Changing the A/R Print Line

Accounts Receivable Reports Basic Procedures

You can specify where and how the report prints in the print line. You specify how many records to print, the location to include on the report, the number of copies to print, and the printer.

Note: When the cursor is in the print line fields, you can press Enter at any point to accept the defaults in the remaining fields.

When the cursor moves to the Totals Only field, the Enter Printer/Copies Records message displays. Press Esc to print the report from a journal file. A/R journal files are created when you purge completed transactions from files that contain current A/R information.
Enter the file name in the File field.
In the Vol field, enter the volume serial that contains your A/R journal file.
In the Totals Only field, type Y to print totals only, or type N to print the report with detail.

Note: The Totals Only field only applies to the A/R Trial Balance Report and statements. When you print other custom A/R reports, tab past it.

The cursor moves to the Loc field. Tab to accept the default location, or enter the G/L location to which to print the report.
- If the location number is only one character, press Tab.
- To include all locations, space through the default location.
In the Prt field, press Tab to accept the default printer, P1, or enter the logical name of the printer you want to use for the report.
In the Copies field, specify whether to print multiple copies of the report, and enter the number of copies to print. If you are printing statements, go to Step #.
In the Recs field, enter the number of records to include on the report. To include all records in the database that match your limits, tab through this field.
In the Chain field, type Y to print the subsequent reports in the chain. The chaining feature lets you print two or more reports in sequence. When you print a chained report, you can print all subsequent reports as well. The other reports in the chain print using default sorts and limits on the default printer. If the report is not linked to others, or if you do not need to print other reports in the chain, type N.

Note: If you specify a location for the initial report in the print lines, the subsequent chained reports are also affected.

In the Age By field, press Tab to use the system date, or enter a different date. This field counts the days between the invoice date and the date specified in this field. When aging invoices, it's the actual days elapsed that are counted, not the month. Suppose that an invoice is dated 05/15/03. The invoice is 30 days old on 06/14/03, not 6/15/03, because May has 31 days.

Note: Instead of using the invoice date, you can also use the discount due date or a user-selected date. See Step #.

Use the Cutoff By field to exclude from the report postings made after a specific date. Tab past this field to include all postings that meet the limits you set, or specify a cutoff date. If you specify a cutoff date, the report includes only postings made on or before that date.
Use the Zero Inv field to indicate whether to print invoice transactions with a zero balance. (When postings are complete, the balance is zero.) To print all invoices, including those with a zero balance, type Y. To exclude invoices with a zero balance, type N. If you're printing statements or past due letters, go to Step #.

Use the Past field to limit the trial balance by the age of an invoice balance. To include all invoices that meet the other limits you set, regardless of age, press Tab. To limit by age, enter one of the following codes:

1	Include all invoices with a current balance
2	Include only invoices with a balance older than 30 days
3	Include only invoices with a balance older than 60 days
4	Include only invoices with a balance older than 90 days.

Use the Update field to indicate if you want to update customer A/R totals with the aging information that appears on the report. When customer A/R totals are updated, individual totals in the Customer History window are updated, as are the totals in the (PDA) President's A/R screen. This field applies only if no limits or locations were set. Type Y to update customer history, or type N to not updated customer history.

Note: The Update field applies only to the A/R Trial Balance Report. When you print other custom A/R reports, tab past this field.

The date of the invoice is necessary to determine the age of your customer's unpaid invoices. Used the Age By field from Step 10 to set the aging date. Press Enter to select the actual invoice date.
- Type I to age receivables by the invoice date. This also updates customer history with the report's aging calculations.
- Type D to age receivables by the discount date set in the Hold Type and # fields in the Customer window. The discount date is the date by which a customer must pay to qualify for a discount.
- Type U to select another date. This date is set by two parameters in the (LA2) A/R Parameters screen: User-Selected Date for AR-MASTER and Net Date Number of Days.