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 Sales Reports (3) Screen
Customer Address List (Report # 3-1)
This is a wide report that prints customer codes, names, addresses, and phone numbers. It may be printed for a certain customer type, or for only those customers who have activity after the date entered.
You first need to choose if you want the report sorted by customer, salesman, type, or zip code.
This report allows you to specify if you want the Customer Codes & Names printed in a 1, 2, or 3-column format.
You will be asked, "Do you want condensed print?" if you choose 3-column format.
Customer Phone List (Report # 3-3)
This report prints the customer names and phone numbers as set up in the Customer (C) screen.
The names and phone numbers are listed in two columns.
This prints a list of the Customer Types and their Privileges as entered in the Customer Type (Y) screen.
Multi-Code Sales Tax (Report # 3-5)
This report calculates taxable and nontaxable sales, and the tax amount for one or more tax codes.
When you run the report, you have the option of a 4-column report or a condensed report.
You can specify starting and ending invoice dates. The invoices included in the report are those that are within the set of reference numbers and within the dates specified.
The report lists Invoice #, date, and customer name. The report totals are at the top of the report. This is so you don't have to print the whole report in order to see the totals.
The report shows Net Sales and Total Tax in the first column. In each of the following columns are shown Non-taxable Sales, Taxable Sales, Net Sales, and the Tax Amount, one tax code per column. Net Sales is total sales excluding tax.
Invoices that have no Tax code specified will show up in a ? column.
For more information on taxes and tax codes, see the sections on Tax Codes, Multiple Tax Codes, and Use Tax on the Inventory screen; the section for Multiple Tax Codes on the C screen; and the section on Customer Tax Exemption Numbers on the C screen.
This prints the list of quoted prices from the Quoted Prices (Q) screen, listing the customers in alphabetical order followed by the items and prices that have been quoted to them.
Shipping Labels From Orders (Report # 3-7)
This report works with Quantity/Label on the Inventory (I) screen. It takes the amount in Qty/Label to determine how many packages are needed to ship the orders on record.
A label is printed for each package or part package.
Open Orders By Customers (Report # 3-8)
This report prints a list of the open orders sorted alphabetically by customer code.
Customer Open Invoices (Report # 3-9)
This report lists open invoices for each customer. This may be sorted by Customer, Salesman, or Customer Type.
Customer Order List (Report # 3-10)
This report prints a list of customer orders, listed numerically by Order #.
Customer Invoice Ledger (Report # 3-11)
This is a list of invoices in numerical order, with a total at the end. Use this report to get a sales total for a sequence of invoices; for example, to find the total sales for the day or the month. To get a Summary, select the report by going to the 3 screen and entering 11S instead of just 11. The report will print only the total without listing the whole sequence of invoices.
You are asked for beginning and ending customer type. If you have an enhanced version of ABC Accounting, you can choose to list only the invoices of customers of a certain type. Otherwise, simply press Enter twice.
Customer Aged Trial Balance (Report # 3-12)
This is a report that lists open invoices for each customer with amounts arranged in columns by age. Age is determined by subtracting the invoice date from the report date. A total aging appears at the end of the report.
You first need to choose to sort the report by customer, salesman or type. (Customer Type is part of the Enhanced package.) You also have the option of choosing a one-line format (one line per customer), or the detailed format which lists each open invoice by customer.
This report checks the total of the open invoices and the non-invoiced amounts against the customer balance. If they are equal, the customer is in balance. If an asterisk (*) appears to the left of a customer balance, it indicates that particular customer 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” and the pages which have the out-of-balance customers. If there are no asterisks on the report, the report will say, “Report in Balance.”
CAUTION! When you use an Aging Cutoff Date that is earlier than the today’s date, and payments were made after the cutoff date you chose; the report will be out of balance. This is because the report lists payments entered after the cut-off date but not invoices, while the balance at the end of the report includes ALL invoices and payments.
Setting the overdue invoice date determines which customers will be listed. Any customers who only have open invoices after that date will not be reported. Any customers who have one or more invoices on or before that date will be reported.
Customer Invoices on Plain Paper (Report # 3-13)
This report prints actual invoices on regular 8 1/2" x 11" paper, in numerical order. To print on company letterhead paper, enter a Y in Omit Company Heading on the Company Setup (#) screen.
On taxable invoices, a T is printed beside each Taxable amount. The total taxable amount is printed on the sales tax line.
Customer Payment Ledger (Report # 3-14)
This is a list of payments in numerical order, with a total at the end. It also totals wherever there is a deposit record with a Y in Deposit Total. It may be printed for only a particular G/L Ledger # when Ledger numbers are entered on the Deposit (D) screen. At the end of an accounting period the report will post the transactions to the G/L account if you enter a P when asked if Posting is desired. The proper starting and ending Deposit # must be entered for the period.
To get a summary, select the report by entering 14S from the 3 screen. The report will print only the total without listing the whole sequence of payments.
Customer Current Activity (Report # 3-15)
This report prints a listing of each customer's activity for the current month. This report shows each customer's Prior Balance, Current Sales, Current Payments, and Current Balance. A total of each of these is printed at the end.
Note: This will print for the current month only. An asterisk (*) at the end of a line indicates that the figures on that line do not balance, meaning Current Balance does not equal Prior Balance plus Current Sales minus Current Payments.
Customer Total Summary (Report # 3-16)
This is much the same as Report # 3-15, CUSTOMER CURRENT ACTIVITY, except it prints only the total number of Customers, Prior Balance, Current Sales, Current Payments, and Current Balance.
Note: This will print for the current month only.
Shipping Info. By Customer (Report # 3-17)
This report lists each customer's Shipping Address and Ship VIA address.
Deposit Ticket (Report # 3-18)
This report prints a Bank Deposit Ticket-size report that can be fastened to your preprinted deposit ticket from the bank. This way you do not have to manually write each check on the deposit ticket.
It prints Customer Name, Check Number and Check Amount with a deposit total at the end.
It separates foreign deposits, cash, and credit cards, and accumulates them into different totals.
Foreign deposits must have a payment type of F.
Cash deposits must have a payment type of C.
Standard payment types for credit cards are as follows:
A—American Express
B—Carte Blanche
D—Discover
M—Master Card
N—Diners Club
V—Visa
Enter your bank account number in the Bank Deposit # field on the Company Setup (#) screen as you want it to appear on this report.
Inventory Sold By G/L # (Report # 3-19)
This report lists the total quantities and amounts for each inventory item sold during the period and also the total amount sold by G/L number. Enter the starting and ending dates for the period you want this report to cover.
Generate Finance Charges (Report # 3-20)
This is more than just a report. It actually enters finance charges into the Receivable Invoice (R) screen and prints them at the same time. Since this report changes screen data, it is wise to back up the data before running it, in case a power failure or error occurs during the operation.
For finance charge calculation to work, the Finance Charge Information must be set up in the Company Setup (#) screen.
When you invoice finance charges, the report date is critical because it is used to calculate the age of open invoices.
Finance charges are based on the actual number of days an invoice is overdue, not including any days for which finance charges were already applied. Days overdue are determined by either the Due Date on the invoice or the Free Days in the Company Setup (#) screen, whichever comes first. However, a charge is applied only if the report date is past both the Due Date on the invoice and the Days Till Charge in the # screen. When the report is finished, the Last Finance Charge Date is set to the Report Date.
Finance charges are not applied to customers with an N in Late Charge on the Customer (C) screen, or to individual invoices with an N in Interest Code.
Finance charges are stored as invoices, beginning with the next available reference number. A total appears at the end of the report. Because they are stored as invoices, the finance charges may be reprinted with Report # 3-11.
Shipping Ticket on Plain Paper (Report # 3-21)
This report allows you to print shipping tickets for any one invoice or for a list of invoices. The shipping ticket prints on regular 8 1/2" x 11" plain paper. It is much like an invoice on plain paper, except it prints # Ordered, # Shipped, # Back ordered, and Physical Location of the items so that it is easy for the person packing the items to know just where to find them. It also differs from the invoice in that it does not print the prices for the items.
Customer Activity Report With Balance (Report # 3-22)
This report prints an analysis of each customer's payments, paid invoices, and open invoices.
Every invoice and payment are listed, starting with the most recent. The fifth column is a running balance.
You have the choice of selecting a monthly analysis.
Customer Invoice Payments (Report # 3-23)
This prints a report of payments applied to the customer invoices in numerical order by invoice number.
Customer Orders Without Prices (Report # 3-24)
This report prints out orders, but does not print the prices. This can be used for packing slips, pick tickets, etc.
Customer Back Orders (Report # 3-25)
This report prints back orders from any reference number to another.
Customer Review (Report # 3-26)
This report scans the Customer screen and checks for a Review Date that is on or before the system date. The customer’s names are printed along with any message you entered in the Message 1 field.
A/R Sales By G/L # (Report # 3-27)
This report sorts by G/L #, and lists all invoices under their proper G/L #. If you are on the accrual basis of accounting, use this report to post A/R Sales to General Ledger. You should post this at the end of the General Ledger accounting period after all the accounts receivable transactions for that period are entered.
NOTE: When posting, Report Date is VERY important! The Report Date selects the period to be posted. (The Report Date is the date after the word On in the Report Generator screen.)
A/R Sales Journal by Invoice Number (Report # 3-28)
This report lists invoices by invoice number. It displays the invoice number, invoice date, customer code and name, terms, salesman, each item on the invoice, tax code, G/L account number, quantity, unit, extended price, extended cost, gross profit, and gross profit percentage.
Count Customer Types (Report # 3-29)
This report prints a list of the customer types, a total number of customers of each type, and a total number of customers on record.
Customer Address Labels (Report # 3-30)
This report prints customer addresses on 15/16" x 3.5" labels, on envelopes, or merges with a Word Processor (W) screen document. The report has the following options:
1. It can be printed alphabetically by Customer Code, or by Zip Code.
2. You may select customers with a Print Code, or a combination of several Print Codes. One customer may have Print Codes of A, B, C and another Print Codes of B, C, E. If you enter a Print Code of A, B and answer the question "Must a Customer have all the Codes? (Y/N)" with a Y, only the first customer will print since the customer must have an A and a B in Print Code. If you enter N, both the first and second customers will print since only one of the codes must be found in the customer Print Code.
3. When an Activity Date is entered, only customers who have a Post Date on or after the entered Activity Date will print.
4. The message prints on the first line of the address on the right hand side of the label or envelope.
5. If you are printing in alphabetical order by Customer Code, you may print on labels, print on envelopes, list the addresses on a page, or merge them with a record set up on the Word Processor (W) screen. When merging the file with a Word Processor record, the Word record must have print insert (^I) or replace (^R) information on the Word Processor page so that the name and address will print at the proper locations. For each customer record that this report selects, it will print the currently loaded page on the Word Processor (W) screen and merge the customer data at the places specified.
6. If you want a list of Customers sorted by how many invoices they have and/or by the dollar amount from a specified time in the past to the present, enter an Accumulation Date to specify the time to count from, enter the minimum number of invoices and enter the minimum dollar amount.
A total of the address labels printed will be printed on an additional label if there are more than 10 labels on the list.
Statements on Plain Paper (Report # 3-31)
This report prints customer statements on regular 8 1/2" by 11" paper.
When you enter a date in the "Print Accounts Older Than" field, remember that statements will only be printed for invoices created before this date.
When you enter a date in the "Skip Invoices After" field, no invoices that were created after this date will be listed on the statements.
No statements are printed for customers whose balance is within the statement limits specified in the Company Setup (#) screen.
The report date is used to calculate aging.
Invoice Recurring Orders (Report # 3-32)
This report invoices recurring orders for uses such as service contracts, rentals, etc. This report does not delete the order from the Customer Workorder (M) screen. When asked for a password, enter PASS unless another password has been set up by your administrator.
If a group of orders all have the same Bill Code, you can generate invoices for the whole group at once. Enter the Bill Code of the orders that you wish to invoice when you are asked for an auto-invoice code.
You may have a special description print on the invoice. To do this you must enter a dash (-) in the description field on the order where you want the message to appear and a dash (-) in the Unit field of that line.
Customer Payments (Report # 3-33)
This report prints a list of all customer payments sorted alphabetically by Customer Code, with individual payments listed under each customer.
Sorted A/R Reports (Report # 3-34)
This is a two-column comparative report which can be sorted in seven different ways: (S)alesman, (C)ustomer, (I)tem, (A)ll Three, (1) Salesman & Customer, (2) Salesman and Inventory Item, (3) Customer & Inventory Item.
When you choose to sort with S, 1, or 2; you will need to specify which salesmen you want the report printed for, rather than which invoices. Enter the Salesman Code in the Starting At and Ending With fields.
You can specify Starting and Ending Inventory #s as well as the Maximum and Minimum Turn Ratios. The Turns option can help you decide how much inventory you should stock.
When you choose a sort option that includes inventory items (I, A, 2, 3, or T), you will have some additional options. You can enter a "Whole Goods Description Word" to select only whole goods items (with a - in item #) with a description that includes the word you entered. You can also enter an "Inventory Print Code" to select only items with a print code that includes the code you enter.
TURNS OPTION
You can also select a Turns option by pressing T. This shows your stock turnover; how many times your current stock quantity would be sold in the time period specified. The report lists the item code and description followed by current stock. The quantities sold are shown in the Quantity columns. The Amount columns tell how many times current stock would have been sold in the time frame shown at the top of the column.
Customer Orders With Prices (Report # 3-35)
This report allows you to print Customer Orders from any reference number to another.
Statements on Laser (Report # 3-36)
This report prints Customer Statements.
When you enter a date in the "Print Accounts Older Than" field, remember that statements will only be printed for invoices created before this date.
When you enter a date in the "Skip Invoices After" field, no invoices that were created after this date will be listed on the statements.
No statements are printed for customers whose balance is within the statement limits specified in the Company Setup (#) screen.
The report date is used to calculate aging.
Cash Deposits By G/L # (Report # 3-37)
This report runs from deposit # to deposit #, and generates a sales G/L distribution from the line amounts of the invoices to which the deposit was applied. When a deposit pays only part of an invoice, the percentage of the payment amount divided by the total invoice amount of the individual line G/L amount is used. This report may be run for a particular bank account if the Bank G/L # was entered on the Deposit screen (D). The G/L totals may be posted to the G/L accounts at the end of the accounting period by entering a P when asked for Posting. The proper Starting and Ending Deposit # for the period must be entered correctly.
Customer Invoices on Forms Laser (Report # 3-38)
This report prints customer invoices.
On taxable invoices, a T is printed beside each Taxable amount. The total taxable amount is printed on the sales tax line.
**(Report # 3-38C)
If you wish to print invoices for only one customer, go to the 3 reports screen and type in 38C. Press Enter. You will be asked to enter the code of the customer you wish to print open invoices for. Enter the exact code. All open invoices for that customer will be printed.
Often, we have clients who do this with the printer set to do 4 per page and print on both sides of the page (duplex option) to send along with statements.
This report is also accessed from the Customers (C) Screen by pressing F11 to go to the Reports Menu and then D (Open Invoice Duplicates).
Daily Credit Card Receipt (Report # 3-39)
This report calculates the types of credit card transactions, the number of transactions, and the amount of transactions for the day.
Salesperson List (Report # 3-40)
This prints a list of the salesmen as they are entered on the Salesman (S) screen. It lists Code, Name, and Commission Code.
This report scans the Invoice screen and adds up all invoice totals per customer. It also scans the Deposit (D) screen and subtracts all payments applied to accounts receivable for each customer. It then compares the resulting balance with the balance on the Customer (C) screen. Any customers for which the balances are not the same are printed on the report.
Calculate Salesman Commission (Report # 3-42)
This report calculates how much commission a salesman has earned, one salesman at a time. When you run the report, you are asked to enter the salesman's code.
In the Starting At field, enter the first invoice that should be considered for the salesman's commission. In the Ending With field, put the last invoice to be included in the calculation.
There are new links included here in ABC Accounting software’s Windows Client 4. Clicking on Current Month or Last Month will automatically fill in the Starting At and Ending With fields with only invoices that have affected your salesman’s commissions during that time period.
The report gives total commission and total sales for each category as set up in the Salesman (S) screen. At the bottom of the report a total of all the categories is given both of commissions and total sales.