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the printer 
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the details, and in Opera 3 to save the details in Microsoft Excel.
Sales Ledger Help
There are three different views available from the View option on the Action menu of the Sales Ledger - Processing form.
Use the Account command on the View submenu of the Action menu associated with the Customer form to display a summary of all transactions entered for the customer. You can also display this information by double-clicking the Spyglass in the Current Balance box on the General tab of the Customer form. Use the options on the View Selection dialog to determine whether you want to view all transactions or outstanding transactions only. You can also specify a date range to further limit the records selected. Depending on your selection, the Account View grid form displays current transactions associated with the selected customer, in both home and foreign currencies, and provides an analysis breakdown of each transaction, starting at the oldest unpaid transaction. An aged summary of transactions is also provided.
Box |
Description |
|---|---|
Date |
This is the date allocated to the transaction at the time of posting. |
Type |
An abbreviation to show the nature of the transaction: Inv for Invoice, Cr. for Credit Note, Rec for Receipt, Ref for Refund, Adj for Adjustment and Dsp for a Disputed invoice (disputed invoices are set and cleared using the Allocations command on the Action menu associated with the Customer form). |
Ref 1 |
The first transaction reference, such as the invoice, credit note, cheque, receipt or adjustment number. |
Ref 2 |
The second transaction reference. This is based on one of the predefined descriptions you can maintain using the Adjustment Names, Receipt Names or Refund Names commands on the Utilities submenu of the Sales Ledger. |
Stat |
A reference that indicates the status of the transaction. The first character will be one of the following: P for fully paid or assigned, A for fully allocated and B for part paid or part allocated. The three-digit number that follows the first character is generated automatically for each customer and groups receipts and credits with the invoices and other debits to which they relate. |
Debit/Credit |
The gross debit and credit amount of the transaction. |
Balance |
The balance outstanding of a part-paid or part-allocated transaction. |
For foreign currency accounts, additional columns are provided in the grid to identify the currency and balances in the customer's operating currency. This only applies if you have the multi-currency application installed and activated.
Use
the printer icon on the toolbar to print
the details, and in Opera 3 to save the details in Microsoft Excel.
You can use the following commands on the Action menu when the Account View form is displayed:
Use this command |
To |
|---|---|
Change View |
Change the list of transactions so that invoices and receipts are grouped together. |
Statement |
Print a statement for the customer. |
Advance/Current |
To include or exclude advanced transactions. The command toggles between the two options. |
Zoom |
Display further details of a selected transaction. You can
also double-click a transaction in the grid for this purpose.
You can use the Print command button to print the details. |
Foreign/Home |
To toggle the transaction values and ageing between the currency in which they were posted to the account and the home currency. Ageing is only available on foreign currency accounts if the account uses a single currency. This only applies if you have the multi-currency application installed and activated. |
Email Document |
Create an e-mail for the customer with the account enquiry details included as a PDF attachment. |
Dispute Reason |
Display the reason description for a disputed transaction. |
Use the Debtor Analysis command on the View submenu of the Action menu to display a form showing a period-by-period debt analysis associated with the currently selected customer. The information in this form is updated each time you use the End of Period command in the Sales Ledger. For each period in the form, the application shows a breakdown of the aged balances and a total balance. The average debtor days is calculated for the period and other summary totals are provided for total invoiced value (including VAT), cash collected and adjustments. You can also view the period’s order balance and turnover.
The average debtor days is calculated by dividing the period’s debt by the average daily sales. The average daily sales is determined by accumulating the turnover (including VAT) over the number of periods identified in the Periods for Debtor Days box on the Sales Options form.
Example:
The Period for Debtor Days is set at 3. At the end of march, the following
figures are determined:
January
February March
Subtotal
Turnover (incl. VAT) 777,000 892,500
579,300 2,248,800
Outstanding Balance 1,475,800 1,479,500 1,297,200
Not applicable
No of days in period 31 28
31
90
The average daily sales is the sum of the turnover (2,248,800) divided
by the total number of debtor days (90), which is 24,986.67.
The average debtor days is therefore the balance outstanding in March (1,297,200)
divided by the average daily sales (24,986.67), which is 51.92.
The debtor’s history is maintained for the number of periods identified in the Keep Debtors History box on the Sales Options form.
The calculation of the debtors analysis is only performed
when three or more periods of data exist in the relevant tables (that
is, after three or more period end processes have been done); otherwise
the average debtors days calculation will be displayed as zero (0.0) days.
You can also view a company-wide debtor analysis using the Monitor
Companies command in the System Manager.
Use the Turnover Analysis command on the View submenu of the Action menu to display a graph showing a period-by-period analysis of turnover associated with the currently selected customer. The information in this form is updated each time you use the End of Period command in the Sales Ledger.