Changes to Batch Close Validation

Transaction Entry

This enhancement introduces a series of additional checks immediately prior to closing transaction batches in Debtors Ledger transaction entry to ensure that all information needed for successful posting to General Ledger and/or Cash Manager in multi-currency systems is available.

In particular the checks will trap situations where:-

  • a transaction has a non-zero value in entry currency but has a zero value in either base or book currencies. This can arise when the amount in entry currency is too small to convert to base or book currency or if no valid exchange rate is available for the transaction date.
  • a transaction has a non-zero value in base or book currencies but has a zero value in entry or book currency.
  • a transaction does not have its base or book currency established. This can arise for example if sites are reconfigured while batches are open.
  • a foreign currency transaction does not have an exchange rate or sense (multiply/divide) set up. This can occur for example if no exchange rate is available for the transaction date.

If any of the above cases are detected when a batch is being closed, the ledger will report the situation and identify the transaction involved. It will leave the batch or auto-payment run open to allow you to either amend the transaction and establish the missing information via the currency window or delete the transaction and re-enter it.

 

Changes to Statement Printing

Statement printing

Statements can be printed using the standard Global 3000 statement layout which can be adjusted by means of system parameters settings or a customised layout. Alternatively, the details can be exported to a word processing package. Open item accounts can be printed in balance forward format.

 

Statements can either be printed on request, or as a diary function. The statements to be printed in any run can be selected and restricted by analysis codes and other account details.

 

Diary statements print all outstanding transactions for selected customers, optionally including all fully allocated transactions added to the account since the last diary statement. Transactions posted after the statement date may be excluded, in which case any transactions allocated against them will be shown as if the allocation had not occurred.

 

The statement program provides access to the data export and Global 3000 Review functions described below.

 

On multi-currency statements, the transactions are grouped by their entry currency and the total amount owed in each currency is shown. There is an option to print each currency on a separate page with the currency totals shown in the statement total boxes.

 

A further option enables the total amount due to be shown in account currency on the last page of the statement. Debtors Ledger calculates this amount from the totals in each entry currency using the house exchange rates in force on the statement date. This is printed for information only and is clearly stated to be subject to fluctuations in exchange rate values.

 

Statements

Introduction

This program can print customer statements using standard format statement stationery which includes a tear-off portion for the customer to return as a remittance advice. Alternatively the program can export the details to a word processing package for merging into a standard form.

 

Two types of statement can be produced:

  • Diary statements, which are normally printed during the end of period procedure and can be produced either for the entire ledger or for a selected range of accounts. Diary statements can be printed during a period, but transactions for balance forward accounts are consolidated when the period is closed, so statements for these customers should be printed before the period is closed.
 

  • Requested statements, which can be printed at any time for individually selected accounts.

Note

You can also print or export requested statements for individual customers via the Statement option of the Enquiry Options Menu in Customer Enquiries.

Impact of currency

On multi-currency statements, the transactions are grouped by their entry currency and the total amount owed in each currency is shown.

 

There is an option to print each currency on a separate page with the currency totals shown in the statement total boxes.

 

A further option enables the total amount due to be shown in account currency on the last page of the statement. Debtors Ledger calculates this amount from the totals in each entry currency using the house exchange rates in force on the statement date. This is printed for information only and is clearly stated to be subject to fluctuations in exchange rate values.

Definition

In this manual the term ‘multi-currency statement’ is used to mean a statement which either contains transactions in more than one currency, or which contains transactions in one currency but that currency is not the customer’s account currency.

Note

When the customer’s account currency is a sub-currency, transactions entered in its master currency appear on the statement in account currency. Similarly, when the customer’s account currency is a master currency, transactions entered in its sub-currencies appear on the statement in account currency.

Special stationery

The standard Global 3000 format statement stationery can be obtained from your dealer. If you require a customised layout, contact your supplier who can tailor the statement program.

Global 3000 Review

This program can invoke the Global 3000 Review function which extends the selection criteria and enables you to save the current selection for future use and to re-use saved selections.

Data export

This program can also export the details for use in other applications such as spreadsheets and word processing packages.

System parameters

‘Statement print options’ in Debtors Ledger system parameters determine:

  • The print unit.
 

  • Whether your company address is printed.
 

  • Whether statements are printed for customers with zero balances.
 

  • The zero balance tolerance.
 

  • Whether zero transactions are printed.
 

  • Whether allocated amounts are shown
 

  • Whether the aged balances are printed.
 

  • Whether consolidated buying group statements are printed.
 

  • Whether different currencies are printed on separate pages.
 

  • Whether the total amount due is shown in account currency on multi-currency statements.
 

  • The default statement message.

 

Statement Print Options Menu

Figure 1: Print Run Options Menu

This menu appears when you select one of the following:

  • Statement Print from the End of Period Processing menu.
  • Statements from the Customer Export menu.

The options are:

New Diary Statement Run

Select this option to initiate a new diary statement run. Diary statements print all outstanding transactions for selected customers, optionally including all fully allocated transactions added to the account since the last diary statement. Transactions dated after the statement date may be excluded.

 

For balance-forward accounts, outstanding transactions for previous periods are grouped into up to four balance forward transactions, but are printed on the statement as a single balance forward transaction.

 

For ‘open-item as balance-forward’ accounts, outstanding transactions from previous diary statements are grouped into a single balance forward transaction.

 

Þ Statement Print for Company Window

Further information

See Balance Method in Customer details

Request Statement for Individual Customer

Select this option to print a requested statement for an individual account. These statements include all outstanding transactions, and optionally include all fully allocated transactions added to the account since the last diary statement. There is an option to exclude transactions dated after the statement date. A requested statement has no effect on subsequent diary statements. Þ Individual Statement Window.

Print Last Diary Statement

Select this option to reprint the last diary statement for selected customers. Þ Link to Statement Print for Company Window. This enables you to select the range of accounts and any further selection criteria.

Note

Use this last option if a statement run has not printed correctly, eg the print file has been lost from the spooler. The criteria used to select the customers included are stored on file and used as a default when the reprint is done, so by accepting all these values an exact reprint can be produced.

Exit

Þ End of Period Processing Menu.

 

Statement Print for Company

Figure 2: Statement Print for Company

 

 

 

This window appears when you select New Statement Run or Print Previous Run from the Print Run Options Menu and when you complete your replies in the Individual Statement Window

Purpose

This window enables you to enter the selection criteria for the statement run.

The prompts are:

Sequence by

(Diary statement runs only.) Select account code order or customer name order. A pop-up enquiry is available.

Range

(Diary statement runs only.) If printing in account code sequence, enter the first and last accounts to be printed or leave blank to accept the defaults of first and last accounts for the selected company. If the ‘from’ account code does not exist it defaults to the next on file.

 

If printing in customer name sequence, enter the name (a partial name will do) to start and end the range.

 

Pop-up enquiries are available.

 

Alternatively click the "Recall" button to make the selection via a ‘named list’ instead of through the selection options in this window. A pop-up enquiry appears listing existing named lists. When you select a list Þ Print Options window.

Further information

For information on named lists and the Print Options Window, see the Global 3000 Installation & Set-up Manual.

Credit rating

(Diary statement runs only.) Enter a credit rating code to restrict the statement run to accounts with that code, or leave blank for no selection by credit rating code. A pop-up enquiry is available.

Suspended accounts

(Diary statement runs only.) Choose from Suspended accounts only, Active accounts only or All accounts. If you entered a credit rating code above, this prompt is skipped.

Currency code

(Diary statement runs only.) Enter a currency code to restrict the report to accounts with that account currency or leave blank for no selection by account currency. A pop-up enquiry is available.

Contact type

Select the contact type whose details you wish to be included.

Note

Contact details are not printed on the standard Global stationery. They are included for use with export and tailored statement stationery.

Over credit limit only

(Diary statement runs only.) Tick to select only accounts with an outstanding balance over the credit limit. Leave blank to ignore the credit limit.

Sales rep... Territory... Classification 1-4

(Diary statement runs only.) You can optionally enter a code for each of these to restrict the report to accounts with that code. Pop-up enquiries are available.

Statement run number

(Display only.) The automatically allocated run number for diary statement runs.

Statement date

Enter the date for the statement and remittance advice note. This must not be after the last day of the current period. This date is used as the effective date for ageing when ageing is done by the days from invoice date method.

Include later transactions?

Tick to include transactions dated after the statement date. Leave blank to print only transactions dated on or before the statement date. In this case any allocations made against omitted transactions are ignored.

Statement message

Enter a message of up to 40 characters to be printed on each statement, or leave blank to use the standard message from system parameters.

On completion

Þ Standard Print Options Window. This is described in detail in the Global 3000 Installation & Set-up Manual.

 

Request Statement for Individual Customer

Figure 3: Request Statement Window

This window appears when you select Request Statement of Individual Customer from the Print Run Options Menu.

Purpose

This window enables you to enter the account code and further details for a requested statement.

The prompt is:

Account code

Enter the code of the required customer. The customer name is displayed.

Statement date

The date required for the statement. This defaults to the customer’s last statement date.

Include later transactions?

Tick to include transactions dated after the statement date. Leave blank to print only transactions dated on or before the statement date. In this case any allocations made against omitted transactions are ignored.

Statement message

Enter a message of up to 40 characters to be printed on the statement, or leave blank to use the standard message from system parameters.

On completion

Þ Contact Selection Window.

Note

Printing an individual statement does not update the statement run number for the customer or affect the next diary statement in any way.

 

Statement Print Options

Figure 4: Statement Print Options Window

 

 

 

 

 

 

 

 

 

This window appears when you select Statement Print Options from the Debtors Ledger Parameters Menu.

Purpose

These parameters control the format of the standard statement print for the selected company. If you wish to use your own statement stationery, contact your supplier who can tailor the format of the report. Statements can also be printed by exporting the details to a word processing package and merging the details into a standard form.

Note

Some of the parameters in this window are company-specific. This means they only apply to the currently selected company. The code of the currently selected company is displayed in the window’s title bar. You need to set the parameters up for each company in turn. To change the company, return to the Debtors Ledger Parameters Menu, and choose the Reselect Company option.

The prompts are:

Debtors Ledger statement print unit

The GSM unit address of the printer to be used. This applies to all companies.

Last statement run number

(Display only.) The number of the last statement print run. This is automatically updated by the system.

Print zero balances on statements

This prompt controls whether statements are printed for customers with a zero balance. (A ‘zero balance’ in this respect is defined as a balance within the tolerance specified at the next prompt.) Select one of the following:

  • Always - to always print statements for customers even if they have a zero balance.
 

  • Never - to never print statements for customers with a zero balance.
 

  • With transactions - to print statements for customers with a zero balance only if there are transactions present.

Zero balance tolerance (+/-)

Enter the zero balance tolerance. Statements are not printed for customers with a balance within this tolerance when zero balance statements are suppressed.

Example

If you enter N at the prompt above and then enter a zero balance tolerance of 0.50, statements will not be printed for accounts with a balance between –0.50 and 0.50.

Print consolidated buying group statements

(Y/N.) Enter Y to print a single consolidated statement for group accounts. Enter N to print an individual statement for each group member account.

Print zero transactions

(Y/N.) Enter Y to print transactions that have an outstanding value of zero. Enter N if you do not want to print these transactions on statements.

Show allocated amounts

(Y/N.) Enter Y to show transaction allocated amounts in the contra column, N to leave that column blank.

Example

Consider an invoice for 1000.00 with 800.00 allocated. If the above parameter is set to "N" the statement will show £1000.00 in the DR column, nothing in the CR column and 200.00 in the Balance column. If the parameter is set to "Y" the statement will additionally show 800.00 in the CR column.

Print address on statements

Enter Y to print the company address at the top of the statement stationery. Enter N for no company address; for example if you are using pre-printed stationery.

Print address on remittances

Enter Y to print the address on the remittance advice also. Enter N for no company address on the remittance advice.

Print aged balance on statement

(Y/N.) Enter Y to print the normal ageing analysis at the end of the statement. Enter N to print a single overdue amount.

Note

For multi-currency statements, the appearance of the ageing analysis and the total overdue amount also depend on the setting of the ‘Print overall balance in account currency’ parameter as described below.

Start each currency on a new page

(Multi-currency ledgers only.) (Y/N.) This parameter controls how multi-currency statements are formatted:

  • Enter Y to print each currency on a separate page showing the totals for the currency in the statement totals boxes.
 

  • Enter N to print different currencies on the same page with a total for each currency within the body of the statement. When this option is chosen, the statement totals boxes are left blank on multi-currency statements. However by setting the next parameter to Y, you can print the total amount due in account currency on the last page of the statement.

Definition

In this manual the term ‘multi-currency statement’ is used to mean a statement which either contains transactions in more than one currency, or which contains transactions in one currency but that currency is not the customer’s account currency.

Print overall balance in account currency

(Multi-currency ledgers only.) (Y/N.) This parameter determines whether the total amount due is printed in account currency at the end of the last page of multi-currency statements. Enter one of the following:

  • Y to print the total amount due in account currency, and if the ‘Print aged balance on statement’ parameter is set to Y, the aged balances in account currency.
 

  • N to show the total for each currency but no total amount due in account currency. If the ‘Print aged balance on statement’ parameter is set to Y, the aged balances are also suppressed on multi-currency statements, when this option is chosen.
 

By setting this parameter to N and the previous parameter to Y, you effectively print separate statements for each currency the customer has transactions in.

Note

Debtors Ledger calculates the total amount due in account currency from the totals in each trading currency using the house exchange rates in force on the statement date. When a variable exchange rate is involved, Debtors Ledger prints a warning on the statement that the total amount due is subject to fluctuations in exchange rates.

 

When all the transactions on a statement are in the customer’s account currency, the total overdue amount is always shown.

Statement message

Enter a standard message to be printed at the bottom of statements of up to 40 characters. This message can be overridden when the statements are printed.

On completion

Þ Debtors Ledger Parameters Menu

 

Changes to Customer Enquiries - Transactions Window (All Formats)

Sequence

When you enter the window, the transactions are listed in date sequence.

You can press <F6> to change the search sequence to status/date or reference.