Open Items Statements.
The Open Items Statements option is used to produce a listing of accounts receivable files which are currently unpaid for each customer. If desired, this option can also calculate a finance charge on those items older than a specified age. The system can automatically calculate finance charges and print Open Items Statements for a customer only if the Send Statement field in that Customer's Name File is checked.
This window titled Report Selections - Open Items Statements enables you to enter the criteria by which the Open Items Statements will be calculated. You can elect to print an Open Items Statement for one specific customer or all customers. You also have the option to include one or all A/R Accounts and to include one or all Branches. NOTE: Open Items Statements will print on regular paper (8-1/2" by 11") only.
Customer: If you wish to include all customers, then enter a zero ("0") in this field. To print a statement for one customer only, enter that customer's number in this field. The customer's name will be displayed to the right of this field. Press the {?} to the right of this field to open a window titled Select an IBS Customer which displays a listing of the existing customers. You may also use the Select an IBS Customer window to add a new customer to your system.
A/R Account: These statements can be run for all A/R Accounts or for a single A/R Account. This field will automatically default to -0- for all A/R Accounts; however, if you wish to limit these statements to a single A/R Account, then enter the number of that A/R Account in this field. The name of the A/R Account will be displayed to the right of this field. Press the {?} to the right of this field to open a window titled Select A/R Account which displays a listing of the existing A/R Accounts.
NOTE: The system is capable of processing Open Items Statements for all A/R Accounts at the same time and it will post any finance charges to the appropriate accounts receivable accounts in the general ledger. However, if you need to post the Revenues generated by these finance charges to multiple revenue accounts in your general ledger, then you must process Open Items Statements separately for each A/R Account.
Branch: These statements can be run for all Branches or for a specific Branch. This field will automatically default to -0- for all Branches; however, if you wish to limit this report to a single Branch, then enter the number of that Branch in this field. Press the {?} to the right of this field to open a window titled Select Company Branch which displays a listing of all existing Branches.
Aging Date *: Enter the date you wish all of the accounts receivable files which have a balance due to be aged against. Any file with a credit balance will be automatically -0- days old. NOTE: The system will automatically default to the current date; however, you may override this date as needed. Press the [?] to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time. This is a required field.
Include Age: Enter the age of the accounts receivable files you wish to include in this statement. If you wish to include all files, then enter a zero ("0") in this field. If you wish to include only old files, then enter the minimum age of the files you wish to select. Any file whose age is less than the number of days entered in this field will be excluded from this statement listing.
This field only determines the age of the files which should be selected for inclusion on this Open Items Statement. The "Over What Age" field below is used for determining whether a file is subject to finance charges.
Statement Date *: Enter the date of this Open Items Statement. If a finance charge is assessed, it will be aged by this date. NOTE: The system will automatically default to the current date; however, you may override this date as needed. Press the [?] to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time. This is a required field.
Posting Month/Year *: Enter the Calendar Month/Year in which any finance charges should be posted in the general ledger. This is usually the month and year of the Statement Date. This is a required field.
[Ö] Add Finance Charge: Check this box if you want to add finance charges to files over a certain age. If you only wish certain files to be assessed finance charges, check this box and then use the [Edit] button on the next window to modify the finance charges as you deem appropriate.
Percentage *: Enter the monthly periodic rate of the finance charge percentage. If the annual percentage rate (APR) is 18.00%, then the monthly percentage rate would be 1.50% (18.00/12). This is a required field ONLY if you have checked the Add Finance Charge box above.
Minimum Charge *: Enter the Minimum Finance Charge amount, if applicable. This amount will become the finance charge if the calculated finance charge is less than this amount. This is a required field ONLY if you have checked the Add Finance Charge box above.
Over What Age: Enter the age, beyond which each file is deemed to be past due. Any file whose age (in days) is greater than the number of days entered in this field will be selected as past due and eligible for a finance charge.
G/L Number *: Enter the general ledger account number to which the finance charges should be credited. This is usually a Revenue account. The description of the account will be displayed to the right of this field. Press the {?} to the right of this field to open a window titled Select an Active and Not Restricted General Ledger Account which displays all the current (active), unrestricted general ledger accounts. This is a required field ONLY if you have checked the Add Finance Charge box above.
[ OK ] Press this button to begin the calculation of the Open Items Statements. Once calculated, they will be displayed in a window titled Open Items Statements.
[ Cancel ] Press this button to cancel this operation, close this window, and return to the previous window.
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
