (Report # 2-19)
This report allows you to specify a certain Print Code for which you want to print rolodex cards. It prints the Vendor's Code, Name, Address, Phone #, Fax #, Account #, Salesperson, Salesperson #, and Remarks on continuous 3" x 5" rolodex cards.
Purchase Orders (Report # 2-20)
This allows you to print purchase orders. Just fill in the beginning and ending reference numbers of the orders you want printed and press P for Print.
Open Purchase Orders by # (Report # 2-21)
This prints a list of open purchase orders sorted by Order #. A Total is given for each Purchase Order. At the end, a Report Total is given.
It lists the Order #, Date, Vendor Code, Name & Telephone #, Item Code & Description, Quantity Ordered & Received, Balance, Unit Code, Price, Amount and Shipping Date.
Purchase Orders Sorted by Item # (Report # 2-22)
This prints a list of open purchase orders sorted by Inventory Item #.
It lists the Item # & Description, P/O # & Vendor Code, Shipping Date, Quantity and Amount. At the end of the report there is a Report Total.
Purchase Orders Sorted by Date (Report # 2-23)
This prints a list of open purchase orders sorted according to the Ship Date field (not Order Date) on the Purchase Order. Notice that the Ship Date field is the one under FOB (Freight on Board) and tells when the Vendor plans to ship this order.
Only the items that have not yet been received will be printed. So if you have received half of a purchase order but not the other half yet, and you already entered the first half as received on a Bill, the received item quantities will not display on this report.
It lists the Shipping Date, P/O #, Vendor Code & Name, Item Code, Quantity, and Amount. A Report Total is given at the end.
Purchase Orders Sorted by G/L Account # (Report # 2-24)
This prints a list of open purchase orders sorted by G/L Account number.
Only the items that have not yet been received will be printed. So if you have received half of a purchase order but not the other half yet, and you already entered the first half as received on a Bill, the received item quantities will not display on this report.
It lists the G/L #, Item Code and Description, P/O #, Shipping Date, Quantity and Amount. At the end is the Report Total.
Purchase Order Inventory Labels (Report # 2-25)
This prints from the Purchase Order (O) screen the number of labels indicated for each item on 1" x 3.5" labels. This prints Item # and Description, P/O #, Job # & Name, and Location for each item.
Number of labels is determined by the Number of Labels field on the Purchase Order. See the help titled “Quantity Per Label” as found on the Inventory (I) screen helps.
A/P Inventory Labels (Report # 2-26)
This prints from the Bill Entry (B) screen the number of labels indicated for each item on 1" x 3.5" labels. This prints Item # & Description, Weight, Company Name, and Phone # for each item.
Number of labels is based on the purchase quantity on the bill and the Quantity Per Label field on the Inventory (I) screen. See the help titled “Quantity Per Label” as found on the Inventory (I) screen helps.
Shipping Tickets By P/O # (Report # 2-27)
This prints a listing of the orders in the Purchase Order (O) screen that have shipping tickets entered on the Bill Entry (B) screen. It will print the Shipping Ticket #, Vendor Code and Name, and Date Received on the line below the P/O #. Purchase Orders that do not have shipping tickets entered will simply print their P/O # on the list.
List Overdue Purchase Orders (Report # 2-28)
This report prints open purchase orders that have a ship date on or before the Report date, or no ship date at all. It prints Purchase Order #, Item # & Description, number Ordered, number Received, and Ship Date.
A/P Invoices by Purchase Order # (Report # 2-29)
This report lists the Invoices that have been made from Purchase Orders. It lists them by Purchase Order #. Displayed are the Purchase Order #, Purchase Order Date, Vendor Code & Name, Invoice #, Invoice Date, Invoice Amount & balance, amount Paid and Purchase Order Amount.
Purchase Orders on Plain Paper (Report # 2-30)
This report prints out Purchase Orders beginning with the Reference number you enter in the Starting At field and stopping at the reference number you enter in the Ending With field.
Bar Code Labels from Bills (Report # 2-32)
This report is used to print UPC Bar Code labels for items that are listed on a purchase order. The number of labels will match the quantity of items. For example, if there are 10 of one style of brooms on the purchase order, this report will print 10 identical labels for the brooms.
After choosing your printer option, you will be asked to choose a 1 inch high label by pressing 1, a 2 inch high label by pressing 2, or a .5 (1/2) inch high label by pressing 5.
Bar Code Labels from Bills (Report # 2-33)
This report is used to print UPC Bar Code labels for items that are listed on a bill or shipping ticket. The number of labels will match the quantity of items. For example, if there are 10 of one style of brooms on the bill, this report will print 10 identical labels for the brooms.
Specify the bill numbers you want to print for in the Starting At and Ending With fields.
After choosing your printer option, you will be asked to choose a 1 inch high label by pressing 1, a 2 inch high label by pressing 2, or a .5 (1/2) inch high label by pressing 5.
This report prints the Item Code, Description, and List Price (up to 40 characters) as well as the UPC bar code.
Bar Code Labels from Stock (Report # 2-34)
This report is used to print UPC Bar Code labels for inventory items. The number of labels will match the stock quantity. For example, if stock quantity is 5, this report will print 5 identical labels.
Use item codes in the Starting At and Ending With fields.
After choosing your printer option, you will be asked to choose a 1 inch high label by pressing 1, a 2 inch high label by pressing 2, or a .5 (1/2) inch high label by pressing 5.
This report prints the Item Code, Description, and List Price (up to 40 characters) as well as the UPC bar code.
Bill/Serial # Info From Check Stubs (Report # 2-36)
This report lists the Bills and/or Serial # items that were paid with a check that did not have enough room on the check stub to list all of the Bill reference numbers and Serial # items.
The report gives the Check #, the Vendor Name, the Bill Reference #, the vendor's Invoice #, the Amount, and the Discount.
This report makes a list in the Word Processor, using the code /.
In the report generator, enter the check number as a 6-digit number.