Sales Ledger

The manual is not intended to replace the necessary training and guidance given by your distributor or by IBIX themselves. It will however provide an overview of the complete system and deal with each requested field in turn.

Each Program is laid out in 5 sections as follows:‑

Purpose ‑ this gives a brief account of what the program is used for and its affects on the files.

Menu Command ‑ This section tells you what command is put in the menu line to run the program. Also this section will tell about any arguments to the program and their effects on the program. For non‑computer people an argument to a program is an external parameter which is recognised by the program and will change the way it runs.

Pre‑requisites ‑ this will give information regarding the files affected and any control file or report work which may be mandatory or optional for this program.

Fields ‑ this will list all the fields needing responses and will explain the result of the responses given where necessary.

Futures Enhancements ‑ This section is for interest only. The information given is not intended to be a definitive list of future enhancements, but will give an indication of the direction in which IBIX expect the package to go in the long term. User inputs will be welcome for this section. If you are particularly interested in any of these enhancements please contact your distributor.

2 SALES LEDGER OVERVIEW

The IBIX Sales modules is highly flexible. It may be used with or without integration to other IBIX modules and their relationship with other IBIX modules may be changed at any time.

Customer Codes are a standard 9 alpha/numeric characters long and are proceeded in a multi‑company environment by the company code which is a separately entered field. The major features of the Sales Ledger are:‑

Standard 9 character alpha/numeric customer codes which are capable of running in a multi‑company environment.

Enquiries can be made by an unlimited number of sequences.

Full integration to other IBIX modules when and where required.

When integrated to invoicing or sales order processing, it has the ability to handle delivery addresses, discounting and credit control.

Foreign currency handling.

Ability to mix customers who require a brought forward balance or an open item system.

Many coding facilities to enable selectively ranged reporting and detailed analysis where required.

Facilities for producing user customised statements.

Facilities for producing user customised reminder letters.

Ability to select the sequence in which reports are produced.

Real‑time updating of your files so that information is always right up to date.

A browse facility enabling easy credit control.

Full due dating and automatic settlement discount facilities.

Fully automated handling of postings to future periods when required.

Salesman's commission file links.

Multiple sales ledger control account facility.

9 types of manual posting.

Allows multiple invoice accounts to be summarised on a single sheet.

Allows multiple delivery addresses to be summarised on one invoice.

Allows statements to be printed selectively for different groups of accounts.

3 SALES LEDGER DAILY UPDATES

3.1 SALES/CUSTOMER LEDGER MAINTENANCE

3.1.1 Purpose

The object of this program is to enable the user to fully define the characteristics of each customer and store these on the computer.

Customer details may also be amended, deleted or enquired upon via this program.

The deletion of a customer is not permitted whilst the customer record holds a balance, open items or outstanding invoices or sales orders; deletion is also prevented when EC Sales list current or future turnover is not zero. Even when a customer, and his accompanying number has been deleted that number is not available for re‑use until a reorganise has been run. It is recommended that a reorganise should only be run at year end procedures, as deleted customers will be used during the year on reports such as turnover.

You will also have the opportunity if amending to select which fields you want to amend this will be for this run of the program only and is invoked by a series of yes or no (0 or 1) answers.

When an account is created a note is kept of its creation date. Each time the account is amended a note is kept of the date last amended and the ID of the last maintainer.

3.1.2 Menu Command

run sal01

3.1.3 Pre‑requisites

Z0000000 Deciding multi‑company/multi‑warehouse

Z000000X Deciding currency formats

Z999999X Whether stock used ‑ decides whether warehouse entry is mandatory

Whether Sales Ledger Used

Whether Salesman File is used ‑ decides whether salesman entry is mandatory

General Ledger used ‑ decides whether various G/L codes are mandatory entries

AREAX Gives a list of valid areas. Also consider whether areas entered must be valid via validate flag on changesize (SAREA).

TERRX Gives a list of valid territories. Also consider whether territories entered must be valid via validate flag on changesize (STERR).

CTYPEX Gives a list of valid customer types. Also consider whether customer types entered must be valid via validate flag on changesize (CUSTTP).

DXXYYY Line discount records matrix as customer by product ‑ XX is placed on the customer file

D~XX Trade Discount records

EXXYYY Retrospective line discount records matrix as customer by product ‑ XX is placed on the customer file

FXYY Foreign currency records ‑ YY should be placed on the customer file to give that currency

F~XXXXX Freight area records for freight charging ‑ if used will be accessed by area code on the customer record

GS0XYY Revenue Merge codes ‑ YY is placed on the customer file

GS2XY Sales Control Accounts ‑ Y is placed on the customer file

LXX Foreign Language records ‑ validate a foreign language code placed on the customer file

P00XX Price change records matrix as customer by product class ‑ XX is placed on the customer file

RXX Reminder type records

SHIPXYY Ship via records

STYPEX Statement type records

TXYY Payment terms records

VXYZZ VAT records

CNTRYX VAT country codes

DTERMSX Intrastat Delivery Terms

IMODEX Intrastat Transport Modes

Warehouse File Maintenance - it is quicker to set up warehouses, if necessary, before creating sales ledger accounts. However an option to create as you go is provided if you have permission to use warehouse maintenance.

Bank File Maintenance - it is quicker to set up banks, if necessary, before creating sales ledger accounts. However an option to create as you go is provided if you have permission to use bank maintenance.

Changesize - in addition to all alphanumeric fields in sales ledger

consider SALMSPN - for number of spare fields required

SALMSPL - for length of largest spare field

GRIDREFN - for whether grid references are required. NB you will also need, in this case, to have the gazetteer files present.

STERR - for whether validation on territory is required

SAREA - for whether validation on area is required

CUSTT - for whether validation on customer type is required

3.1.4 Fields

Customer Number

This is the "key" field in the customer file. The customer number is a code which is unique to each different customer within company held on the IBIX system. It should be noted that the customer number sequence will be strict alphabetic where there is any alpha character in the number, however if the number is all numeric then strict numeric sequence will be followed. You may also opt at this point to search by name (see below).

At this point you may choose to set up fields to amend. If this is selected the screen will change to all fields being 1. When setting up fields to amend you are effectively setting up a temporary skip of this field by entering a zero into it at this stage. The setting will last for this run only, a permanent skipping of a field is achieved via the formedit program.

Name

This field must contain some data.

If the customer number is not known, part of the entered name may be used as an alternative key when accessing the customer record.

This is achieved by the program asking the user to "move cursor to start position of significant part of name for sorting and press RETN".

As an example, if the cursor is placed over the "F" in FLETCHER, and <RETURN> entered the full name will be indexed. However, this facility allows company names to be sorted by key word. A customer W.H. Allen can be marked as "A" so it comes alphabetically under "A" rather than "W" by placing the cursor on the A and pressing <RETURN>.

Address

The address field contains the customer's address and can be used as a sequencing field.

Each line of the address (as standard four in total) may not exceed as standard 40 alpha/numeric characters, and the total length of all the lines may not exceed as standard 90 alpha/numeric characters, including embedded spaces and punctuation. If more than 90 characters are entered a warning message is displayed. When the address has been entered the user will be asked to mark the line and position within line for address sorting in a similar way to name above.

Post Code

The Post Code field can be used for sequencing for such reports as labels etc..

Country Code

This is a mandatory field. If you are not interested in EC VAT then a dummy country code should be entered. A browse of possible country codes is available.

It should be noted that the country code entry will decide the VAT class code when the company the customer belongs to is an EC country. The rule for this setting is that it will always come from the country code record. The exception to this is where the VAT registration number is blank and the country entered is an EC country.

You will be stopped from changing this if you are EC and any Outstanding sales documents exist for this customer. If it is imperative that if you wish to change this you should contact your distributor who will help you do this.

Distributor's Note

If a customer needs to change a country code for which there are Sales Documents he must get everyone off the machine; temporarily change the compx1 record to preparing; make the change; run newec; set the compx1 back to EC.

VAT Registration Number

If you have entered a mask for this in the country code record this will be shown immediately above the field to assist in checking that the VAT registration given is correct and bona fide.

If you are registered for VAT in an EC country you must show that reasonable effort has been made to check the authenticity of the VAT registration number given. We are given to understand that the check supplied here should be sufficient, however, should you have any doubt of the authenticity of the number supplied you should check with your local VAT office.

VAT registrations are only required for VAT registered traders with an EC country code different to your company's country. For non-EC countries and customer's with a country code the same as your company VAT registration numbers may be left blank. For non registered traders it must be left blank.

The input of the VAT registration number may affect the VAT class chosen for this customer (see above).

You will be stopped from changing this to or from blank if you are EC and any Outstanding sales documents exist for this customer. If it is imperative that if you wish to change this you should contact your distributor who will help you do this.

Distributor's Note

If a customer needs to change a vat registration for which there are Sales Documents he must get everyone off the machine; temporarily change the compx1 record to preparing; make the change; run newec; set the compx1 back to EC.

Grid Reference

If you have elected to use grid references, (see pre-requisites above), you will either be able to enter a new grid reference, if you are amending; or you may be in, or elect to be in, a browse of all the towns, defaulting to the nearest match to what is on the marked line of your address. The town chosen will fill in the grid reference to the nearest metre you may adjust this if you wish.

Salesman

This field holds a code, which is used to represent the salesman normally responsible for the customer in question.

If the control file, company attributes, has been set with "Salesman file used = 1", then an entry in this field is mandatory and forms a unique key to the salesman record. The entry in this field will then link to the salesman file.

If the Salesman File is being used and the salesman code entered here does not exist the user will be offered the opportunity to create this salesman now which will window automatically into the Salesman Maintenance Program returning to customer maintenance after completion.

The salesman file can be developed to include the calculation of commission due, plus commission reports etc..

If the Salesman file is not being used then the entry here will not be checked for validity but it may be used for sequencing your Sales Ledger and/or your Sales Analysis.

Commission

The commission code is made up of three parts, one each from the stock file, customer/delivery file and salesman file. The code then represents who sold what to which customer. This part is a two character alpha/numeric code which forms the "to whom" part of the code. This will be used by the invoicing/sales order processing to get the correct commission percentage for the particular combination in which it is used.

Area Code

This field is used for reference, reporting and sequencing only and may be used as a sales analysis field. A useful feature for monitoring salesman's territories or for sequencing a packing list. A browse of available area codes is possible here. You may also enforce that a valid area is entered via a "V" entered against the area code field in changesize (SAREA).

On request this code could also form part of a freight charge formula. Contact your distributor for details.

Territory Code

This field is used for reference, reporting and sequencing only and may be used as a sales analysis field. A useful feature for monitoring salesman's territories or for sequencing a packing list. A browse of available territory codes is possible here. You may also enforce that a valid territory is entered via a "V" entered against the territory code field in changesize (STERR).

Warehouse

Any company set up on the IBIX accounting system may have any number of warehouses. The warehouse code, when placed in the customer record, indicates from which warehouse a customer is normally serviced. This may be used as a sales analysis field.

Each warehouse, even if only one is present in a single warehouse system, then needs to be defined to the Stock Maintenance program.

If a new warehouse code is entered, that is, one not recognised by the system, then the user is given the opportunity to create this now; the program will automatically window to the warehouse maintenance program and return to the customer maintenance when complete.

Contacts

These fields are used for keeping a record of the names of the key people at this customer (One for Sales and one for Credit Chasing). These fields are used for enquiry purposes, reporting and sequencing only.

Telephone

The telephone field is used for keeping a record of the customer telephone number. The field is provided for enquiry, reporting and sequencing purposes only.

Telex

The telex field is used for keeping a record of the customer telex number. The field is provided for enquiry, reporting and sequencing purposes only.

It may also be used as a sales analysis field. This was provided for one particular customer who does not keep the telex number in this field but some analysis data.

Fax

The fax field is used for keeping a record of the customer fax number. The field is provided for enquiry, reporting and sequencing purposes only.

Balance Point

There are two possible values for this item:‑

1 Accounts having multiple invoice points where a consolidated statement is required or where a consolidated credit limit is required.

0 This is for all other accounts including those non‑multiple accounts where it is required that the statement be sent to a different address than the invoice or ordering point.

Statement Account Code

This contains the customer number of the record containing the name and address to which the statement, produced at the end of month procedures, should be sent. (NB This record must pre‑exist). If the balance goes to the invoice point then the invoicing address will be shown on the statement as well.

General Ledger Sales Code

This field holds a code which accesses the GOSXYY records in the control file (where YY is this code). The code enter must pre‑exist in the control file (see pre‑requisites above) unless you are not using General Ledger.

The sales ledger code, which is all we are concerned with at this point, forms the first half of a matrix, by customer, by stock item to give general ledger codes for revenue postings.

Suppose all codes for supply to a particular customer start 123 and end with a three digit code that is dependent on what is sold, then the merge code would be 123@@@, meaning that the code is to start with 123 and be followed by 3 more digits which are to be fetched from the GS1XX record, again in the control file and accessed via the stock file.

Number of Invoices to Print

This field indicates the total number of invoice copies, including an original, that are required for this customer. If this is entered with a minus sign then the number of invoices given by the unsigned figure will be produced instead of despatch notes during the despatch note print. The despatch notes print will automatically convert the despatch note to an invoice and then print the invoice.

NB The negative entry does not apply on Traffic Manager

Ship Via

This information is used by Sales Order Processing, Sales Invoicing and Purchase Order Processing. The code points to a control file record which contains a description of the method by which the goods are to be shipped, the base charge for the method of shipping as well as various other codes necessary when freight charging is used.

If the code is not entered blank then the record it points to must pre‑exist in the SHIPXYY records in the control file where YY is the code in question.

If Intrastat is required then the Ship via code may not be blank and the record chosen should in turn point to valid Intrastat mode of transport record.

A browse of the possible codes is available.

Drop Code

This can be used for sort purposes in the picking/packing list (for example where the ship via code represents a route and the drop code can then give a drop number round that route).

Control A/c Code

This field contains the code necessary to allow the splitting of the Sales Ledger over various Sales Control Accounts. This code has to have been previously set‑up in the control file if General Ledger is being used. It points to a General Ledger detail account which sums the individual customer accounts within this code.

When all accounts were kept in one ledger a trial balance could be extracted as a test of the arithmetical accuracy of those accounts. It must however be remembered that certain errors were not revealed by such a trial balance. If the trial balance totals disagreed, the number of entries for a small business being relatively few, the books could be easily and quickly checked so as to locate the errors. However, when a firm has grown, and the accounting work has been sub‑divided such that there are several ledgers, a trial balance with totals that do not agree could result in a great deal of unnecessary checking before the errors were found. What is required is a type of trial balance for each ledger, and this requirement is met by the control accounts.

Open Item Brought Forward

There are two available options for this field:‑

0 Open Item Account. This means that a separate Sales Ledger transaction will be kept for each posting to this customer until it is fully paid.

1 Brought Forward Account. This means that all the transactions are held for an accounting "period" after which they are condensed into Aged Brought Forward totals.

Both item and brought forward type accounts may be present in the same ledger and customers may readily be changed from one type to the other.

VAT Class

This code indicates the rate at which VAT is to be paid.

This code is used for multi‑levels of VAT as well as whether VAT is applicable to this specific customer.

This code needs to be set‑up in the control file before it can be entered on a customer record.

If you have said that the company this customer belongs to is EC then you will be prevented from changing the VAT class.

Currency Code

This code identifies the foreign currency that is used by the customer. Each code must have been previously set‑up in the control files.

If a customer, as in the normal case, is to be dealt with in home currency only, this field must be left blank.

A restriction of the system is that each account can only be in home currency and one other currency; if further currencies are required for a customer, as many accounts for currencies must be created. For this purpose do not count home currency.

Normal Selling Price

This field contains a selector for the customers "normal" selling price, it may contain a value between 1 and 11. Any value between 1 and 10 indicates one of 10 "published" price lists held on the stock file. If 11 is entered then all prices of goods for this customer will be entered manually rather than being extracted automatically from the stock file or any special discount file prices.

If invoicing is not used then the value in this field is purely documentary.

Terms Code

This code unless entered blank must have already been set‑up in the control file.

This code can provide the information which enables the system to calculate due dates and settlement discounts for customers. The record contains three settlement discounts. These fields contain the number of days applicable to each settlement discount rate, i.e. if the customer pays in that number of days he may take the applicable discount.

This record has the capability to provide automatic calculation of due dates for payments for each customer, aiding credit control procedures.

A browse of possible terms codes is available.

Delivery Terms

If Intrastat is required a valid delivery terms code must be entered. A browse of possible codes is available.

Discount Group

This code assists definition of discount structures as described in pre‑requisites.

The code should be left blank where invoicing and order processing are not used or discounting facilities are not required. These codes can provide management with information upon quantity discounts determined by what the customer buys, or extra discount facilities for total product class and quantity as found on the customers invoice. The discount groups used in this field must relate to the codes/groups that have already been set‑up in the control file records.

Credit Status

This field should normally be set to zero as the period end or credit status update program normally looks after it's update. The field shows, in periods, the age of the oldest invoice using numbers 0 to 8. The number may be set manually, by the credit control monitor program, to 9, which indicates to the system that the customer is to be put on a stop, and the period end program does not in this case update it.

Even if invoicing is not used this field is useful as it is given as an option on many Sales Ledger reports and is the basis for producing reminder letters.

Credit Limit

This item must be entered in whole numbers.

If the field is set to zero, then the customer will be allowed limitless credit. The field is particularly important in Invoicing and Order Processing as it issues warning to the operator when credit limits are being exceeded. These warnings may be overridden if desired. N.B. For users who may receive two orders for the same customer at the same time and find that the record is often locked it will not be locked if credit limit is set to zero.

As the credit limit is changed a note of the date of last change is updated, also the previous credit limit is stored.

Foreign Language Code

This code indicates in which language the customer requires his statements and invoices and other special documents to be printed. The codes must already have been set up by the system administrator in the control files. If the code is filled non‑blank the various forms for the language in question must be created via the report editor.

Trade Discount

A code indicating the trade discounts that this particular customer is entitled to on the total invoice value. The rate of discount is indicated by the entered code, and the value break of the invoice total. This code has must have been previously set‑up in the control file.

This field is only of any consequence if Order Processing or Invoicing is being used, otherwise this field may be left blank.

Payment Type

The entry in this field may be one of the following:‑

0 Indicating that the customer pays by cheque.

1 The customer normally pays by credit transfer. The program will ask for his bank details.

2 The customer pays by draft, his bank details are kept on file for enquiry purposes.

3 Customer is a cash account. On Invoicing and Order Processing customers of this type will cause a request for the customers invoice name and address etc..

4 Customer details held on file for mailing only. There is no balance held for these customers.

Print Nett on Advice

This field decides whether this customer wants to print the nett figures on the delivery note. It is only used where some customers do and some don't, otherwise whether or not it is printed is decided by the report editor.

NB In this release this will only work for advice notes printed as part of the invoicing multi-copy set.

Merge Code

This is used in Order Processing/Invoicing, there are four options allowed:‑

0 The customer allows no document merging.

1 Multiple orders may be merged into one despatch note.

2 Multiple despatch notes may be merged to one invoice.

3 Both of the above merges are allowed.

Part Delivery

This field is only used by the system when Order Processing is installed. The field indicates whether or not the customer can have part orders despatched to him. There are two available options.

0 Part deliveries are NOT permissible, or Order Processing is not used. If Order Processing is not part of the installed system a 0 can be entered for the user by default, or the field removed from the screen via the screen editor.

1 Part shipments of product orders may be made, to this customer.

Surcharge at Source

Normally only used by such people as the motor trade this field decides whether if an old unit is to be returned the customer is to be surcharged if the unit has not been returned.

Statement Type

This is for use with customers who have large volumes of statements to print. The statements are broken down into manageable sections by being selective on statement type.

It may also be used if set up on the control file record to tell the system, for those customers who have terms from statement date and not invoice date, the normal statement day for the customer.

Reminder Type

This type is used to split the production of the reminder letters into manageable sections by being selective on the reminder type only.

It may also be used via the control file to control to which group of dunning letter this customer belongs, for full details see Sales Ledger End of Period Section.

Customer Type

This field is used for selectivity, sequencing and sales analysis. Many users use it to denote industry type. A browse of existing customer types may be called up here and valid customer type entry may be imposed via the use of the "V" flag against customer type in changesize (CUSTT).

ABC Type

This field is used in conjunction with sales turnover. The customer will, if required automatically (via user defined percentages) be set to a category A, B, or C depending upon turnover, cost or profitability. Equally it can be used in a similar way to account type above.

Sort Code

This field will only be requested where the payment type is credit transfer or draft. Enter the sort code of the customers bank. If this does not exist on the bank file the user will be given the opportunity to create it via an automatic window now and return upon exit to this point.

For UK banks the standard sort code is used (xx‑xx‑xx) if foreign banks are required these may be entered via a prefix of "F".

Account Number

This field will only be requested where the payment type is credit transfer or draft. It is the account number of the customers bank.

Bank Account Reference

This field may be used as an additional reference field to go with the Sales Ledger Account's bank information to supplement the bank account number.

Before you finalise the record you may browse and amend the general customer notes.

Customer Code for EDI

This field is not shown on standard screens but may be added by the user using the screen painter. It is not currently used in standard IBIX but may be added for reference purposes. It will be used where EDI of customers invoices is a regular event.

It is used in EDI for certain users only now, and should be filled with the EDI code for the customer. The incoming EDI data will identify the customer by this EDI number and the pre-list will check via look up on this code.

Grid References

These fields are not normally shown on standard IBIX screens but may be added via the screen painter provided the number of grid references has been set via changesize "GRIDREFN". Unless you are using the IBIX Traffic Manager system the data in these fields will be for reference only.

Access Time

This field is not normally shown on standard IBIX screens but may be added by the user via the screen painter. Unless you are using the IBIX Traffic Manager system the data in these fields will be for reference only.

Spare Fields

These fields are not shown on standard IBIX screens but may be added by the user via the screen painter and changesize on "SALMSPN" and "SALMSPL". The Sales Ledger file can hold as many spare fields as you require via the setting of "SALMSPN". Every spare field will be the same length via "SALMSPL". Spare fields may only be used for reference and selectivity.

Implement these changes on the Delivery File

Here you may opt for whether the changes you have just made should be reflected in the delivery file for all delivery points within this customer. The following questions will define further the method of implementation.

Update only the fields just changed

This will only be asked if you answered yes to the above. You may opt now to incorporate only the amendments you have just made on to the customer file or implement the current settings on the customer record totally.

Update only fields where the old values match

This can be used to further limit the updating of the delivery file. A yes response will mean that the delivery record will only be updated if the old value before amendment on the customer file is equal to the value on the delivery file.

Audit on delivery file changes required

This question will only be asked if delivery file audits have been chosen on the control file. The purpose of the question is to give the user the opportunity to not produce a large static data audit report on the delivery file changes where a short audit via the customer static audit may suffice.

3.2 SALES LEDGER SEQUENCES

3.2.1 Purpose

This program allows the user to maintain many different views of the Sales Ledger as regards the sequencing of presentation.

The sequences created may be used in many Sales Ledger reports such as aged debt, turnover etc. as well as within searches for customers within Sales Order Processing/Invoicing etc.

3.2.2 Menu Command

run sal15

3.2.3 Pre‑requisites

No pre‑requisites are required apart from stating that Sales Ledger is used.

3.2.4 Fields

If sequences already exist you will be shown the existing sequences and be given the option to delete them or to create new sequences.

You will also be given the opportunity to select your preferred initial search key in Order Processing/Invoicing this may be any of the single field sequences which are allowed in Order Processing/Invoicing. The field selected will be used as the initial starting point for searching.

Additionally you may select one initial secondary search from any allowed sequences which consist of two fields. The sequence selected will be used in Order Processing/Invoicing when the first field has been selected for browsing.

You may create new sequences from any combinations of the following fields:‑

Customer Number

Customer Name

Salesman

Area

Customer Type

ABC

ABC Base

Currency Code

Post Code

Address

Telephone

Telex

Contact

Fax

Territory

By using the cursor control keys the highlighted area can be moved from one field to the next, when the required field is highlighted press <RETURN>, and the selected field will be added to the sort sequence.

Once a sequence has been created it will be kept up to date from then on.

You will not be allowed to delete the Cust No sequence once created.

3.3 SALESMAN FILE MAINTENANCE

3.3.1 Purpose

This program allows you to maintain Salesman File information which will be checked in Sales Ledger Maintenance and in Sales Order Processing/Invoicing.

3.3.2 Menu Command

run man01

3.3.3 Pre‑requisites

Z999999X Whether Salesman file is used

Whether Payroll is used

CMXYZ Commission records ‑ where the X section is given by the salesman file

3.3.4 Fields

Salesman Number

The Salesman Number is a code which forms a unique key to the salesman record. This key may not be blank.

Payroll Number

This field is not currently used in full by the IBIX system. It is used for enquiry and reference purposes only. If the IBIX payroll system is not being used then any entry will be accepted, or the field may be left blank. Where the Payroll is used then the code entered must be a valid code on the employee master file or you will be given an opportunity to create this now.

If you require full links between the Salesman File and Payroll please contact your distributor.

Salesman Name

This field holds the name of the salesman associated with this record. It will be printed on all reports on salesmen throughout the system. It may not be left blank.

Telephone

This field is only used for information, and is not a mandatory entry. Many companies put a salesman's radio‑page number or car phone number for quick contact.

Commission Basis

This field holds a code which when added to similar codes from both the customer and stock files accesses a matrix of commission percentages of who sells what to whom.

Location

The location field is not used by the standard system except for information on enquiry. This field may be left blank.

Total Quota

The total quota field is entered in whole pounds and may be used in commission calculations and performance reports. The total quota may subsequently be allocated over a maximum of 13 period quota figures. There is no mandatory requirement for any entry in this field.

Input

There are three possible entries in this field:‑

0 Total Quota will be split by the entry of individual amounts, manually in the relevant "periods" which will sum to the total quota. Once this option has been entered the user is then prompted for input at each of the periods.

1 Total Quota will be split by the entry of individual percentages, input manually in the relevant "periods" to total 100. Once this option has been entered the user is then prompted for input at each of the periods.

2 The system will automatically spread the total quota evenly over all periods. Any remainder will be put into the last period.

3.4 DELIVERY/CUSTOMER LOCATIONS FILE MAINTENANCE

3.4.1 Purpose

This program is normally only used with Order Processing or Invoicing. It provides the user with the facility of storing delivery address information which can be recalled at a later.

Delivery addresses are stored per customer.

This option allows creation, amendment, deletion and enquiry.

If a delivery code is deleted during the course of a financial year it may not be re‑used again until a re‑organisation has taken place. These are only usually done at year ends. You will be prevented from deleting a delivery code which has non-zero current or future EC Sales List VAT turnover figures.

You will also have the opportunity if amending to select which fields you want to amend this will be for this run of the program only and is invoked by a series of yes or no (0 or 1) answers.

When an account is created a note is kept of its creation date. Each time the account is amended a note is kept of the date last amended and the ID of the last maintainer.

3.4.2 Menu Command

run del01

3.4.3 Pre‑requisites

Z999999X Whether Stock is used

Whether Sales Ledger file used

Whether Salesman file used

Whether Delivery files used

CMXYZ Salesman Commission Records

F~XXXXX Freight Area Records

LXX Language code records

SHIPXYY Ship Via Records

VXYZZ VAT records

CNTRYX VAT country codes

DTERMSX Intrastat Delivery Terms

IMODEX Intrastat Transport Modes

Warehouse File Maintenance - it is quicker to set up warehouses, if necessary, before creating delivery records. However an option to create as you go is provided if you have permission to use warehouse maintenance.

Changesize - in addition to all alphanumeric fields in the delivery file

consider DLIVMSPN - for number of spare fields required

DLIVMSPL - for length of largest spare field

3.4.4 Fields

Customer Number

The Customer Number entered should have already have been created on the Sales Ledger file. If the Customer Number is not present on the Sales Ledger Customer file, then the opportunity to create it is given via an automatic window to the Sales Ledger Maintenance Program which will return to here upon completion.

Delivery Number

For any given customer there may be any number of delivery addresses, each different delivery address is identified by a delivery number.

At this prompt the user may enter a new delivery number, or look at existing delivery numbers and their associated data.

Name

This field indicates the name of the company to which the delivery is to take place. The name from the customer record is automatically displayed in this field, and can be accepted by simply entering <RETURN>.

The name has the same facility as in Sales Ledger Maintenance as to significant sort position.

Address

The address is used by the system for display, search and print functions.

The address has the same facility as in Sales Ledger Maintenance as to significant sort position.

Each line of the address may not exceed 40 characters and the total length of all of the lines may not exceed 90 characters including embedded spaces and punctuation.

Post Code

This field may is used for search print and enquiry.

Country Code

This is a mandatory field. If you are not interested in EC VAT then a dummy country code should be entered. A browse of possible country codes is available.

It should be noted that the country code entry may decide the VAT class code when the company the delivery point belongs to is an EC country. The rules for this setting are embedded in the program and should not concern you here.

Distributor's Note

If a user needs to change a country code for which there are Sales Documents he must get everyone off the machine; temporarily change the compx1 record to preparing; make the change; run newec; set the compx1 back to EC.

VAT Registration Number

If you have entered a mask for this in the country code record this will be shown immediately above the field to assist in checking that the VAT registration given is correct and bona fide.

The input the VAT registration number may affect the VAT class chosen for this delivery point (see above).

Distributor's Note

If a user needs to change a vat registration code for which there are Sales Documents he must get everyone off the machine; temporarily change the compx1 record to preparing; make the change; run newec; set the compx1 back to EC.

Telephone

The telephone number is used for keeping a record of the telephone number of this delivery address. The field is used for enquiry and search purposes only.

Telex

The telex number is used for keeping a record of the telex number of this delivery address. The field is used for enquiry and search purposes only.

It may also be used as a sales analysis field. This was provided for one particular customer who does not keep the telex number in this field but some analysis data.

Fax

The fax number is used for keeping a record of the fax number of this delivery address. The field is used for enquiry and search purposes only.

Contact

The contact field is normally used for keeping a record of the name of the key person at the delivery address. The field is provided for enquiry, search and reports only.

Normal Selling Price

This field contains a selector for the delivery point's "normal" selling price, it may contain a value between 1 and 11. Any value between 1 and 10 indicates one of 10 "published" price lists held on the stock file. If 11 is entered then all prices of goods for this delivery point will be entered manually rather than being extracted automatically from the stock file. The normal selling price band entered here overrides any band on the main customer.

If invoicing is not used then the value in this field is purely documentary.

Discount Group

This code assists definition of discount structures as described in pre‑requisites.

Salesman Number

This field holds a code, which is used to represent the salesman responsible for the delivery address in question. If the control file, company attributes, have been set with "Salesman file used = 1", then an entry in this field is mandatory and forms a unique key to the salesman record. The entry in this field will then link to the salesman file. If the Salesman file is used and a code is entered which is not on the Salesman file then you will be given the opportunity to create the code via an automatic window to the Salesman Maintenance returning here upon completion.

Ship Via

This information is used by Sales Order Processing, and Sales Invoicing. The code contains a description of the method by which the goods are to be shipped, the base charge for the method of shipping as well as various other codes necessary when freight charging is used.

It is the descriptive part of this code which is used by the Sales Ledger.

If a ship via code is entered then it must pre‑exist in the control file.

If Intrastat is required then the Ship via code may not be blank and the record chosen should in turn point to valid Intrastat mode of transport record.

A browse of possible codes is available.

Drop Code

This can be used for sort purposes in the picking/packing list (for example where the ship via code represents a route and the drop code can then give a drop number round that route).

Commission

The commission code is made up of three parts, one each from the stock file, customer file and salesman file. The code then represents who sold what to which customer. This part forms the "who" part of the code.

VAT Class

This code indicates the rate at which VAT is to be paid.

This code is used for multi‑levels of VAT as well as whether VAT is applicable to this specific customer.

This code needs to be set‑up in the control file before it can be entered on a delivery record.

These classes are often used to indicate export and domestic orders.

If you have said that the company this customer belongs to is EC then you will be prevented from changing the VAT class.

Area Code

On request this code could also form part of a freight charge formula. Contact your distributor for details.

Number of Invoices to Print

This field indicates the total number of invoice copies, including an original, that are required for this delivery address.

Territory Code

This field is used for reference, reporting and sequencing only and may be used as a sales analysis field. A useful feature for monitoring salesman's territories or for sequencing a packing list. A browse of available territory codes is possible here. You may also enforce that a valid territory is entered via a "V" entered against the territory code field in changesize (STERR).

Foreign Language Code

This code indicates in which language this delivery address requires his documents to be printed. The codes must already have been set up by the system administrator in the control file. Before the documents will print in the required language they must be designed using the report editor.

Warehouse

Any company set up on the IBIX accounting system may have any number of warehouses. The warehouse code when placed in the delivery record indicates from which warehouse this delivery point is normally serviced.

Each warehouse, even if only one is present in a single warehouse system, then needs to be defined to the Warehouse File Maintenance Program.

If a new warehouse code is entered, that is, one not recognised by the system, you will be given the opportunity to create it now via an automatic window to the Warehouse Maintenance Program which will return here upon completion.

Delivery Terms

If Intrastat is required a valid delivery terms code must be entered. A browse of possible codes is available.

Customer Code for EDI

This field is not shown on standard screens but may be added by the user using the screen painter. It is not currently used in IBIX but may be added for reference purposes. It will be used where EDI of customers invoices is a regular event.

Grid References

Access Time

Spare Fields

These fields are not shown on standard IBIX screens but may be added by the user via the screen painter and changesize on "DLIVMSPN" and "DLIVMSPL". The Sales Ledger file can hold as many spare fields as you require via the setting of "DLIVMSPN". Every spare field will be the same length via "DLIVMSPL". Spare fields may only be used for reference and selectivity.

Standard/General Customer Notes

After completion of a customer creation or amendment you are given the opportunity to add/alter the customer general notes.

Delivery Instruction Notes

After completion of a customer creation or amendment you are given the opportunity to add/alter the delivery instruction notes.

3.5 BANK FILE MAINTENANCE

3.5.1 Purpose

The object of this program is to enable the entry of all banks necessary for the production of credit transfers on both Purchase Ledger and Payroll Systems and to store these on the computer.

Details of any home or foreign banks may also be stored and used for enquiry purposes. The user may enquire on, amend or delete these details via this program.

If a code is deleted it will not be permitted to be recreated until a re‑organise is performed. A re‑organise should only be performed along with year end procedures.

3.5.2 Menu Command

run bnk01

3.5.3 Pre‑requisites

Z999999X Whether bank file is used

3.5.4 Fields

Sort Code

This is the "key" field in the bank details file. The bank sort code is unique to each bank that is held on the system.

This field normally conforms to the U.K. bank sort code format and therefore provides the computer with a unique key to a bank record. It is worth noting that the IBIX system holds bank information by bank and not by customer.

This entry is mandatory and should consist of three pairs of digits. The "dashes" are not entered, but are displayed by the system.

If details of a foreign bank are to be stored, the code can be started with an "F" and then be followed with a relevant code. The following code may consist of a further 7 alphanumeric characters, with no restrictions.

Name

This field should contain the name of the bank relating to the sort code. It may not be left blank.

Address

Two lines of 30 alpha/numeric characters each are allowed for the bank address. The address is only used for reporting purposes.

Telephone, Telex and Contact

These fields are currently used for enquiry/reference only holding the phone number of the branch, the telex number (if there is one) and the name of the contact that is dealt with on a regular basis. None of the fields are mandatory.

3.6 SPECIAL DISCOUNT MAINTENANCE

3.6.1 Purpose

This program creates data only used by Sales Order Processing/Invoicing. It enables the user to create specific prices/discounts for specified customers or groups of customers buying specified items or item groups. It may also be used to mark certain customers or groups of customers such that during Sales Order Processing or Invoicing the operator will be warned that these customers do not have permission to buy this product or group of products.

It also allows what if/effectivity dating on these discounts. The what-if allows changes to be made in a non-live fashion for consideration prior to being made live. The effectivity also makes the changes in a non-live fashion but these will become effective at the date given.

What-if records may have an expiry date, at this date these records will normally be purged. Effectivity records may have a reversal date, at this date these records will reverse back to their original state; this is one method of providing for promotions.

Currently this promotions method will only use the promotional data in pricing the document when the promotion has come into force (ie when what if manipulation described below sets the effectivity date record into force); the required by date of the document is ignored in this instance. The customer will get the promotional price when the document is changed to despatch within the promotion period and the fixed price flag has not been set, but he will not automatically receive this on any order acknowledgement.

The effectivity records have, currently, one known problem. They do not handle promotions which start on the same day but finish on different days. This will be addressed in a later release.

The program also allows for live promotion dates to be entered. These will not have the same effect in Telesales as the effectivity records above; that is there will be no warning of promotions coming, in force, or ending; they will however operate the promotion between the two dates given as required by the customer/item combination and according to the required by date on the Sales Order.

As with all IBIX discounting wherever various methods of discounting come into contention the highest discount will always be given.

The records can also show the date last accessed and the quantity of goods priced via this record.

3.6.2 Menu Command

run inv50

3.6.3 Pre‑requisites

Z999999X Whether Stock used

Whether Sales ledger used

Whether Special discounts used

3.6.4 Fields

What if Name

This field is only used if the alterations to the special discount are not to be made live immediately. Many different what if names may co‑exist. The changes made subsequently to the special discount structure will not take effect until the what if records have been changed by you into effectivity records and the effectivity records have been updated by you to the live file.

Of course, being what if records, these changes may never reach the live file as you may delete the what if yourself or via its expiry date it may be deleted by you in the course of running.

Effectivity Date

This field is only used to act similarly to the what if such that any changes now made will not take effect immediately but are to become "live" at the date specified. This date can be changed later in what if manipulation

What if Password

This field requires an entry if either the what if name or the effectivity have an entry. It gives an element of security such that for an existing what if/effectivity records you will need to enter the correct password before you can access the records; while for a new what if/effectivity you will be asked to enter the same password twice to confirm you know it.

Expiry/Reversal Date

This field serves either as an expiry date for a what if a what if name has been entered; or it serves as a reversal date for a set of effectivity records if an effectivity date has been entered.

In its expiry date mode you may enter a date when the what if records will no longer be required; this may be amended later using the manipulation program. A zero entry means that the what if records are never to expire, in this case you will need to manually delete them using the manipulation program.

In its reversal date mode it will automatically set up a set of reversal records when the effectivity date is made live. The reversal records will become effective when the reversal date is reached upon running of what if manipulation. It would be used for something like a promotion.

In either mode the date does not give automatic expiry or reversal on the date entered unless the manipulation program is run to cause this.

Telesales Promotion

This field will only be requested where the effectivity date has been entered. You may say here whether changes within this effectivity set should be considered as promotions within Telesales or not.

Customer Number

This field gives the customer number to whom this discount record is related. The customer must already exist on the Sales Ledger. You may if you wish leave this field blank in which case you will be electing to choose the customers to which this discount belongs by some other key.

At this stage you may also elect to search by customer number to find a particular customer, or by discount record if you are looking for an existing discount record, or only for records within this what‑if date/effectivity.

Customer type

If you have not entered a customer you may elect instead to enter a customer type. The type entered should exist on at least one customer record. You may if you wish leave this field blank in which case you will be electing to choose the customers to which this discount belongs by some other key.

Price Code

If you have not entered a customer type you may elect instead to enter a price code. The price code entered should exist on at least one customer record. You may if you wish leave this field blank in which case you will be electing to choose the customers to which this discount belongs by some other key.

All Customers

If you have not entered a price code you may elect instead to enter an indicator for all customers. The only valid entry here is a '*'. You may if you wish leave this field blank in which case you will be electing to choose the customers to which this discount belongs by some other key; indeed the program will take you back to customer number above..

Line/Group Discount

There are two possible answers to this prompt:‑

0 The discount record being entered is a line discount only.

1 The discount record being entered is a group discount which will work retrospectively on the line.

Part Number/Discount Code/Product Class

Special discount file gives discount by who buys what. You may enter one only of any one of the fields above.

If a part number is entered then it must exist on the stock file and the discount will be applicable whenever this customer or customer type buys this item.

If a discount group is entered then whenever a customer buys an item where its discount group matches the one entered, the discount becomes applicable.

If a product class is entered it must exist on the product class file and the discount will become applicable whenever the customer buys from this product class.

As already stated, in cases of contention, the highest level of discount will always be given.

Promotion From/To

Enter here the dates between which this record will be live.

Reference

The entry here will not only give you a reference to the promotion but also tells the system that this record is a promotion for the point of view of Telesales and will appear in the Telesales "Push" block. If blank is entered then this is not a promotion for Telesales purposes.

Status

Enter here whether the record is active or inactive. This need not be used where from/to dates have been given but is useful for keeping promotion history even though the promotion has ended.

Rate/Price Code/Value off/Price/Other/Sell Permission/Push Only/Discount Group

Having stated when the discount is applicable you must now state what the discount is. You may enter into any one of the fields above.

If a rate is entered (either positive or negative) then that rate will be applied as a discount.

If a price code is entered then it refers to the 10 selling prices on the stock file except in the case of price code 11 which will cause manual entry of price for this discount combination meaning that price is always negotiated.

If a value off is entered (either positive or negative) then the price will be reduced by this value.

If a price is entered then this price will be used instead of the list price.

Other is left as a "hook" for a new type and should not be used currently.

Sell Permission will be set to 1 if no permission to sell is required.

Push Only is used to promote a product within the Telesales "Push" block regardless of the fact that no special terms are offered.

DXXYYY Discount Group - this tells the system to look up a DXXYYY record to establish the discount available. The look up, as usual, will take the discount code from the customer as the first part of the key and this entry as the second part. In this way IBIX can cover quantity break promotions.

Reason Code

Here you may enter a reason code to go with this discounting record. When this record is used in Sales Order Processing/Invoicing the reason code will be used to look up a Free of Charge/Discount Reason Code in the control file and get from there a different General Ledger merge code causing the discount part of the transaction to credit the Sales Control Account and debit a "promotional overhead account".

3.7 SPECIAL DISCOUNT WHAT IF MANIPULATION

3.7.1 Purpose

This program allows you to manipulate, purge or update your special discount what‑if and effectivity.

The following features are available:‑

Copy a what if or effectivity to another what‑if or effectivity. If two or more what ifs or effectivities are copied to the same "name" this has the effect of merging and where the same records exists in more than one of the places copied from then the last one copied takes precedence. NB The original records (ie those copied from) will still exist.

Delete a chosen set of what‑if or effectivity records.

Purge/Update what‑if/effectivity records up to a date you provide. In this case the program will delete all what‑if records where the expiry date is less than or equal to the date entered, it will also make "live" all effectivity records where the effectivity date is less than or equal to the date entered.

3.7.2 Menu Command

run inv52

3.7.3 Pre‑requisites

This program requires the existence of some what‑if/effectivity records.

3.7.4 Fields

What if name

An entry should only be made here to manipulate (as described above) a particular what if set of records.

Effectivity Date

An entry should only be made here to manipulate a particular set of effectivity records.

Password

This will only be requested if you have elected to manipulate a particular what‑if or effectivity set of records. You must enter the same password as entered when the record set was first created, only this password entered correctly will allow you to go further.

If you have entered in any of the fields above you will now be given the choice to delete the record set or to enter new what if or effectivity details. If you take the latter option you will be asked to supply either, a new whatif name, password and expiry date, or a new effectivity date, password, reversal date and promotion flag. The data you supply may be an existing or a new record set.

If you enter nothing at the fields above you will then be asked to enter a purge/update up to date and will be asked whether you require a purge or an update to be done. NB These are two separate exercises.

3.8 SALES LEDGER MANUAL POSTING

3.8.1 Purpose

The object of the Sales Ledger Manual Posting is to allow sales transactions to be entered onto the ledger system. This is used primarily for postings not made automatically via invoicing or cash posting, or if the invoicing program is not used, as this option provides the only way of updating the Sales Ledger.

The posting types available are fully covered in this section.

If the General Ledger Program is being run as well the accounting system will ensure that a balancing entry is posted to the General Ledger, the Sales Control being posting automatically.

Posting done via this program will not provide a full sales analysis but will provide Customer turnover and by correct screen setting will provide revenue sales analysis down to customer delivery point but will omit warehouse, class, item and supplier.

3.8.2 Menu Command

run sal03 sal03

3.8.3 Pre‑requisites

Z0000000 Deciding multi‑company

Z000000X Deciding Currency formats

Default Sales VAT code ‑ this is added to the VAT class from the customer to give a default VAT code

Whether Destination postings should be like or contra ‑ only required if General Ledger is used ‑ see General Ledger manual for more information

Z999999X Sales Ledger Open Item File used

Sales Ledger Used

Delivery File used ‑ if requiring Sales Analysis update

Sales Analysis used ‑ if requiring Sales Analysis update

B1X For posting references

GDXXX To hold standard General Ledger posting descriptions which may be recalled during the run ‑ only if General Ledger is used

JXYY To give a journal number

PERENDX To hold period end dates

Other Programs (Pre‑requisite Data)

Sales Ledger Maintenance

It will be more efficient if the customers you wish to use have already been created, but the program allows creation as you go as well.

Sales Ledger Sequences

If you wish to search by name

General Ledger Maintenance

If General Ledger used ensure all accounts mentioned in the control file records exist and all accounts you want to post to exist as detail accounts in the General Ledger. This program deliberately does not permit creation of new General Ledger Accounts as you go (except via windows).

Sales Ledger Manual Posting Form

You may wish to be given the opportunity to put through the General Ledger analysis amounts for certain Sales Ledger invoice lines to the Sales Analysis revenue. If this is so you should amend your screen to place the Type of Analysis and the Sales Ledger Depot on the screen normally next to the General Ledger description. The Sales analysis updating achieved is currently only to customer and depot.

3.8.4 Fields

As of Date

This field always denotes the financial period in which you are working. The field is verified by reference to the period end dates for each ledger on the control file which are in turn updated by the period end routines.

The system will not allow a date earlier than the current period start, and will warn you should you enter a date later than the current period end,

On Sales, Purchase and Nominal systems IBIX is capable of dealing with future postings and therefore future dates may be used without cause for concern. The warning message given is to ensure that you check your entry for reasonableness.

In normal circumstances, it is usual to accept today's date which is displayed in this field automatically.

Journal Number

Throughout the IBIX accounting system you will be asked for a journal number. This is a code which tells the system which type of daybook you wish to produce. The various daybooks allowed are set by the user in the control file and the code that you enter into this field is checked for validity by reference to these records. You may wish for only one daybook type; however it is more usual to have several. The journal number entered must exist on the control file.

Document Type

This field should be filled with the abbreviated form of the type of document you wish to post.

This field is a mandatory entry.

The document types available are described below together with a description of how they affect the ledgers. As you enter postings you will notice DR or CR appear on your screen as document types are changed or a switch from Sales Ledger to General Ledger is actioned. This tells you to which side of the double entry postings the amount will go.

INV This is an invoice, normally this will debit the Sales Ledger and credit the General Ledger. It will also, should the General Ledger Postings allow, update the Sales Ledger turnover.

CRN Credit Note, normally this will credit the Sales Ledger and debit the General Ledger. It will also, should it be allowed, update the Sales Ledger turnover.

DRN This stands for Debit Note, and will normally affect the ledgers as an INV would. It will also, if allowed, update the Sales Ledger turnover figure.

CSH Cash, this credits the Sales Ledger and debits the General Ledger (Bank Account). This posting type should be used as little as possible as the interactive cash posting program is available for posting cash.

NCS Negative Cash. This is typically used for bounced cheques, it normally affects the ledgers in the same way as INV, but does not update the turnover.

JDR Journal Debit. This affects the ledgers in the same way as INV, but without updating the Sales Ledger turnover.

JCR Journal Credit. This affects the Ledgers in the same way as CRN, but without updating the Sales Ledger turnover figure.

TRF Transfer From. This is for transfers between accounts or for transferring balances when starting the system initially. A TRF will credit the Sales Ledger and debit the General Ledger.

TRT Transfer To. Again, this is for transfers between accounts, or for transferring balances when initially starting the system. TRT debits the Sales Ledger and credits the General Ledger.

Customer Number

This field should be filled with the customer number to which the posting is to be made.

The system will reply with the name of the customer if the record has already been created otherwise you have an option to create the record now via an automatic window to the Sales Ledger Maintenance which will return here when complete.

You may also elect to search by name which will place you in the name field for an entry.

A further option at this point is to preview the journal that will produced from the batch so far. This is only operative when a non‑zero batch number is displayed.

Salesman

This field will display automatically the salesman code taken from the customer record, this may however, be overridden.

In this field you enter the code of the salesman to which this posting is due, if you are not using the salesman file then this field is ignored.

If however the salesman file is used then the code entered must exist in the Salesman file and the program will display the salesman name for visual verification.

If you require aged debt by salesman reports, it is important that this field is filled in with the correct code.

VAT Code

This field will default automatically if the default VAT rate has been set‑up in the control file. The first digit of this field is the VAT Class that is entered in the customer data record. In the systems attributes entry in the control file, when setting permissions for using various parts of the IBIX accounting system, the operator is asked for the Default Sales VAT Code. It is this code that is entered here which makes up the second two digits of the default VAT code. If either of these codes are missing from the screen then they have not been entered in the correct "default" places. Check the control file, and/or the customer's record.

The system will use this code as the default code during the General Ledger part of the posting operation, while still giving the opportunity to override the code.

The Vat Code entered must exist on the control file.

Transaction Date

This field should contain the date that the current transaction took place, today's date is automatically placed in the field by the system, but this can be overridden. There are no restrictions on this date except that it may not be zero.

Reference 1

This is a numeric only field, it may be up to six digits long.

The purpose of the field is to contain a reference for this posting such as the invoice number, cash book number and so on. If the field is completely blank when <RETURN> is entered, then the posting number defaults to zero.

The field automatically increases by 1 for each posting, the next available number for each journal type being kept on the control file (B1X ‑ Documents numbers) but the automatically generated number may be overridden at any time.

When a batch is ended the last used reference number is written away to the control files in order to continue the series in the next batch. This occurs provided that the last used reference is higher than the current one on the control file (ie no other operators have been processing batches with higher references).

Reference 2

This is an alphanumeric field. It is used to store a second reference to each posting, perhaps the customers order number. This field may be left blank.

Linked Documents Only

These fields should only be used where you are trying to link open items together, e.g. linking a credit note to an invoice.

The purpose of this link is to obliterate the need to use cash posting to match the two documents. Many people do not use this option and there is no necessity to use it.

To accomplish a successful link you will need to know the internal reference and the Reference 1 of the item to be linked. The system will validate these entries and will not allow you to continue until a valid combination has been received.

It is important to realise that the item linked to will become fully paid regardless of the outstanding amount. Any "overpayment" of the item will become part of the outstanding amount for the new posting.

When the valid lines and the posting have become accepted the two items will become linked and no further action will normally be required regarding the clearance of these items.

Only one line is allowed per posting; where more than one line is required the interactive cash posting program should be used.

Terms Code

This field defaults to the code entered on the customer file, along with the description of the code that was entered in the Terms Code record in the control file.

The field can be overridden or left blank, the latter giving a due immediately situation. All the codes need to be valid and set‑up in the control file.

Amount Home

This field is entered with the total posting amount including VAT. It is this amount that will update the suppliers account and the control account on the general ledger.

If this customer is a foreign currency customer you need only enter the two of the three fields Amount (home), Exchange Rate, and Amount (foreign). The field left as zero will be calculated by the system.

Exchange Rate

This field is only used where the customer is set for a foreign currency, in the customers record. It defaults to the selling rate for the currency in question, which is held on the control file.

This value may be overridden with another rate of your own choosing, or to zero if you require the system to calculate the rate from the sterling value you have already entered and the foreign value you are about to enter.

Both the exchange rate and the foreign value may be set to zero. This is done when sterling only posting is required to a customer who is normally foreign.

Amount (Foreign)

This field is only used when the customer is set for foreign currency. If you have entered a sterling value and an exchange rate then the foreign value will be calculated for you, although you may override the calculation.

The field should be filled with the total foreign posting amount including VAT.

If the customer in question is a foreign customer you need only enter two out of the three fields; Amount (home), Exchange Rate, and the Amount (Foreign). The field left as zero will be calculated automatically by the system.

General Ledger Account

The General Ledger Account code needs to be entered at this prompt. The field will default to the default general ledger code given in the control file record GS0XYY where YY is the revenue code from the customer file.

The code being entered must exist and must be a detail account which allows input.

Upon entry of a valid account the computer will display the account description for verification purposes.

You are able to put as many General Ledger postings as are required, and normally entries should be entered until a balance is achieved.

Any imbalance which cannot be cleared may as a last resort be put automatically to the suspense account for this journal type.

Amount

This field should normally contain the value in sterling, excluding VAT, for this allocation to the General Ledger. It should be stressed again that the control account is automatically updated. In certain cases you may wish to enter the amount VAT inclusive and this can be achieved via a function key.

Normally the correct side for the posting is selected automatically but a function key can change from debit to credit, or vice versa. The resulting change can be seen displayed alongside the amount.

VAT Code

This field will normally default to the VAT entered in the Sales Ledger part of the posting. This code may however by overridden with any other valid VAT code which is formatted as described earlier.

Once <RETURN> has been entered and the VAT code accepted, the rate found on the control file for the VAT code entered will be used together with any settlement discount information to calculate the correct VAT.

Exceptionally you may blank out the VAT code this tells the program that the line entered is outside the VAT system. This should be used with caution as no VAT analysis of these items is produced.

VAT Amount

Normally there is no requirement to enter this field as the computer will calculate it for you. However, if you are entering invoices from an external system the VAT calculation can differ by 1p. Keys are available to move the VAT up or down by 1p automatically. Also it may be that you are posting a VAT only invoice in which case you will enter zero in the amount and will have to enter the VAT amount manually.

Transaction Description/Sales Analysis

It is useful for some document posting to be able to enter text to be attached to an allocation, i.e. where you purchase a fixed asset item and want to record the item description and the serial number.

This gives this facility and also has the feature whereby standard text can be recalled from the control file or a truncated version of the customer name can be called in. The text that is entered will appear on the journal under the transaction and provided the General Ledger account is set to keep all transactions, it will appear on the General Ledger Transaction List.

The Sales analysis side will only come up if your screen is set to ask this. If you reply that you want this line to go to sales analysis you will also be asked for the depot or delivery point code. You may fill the latter in as blank.

NB It should be noted that only a limited sales analysis can be produced here due to the fact that only Customer Depot is entered and not product class etc.

Once you have entered all your lines you may browse up and down them amending where necessary until you are satisfied.

3.9 SALES LEDGER CASH POSTING

3.9.1 Purpose

This program allows the user to post and allocate cash by direct interaction between the user and the computer.

It will accept the cash posting, and will deal with all details of foreign currency including notional profit and loss on exchange.

It also copes with the intricacies of settlement discount automatically calculating which discount is applicable according to the transaction date you enter.

It demands balancing General Ledger postings at the end of each batch and posts Sales Ledger control, discount and currency gains and losses automatically.

The program also allows unallocated cash, part payments and overrides for discount.

The program will record the date on which each open item is to be considered "fully paid" as well as the references to the item which took it to "fully paid" status. "Fully paid" is defined by your entry into a percentage field at the start of the batch. The item will be considered as fully paid when the balance of the transaction is taken below your entered percentage of the original value.

The date and references will be available on enquiry screens.

The following should be noted about foreign currency postings. The program will assume that foreign monies will be placed in the foreign currency memorandum bank account given in the foreign currency record. It will also increase the home currency equivalent bank account. The double entry for the foreign bank account will go to the foreign bank contra account. The true sterling bank accounts are not affected in any way.

It follows, therefore that the system assumes you have a foreign currency bank account; if this is not the case then we recommend that when you process the exchange of foreign currency carried out at the bank you do the following postings:-

Debit your true sterling bank account

Credit your foreign currency sterling equivalent bank account

Credit your foreign currency memorandum bank account with the foreign amount

Debit your foreign currency contra account with the foreign amount

3.9.2 Menu Command

run sal04 sal04 [X]

where X can be T - for Transaction Date, A for As of Date, or S for System Date. If no argument is given then Transaction Date will be used. The date here gives the date to be used for marking the fully paid date of the item.

3.9.3 Pre‑requisites

Z0000000 Deciding multi‑company

Z000000X Deciding Currency formats

Whether Destination postings should be like or contra ‑ only required if General Ledger is used ‑ see General Ledger manual for more information

Z999999X Sales Ledger Open Item File used

B1X For posting references

GDXXX To hold standard General Ledger posting descriptions which may be recalled during the run ‑ only if General Ledger is used

JXYY To give a journal number

PERENDX To hold period end dates

Other Programs (Pre‑requisite Data)

Sales Ledger Maintenance

It will be more efficient if the customers you wish to use have already been created, but the program allows creation as you go as well.

Sales Ledger Sequences

If you wish to search by name

General Ledger Maintenance

3.9.4 Fields

As of Date

Throughout the IBIX system this field denotes the financial period in which you are currently working.

The field is verified by reference to the period end dates for each ledger on the control file, which are in turn updated by the period end routines.

The system will not allow you to input a date earlier than the current period start and will warn you should you enter a date later than the current period.

On sales purchase and nominal system IBIX is capable of dealing with future postings and therefore future dates may be used without cause for concern. The warning message is displayed so that you may make a visual check on the date entered for reasonableness.

In normal circumstances, it is usual to accept today's date which is displayed in this field automatically.

Journal Number

Throughout the IBIX accounting system you will be asked for a journal number. This tells the system which type of daybook you wish to produce. The various daybooks allowed are set by the user in the control file and the code that you enter into this field is checked for validity by reference to these records. You may wish for only one daybook type; however it is more usual to have several.

Transaction Date

Percentage

Here you may entered a percentage. This will be used to decide when an open item is to be considered as fully paid.

NB An open item will be considered as fully paid when the balance of the transaction is taken below the above percentage of the original value.

Customer Number

This field should be filled with the customer number to which the posting is to be made.

The system will reply with the name of the customer if the record has already been created, otherwise it will give you an option to create the record now via an automatic window to the Sales Ledger Static Maintenance which will return here upon completion.

You also have the option to view the batch so far at this point providing the batch number is not zero.

Customer Name

This field will only be used if you opt to search by name and you have requested the "by name" search facility offered at the Customer No. prompt.

When you use it you may enter as many characters as are known for this customer and then press <RETURN> having first cleared out to the end of the field. The system will then give you the first customer whose name corresponds to the characters that have been entered, if this is not the correct customer use the "next" facility to find others within that group.

Reference 1

This is a numeric only field.

When a batch is ended the last used reference number is written away to the control file in order to continue the series in the next batch.

Reference 2

This alphanumeric field is used to store a second reference to each posting. This field may be left blank.

Amount Home

This field is entered with the total cash paid. It is this amount that will update the customers account and the control account on the general ledger.

If you enter a home amount then the open items will be displayed in home currency whilst if the home amount is zero then the work will commence in foreign currency.

If both fields are zero, such as when you are not cash posting but simply transaction matching, you will be asked in which currency you wish to work.

Exchange Rate

This field is only used where the customer is set for a foreign currency in the customers record. It defaults to the buying rate for the currency in question, which is held on the control file.

Both the exchange rate and the foreign value may be set to zero. This is done when sterling only posting is required to a customer who is normally foreign.

Amount (Foreign)

The field should be filled with the total foreign posting amount of cash.

Range From/To

The user is now prompted for a series of ranges of open items that are going to have cash allocated against them. Users with a mouse may use point and pick techniques.

The start and end numbers required are the internal numbers and not the ref 1. You will also have the option to enter first to last. If the start entry is non‑zero and zero is entered into the to entry the program takes this to mean end same as start (ie a range containing one open item only).

As a range is chosen the items in the range will be downlighted.

No validity checks are made on the ranges entered but any ranges that do not exist or have already been fully paid will be ignored.

You may browse your selections at any time and make amendments; you may also view next and previous screens of open items.

If you do not wish to allocate this cash then end the range entries immediately and select the unallocated cash option.

When you have finished entering your ranges you may choose to automatically continue with the allocations or to proceed in a manual mode. If you choose the latter each open item will be offered to you for rejection, approval or part payment. You will also be able to reject the remainder of this range.

If you elect to part pay then you may set both the amount of this transaction to be paid off as well as the discount allowed giving a due amount which if accepted will affect the amount left above.

When you complete all your cash posting the program will lead you into the "bank" side of the posting. It should be noted that the Sales Control, discount, and any profit or loss on exchange have already been posted.

Posting Type

This field can be one of the following:‑

JDR Journal Debit

JCR Journal Credit

TRT Transfer to

TRF Transfer from

The default will be JDR

General Ledger Code

The default in this field will be any default bank you have set in the control file; however you may override this to any detail general ledger account which allows input.

The account entered must exist on the General Ledger file. If it does not exist you will be given the option to create it now via an automatic window to the General Ledger Maintenance Program which will return here when complete.

A valid account entry will display the account description for visual verification. Alternatively you may elect to search by description.

General Ledger Description

This field can be used to search for the correct general ledger account by entry of the first few characters of description. This will bring up the nearest match, the search may then be progressed via the "next" facility.

Transaction Date

Reference 1

This is a numeric only field.

When a batch is ended the last used reference number is written away to the control file in order to continue the series in the next batch.

Reference 2

This alphanumeric field is used to store a second reference to each posting. This field may be left blank.

Amount

This field is normally entered with the total cash to bank.

VAT Code

This field would not normally be called during cash posting. However, if you have selected a general ledger account which states that its input has a VAT element then a valid VAT code can be entered or blank is possible to state that this amount is outside the VAT system. A default code will be shown if a default has been created in the control file.

VAT amount

If a valid, rated VAT code was entered then the program will have worked out the VAT element for you; you may however override this.

Transaction Description

This field can be filled with a description to go with the general ledger transaction. The description will show on the journal and if the account is set to keep all transactions it will also show on the transaction list.

You may also call up a pre‑entered description from the control file.

You may now continue to repeat the general ledger postings until a balance is achieved or exceptionally you may opt to post any imbalance to suspense.

3.10 CREDIT CONTROL MONITOR

3.10.1 Purpose

This option allows the credit controller to place comments on the customer records and also to place the customer on stop. The controller may also place comments on individual transactions together with the amount of that transaction which is not in dispute.

The controller also has the power to place a date on customers together with the comment, he and others using the sales enquiry program may then request a diarised sequence of enquiries for a particular or a range of dates. He may also opt to browse only those customers with overdue items.

The comments on open items will automatically delete at the end of the period during which the item becomes fully paid unless open item history and narrative history is on in the control file. However customer narratives and stops will remain until the controller uses this program to take them off; at this point these will be removed from the system unless narrative history is on in the control file.

If you have any histories on, this program will also allow enquiries on them; indeed if you have open item history on and invoice history on then it is possible to bring up the original invoice via the open item.

3.10.2 Menu Command

run sal08 sal16 [CHKHIST]

CHKHIST is optional but if used with open item history will force a search for a transaction with the ‘same’ characteristic to visit history.

3.10.3 Pre‑requisites

Sales Ledger Maintenance

At least one customer created

Sales Ledger Sequences

If you wish to search by name

Reorganise Sales/Purchase History Files and Sales Order History Purge

Consideration of the length of Sales Narrative History, Sales Open Item History and Sales Order History should be given whilst describing this program. Obviously the history the program can provide is limited to the3.10.4 extent of history allowed by use of the purge program.

3.10.5 Fields

Invoice Number

Enter here the number of a document which you wish to view and the program will take you straight to that open item or inform you that no occurrence of that number can be found.

Invoice Amount

Enter here an amount and the program will take you straight to a current open item for that amount or inform you that no occurrence of that amount can be found.

Only Accounts with Overdue Items

If you answer yes to this then as you progress through the file using the normal record search function keys you will only be shown customers where overdue items exist. If you select a particular customer by number which has nothing overdue you will be warned of this.

Diary date.

At this prompt enter the date selection from that is required. Normally the date that is entered is today's date, but you may override to look at any date from.

You may also state that diarisation is not required in which case you may choose the customers you wish to inspect.

Customer Search

The cursor will now come to rest on the preferred customer search field set in the Sales Ledger Sequences Program. This could be any of Customer Number, Customer Name, Address, Post Code, Salesman Contact, Telex Number, Telephone Number or Fax Number. The preferred sequence may be changed by use of the arrow keys to choose a different sequence (which has already been created in the Sales Ledger Sequences Program) this will become temporarily the new preferred sequence.

Regardless of the sequence chosen the user may make use of the normal search keys with none or partial keying of data. It should be noted that searches here are via both the customer file and the delivery address file. A further search option is also available, that of browsing. This will produce a browseable list of all customers and delivery points meeting the criteria entered so far. The user may now fill in more detail for a finer search and the page may change to match or he may use the arrow and page keys to search for the customer.

Having lighted on the customer required he may now need, in the case of multiple depots, to find the exact delivery address; to this end a sub‑browse is provided which effectively is a search within the customer selected by some other criteria which may again be any of the fields mentioned above. The preferred sub‑browse key has already been selected in the Sales Ledger Sequences Program and this will be the default field. Searching can be performed by keying enough data to find the exact match. The user may also change his preferred sub‑browse field temporarily to any others set up in the Sales Ledger Sequences Program.

Once the customer or diarised entry has been selected a screen is displayed giving a summary of the selected account showing credit and debit transactions totals as well as credit information and any current narrative that has been previously entered.

At this point the following options are available:

You may view up and down the header narrative history for this customer. There is also a key for instant return to current narrative.

You may enter a new current information narrative for the displayed customer together with a date, so that anyone using the sales ledger enquiry program may then request a diarised sequence of entries from a particular date.

You may enter a new current stopping narrative for the displayed customer together with a date, so that anyone using the sales ledger enquiry program may then request a diarised sequence of entries from a particular date.

You may enter a narrative altering the temporary additional credit limit.

You may show all current open items that exist for this customer account.

You may view and adjust the general customer notes.

You may open a dynamic window to Sales Order Enquiry.

If you choose to enter a header narrative then the following applies:‑

Any existing narrative that has been entered is highlighted. The user has the choice of overwriting that comment, or entering <RETURN> to accept the existing narrative and being given a new line to enter a comment.

If the first line is set to blank, any narrative record and associated diary dates will be deleted or put into history if narrative history is on in the control file.

After entering the Narrative, you are requested to enter a chasing date into the diary.

This field should contain the date on which the customer should be re‑contacted or reviewed, giving reminders to the credit controller. This field is often used for new accounts that have been opened, so that terms and discounts can be agreed after, say, a three month trial period.

Finally you enter the date the narrative was entered.

If you choose to display the open items then the following options are available:‑

Your normal search key will settle on Doc No, normally this is your invoice number. However a function key is available to search by the following:‑

Tran Date

Reference 2 ‑ normally the customers order number.

Original Amount

Outstanding Amount

Due Date

If you change your front screen to bring these on you may also search by the following:‑

Invoiced Customer Number

As of Date

Reminder Date

Area Code

Delivery Address Code

Salesman Code

You may enter your search key at the base of the screen and a exact match will be attempted; if an exact match is not found the program will find the nearest. The page and arrow keys can also be used to find the particular open item you require and a key is provided to find the same again. Also first page and last page may be selected.

A key is available to look at the current open items invoice history if present.

A key is available to get a reprint of the selected (highlighted) document. In this case you will then get the choice to print with the normal defaults for document printing or to override with a printer number entry, foreign currency and language required entries, and a report number. For more information on these see Invoice Print. This facility is also available at other stages.

A key is available to view the full detail of an open item. At this point you may also view both the current and historical open item narratives as well as enter a new current narrative.

Entry of a Narrative

The narrative usually states why a customer is withholding part or all of the open item balance.

Customer Proposed Amount

This entry should contain the amount of the open item which the customer is proposing to pay. This should obviously not normally exceed the outstanding amount.

The proposed amount entered here is a note only and is not currently used by the system.

Where there is agreement between the customer and yourselves on the amount a function key is available to mark this agreement. When the function key is pressed the program will store the amount that, by implication, it is agreed that the customer need not pay. (ie Outstanding amount less agreed amount).

The open item will be marked on screen with an "N" or a "Q" for proposed amount and agreed amount respectively.

The agreed "non-payable" amount and expedite date within those items under query will be used in the credit status update program to include or exclude items under query.

Date Entered

This is the date on which the current narrative was entered.

Expedite Date

This has a bearing on the date at which the item under query will be re-included in the credit status calculation.

3.11 PREPARE NEW PENDING FILES

3.11.1 Purpose

This program will make copies of your Sales and Delivery Address Master files such that you can work on these making changes which will become live later. This is useful for such events as a Salesman territory re‑organisation which can be input well ahead of the change required. NB This program will overwrite any existing pending files so care should be taken as to the timing of the running of this program.

3.11.2 Menu Command

preppend

3.11.3 Pre‑requisites

No pre‑requisites are required.

3.11.4 Fields

No input is necessary

3.12 ENTER PENDING SALES LEDGER CHANGES

3.12.1 Purpose

This program works in the copy Sales Ledger file mentioned above. It works in exactly the same way as Sales Ledger Maintenance apart from this, but only allows amend functions.

3.12.2 Menu Command

run sal01 wsal01

3.12.3 Pre‑requisites

As for Sales Ledger Maintenance

That the prepare program has been run.

3.12.4 Fields

As for Sales Ledger Maintenance

3.13 ENTER PENDING DELIVERY FILE CHANGES

3.13.1 Purpose

This program works in the copy Delivery file mentioned above. It works in exactly the same way as Delivery File Maintenance apart from this but only allows amend functions.

3.13.2 Menu Command

run del01 wdel01

3.13.3 Pre‑requisites

As for Delivery File Maintenance

That the prepare program has been run.

3.13.4 Fields

As for Delivery File Maintenance

3.14 MAKE PENDING FILES LIVE

3.14.1 Purpose

This program makes the changes made in the pending files above active in the live system. NB Once this job has been run another prepare is required before more pending changes may be entered.

3.14.2 Menu Command

dopend

3.14.3 Pre‑requisites

It is advisable to do a backup prior to this run.

The prepare program should have been run and some amendments made.

3.14.4 Fields

No fields are required for this program.

4 SALES LEDGER DAILY USAGE REPORTS

4.1 SALES LEDGER MASTER FILE REPORT

4.1.1 Purpose

The object of this program is to produce selective reports of the data held on each customer master record. The user is able to choose the report sequence and optionally include information from the delivery address file as well.

4.1.2 Menu Command

run sal02

4.1.3 Pre‑requisites

Sales Ledger Maintenance

At least one customer should exist

Sales Ledger Sequences

To create a sequence you require for the report

Sales Ledger Master File Report Layout ‑ via Report Editor

Variations available are reports 0 to 9

Report Sections available:‑

first page ‑ contains run time options entered

header ‑ contains headings for each new page

line ‑ contains details of the data for each account to be printed

special dlivm - contains details of delivery address records

special bank - contains bank file details

last record ‑ contains total number of accounts printed

4.1.4 Fields

A screen is displayed containing the sequences that were set‑up using the Sales Ledger Sequences. Use the cursor and page keys to highlight the required reporting sequence, and then press <RETURN>.

From/To

Entries may be made here to select the report by the values of the following fields:‑

Customer Number

Salesman Number

Warehouse

Area Code

Territory

Limit Set Dates

Statement Type

Reminder Type

Customer ABC Classification

Customer Type

Credit Status

Last Invoice Date

Telephone Number

Fax Number

Telex Number

Set up date

Last Amended Date

Spare Fields (not shown on standard IBIX screens but available via changesize and IBIX screen painter)

Discount Group (not shown on standard IBIX screens but available via IBIX screen painter)

Payment Type (not shown on standard IBIX screens but available via IBIX screen painter)

Entries for the lowest and highest value of each of these fields are requested, with blank for the lowest meaning the first value and blank for the highest meaning the last value. Only records with the values of each of the fields falling within the selected ranges will be included on the report.

Include General Notes

You may decide here whether you wish the customer general notes to be printed or not.

Include Delivery Instructions

You may decide here whether you wish the delivery instructions to be printed or not.

Include Delivery

There are two available options at this prompt:‑

0 No, the delivery addresses are not to be included in the report.

1 Yes, include the delivery addresses in the report as separate customers. They will be grouped according to the sort sequence that has been selected.

Report Number

Because IBIX allows users to create their own report layouts there has only been 1 standard report layout set‑up. If another report layout is required enter the report number that is to be used or use the browse key to select from a menu of available reports.

There is a maximum of 10 different formats (0‑9).

Once all the required options have been entered, you may choose whether to send this report to the screen or the printer. If you send to screen then the options from here on are discussed in the report viewer section.

4.2 DELIVERY MASTER FILE REPORT

4.2.1 Purpose

This program will produce a selective report on the static data within the delivery file. The report layout and sequence are selectable by the user.

4.2.2 Menu Command

run sal02 del02

4.2.3 Pre‑requisites

Sales Ledger Maintenance

At least one delivery address should exist

Z000000X Whether sort by delivery name is required

Invoicing Delivery File Report Layout ‑ via Report Editor

Variations available are reports 0 to 9

Report Sections available:‑

first page ‑ contains run time options entered

header ‑ contains headings for each new page

line ‑ contains details of the data for each account to be printed

last record ‑ contains total number of accounts printed

4.2.4 Fields

From/To

Entries may be made here to select the report by the values of the following fields:‑

Customer Number

Delivery Number

Salesman Number

Warehouse

Area Code

Territory

Last Invoice Date

Spare Fields (not shown on standard IBIX screens but available via changesize and IBIX screen painter)

Report Sequence

This field allows the user to select the order of the report. If there is not already an index for the sequence of the users choosing then an index will automatically be created by the program.

The two options given are:‑

0 A reporting sequence of Cust No/Delivery No.

1 A reporting sequence of Name/Cust No/Delivery No.

Report Number

4.3 SALESMAN MASTER FILE REPORT

4.3.1 Purpose

This program will produce a selective report of the data held on each salesman record.

4.3.2 Menu Command

run sal02 man02

4.3.3 Pre‑requisites

Salesman File Maintenance

At least one salesman should exist

Salesman Master File Report Layout ‑ via Report Editor

Variations available are reports 0 to 9

Report Sections available:‑

first page ‑ contains run time options entered

header ‑ contains headings for each new page

line ‑ contains details of the data for each account to be printed

last record ‑ contains total number of accounts printed

4.3.4 Fields

From/To

Entries may be made here to select the report by the values of the following fields:‑

Salesman Number

Report Number

4.4 BANK MASTER FILE REPORT

4.4.1 Purpose

This program will produce a selective report of the data held on each bank record.

4.4.2 Menu Command

run sal02 bnk02

4.4.3 Pre‑requisites

Bank File Maintenance

At least one bank should exist

General Bank Master File Report Layout ‑ via Report Editor

Variations available are reports 0 to 9

Report Sections available:‑

first page ‑ contains run time options entered

header ‑ contains headings for each new page

line ‑ contains details of the data for each account to be printed

last record ‑ contains total number of accounts printed

4.4.4 Fields

From/To

Entries may be made here to select the report by the values of the following fields:‑

Sort Code

Report Number

4.5 SPECIAL DISCOUNT REPORT

4.5.1 Purpose

This program will produce a selective list of special discount records. These may be either what‑if/effectivity records or the live records or a mixture of the two.

4.5.2 Menu Command

run inv51

4.5.3 Pre‑requisites

Special Discount Maintenance

At least one special discount record should exist

General Bank Master File Report Layout ‑ via Report Editor

Variations available are reports 0 to 9

Report Sections available:‑

first page ‑ contains run time options entered

header ‑ contains headings for each new page

before group of cust ‑ contains data to be printed before the main data for a new customer

before group of type ‑ contains data to be printed before the main data for a new customer type

before group of code2 ‑ contains headings to be printed prior to listing a set of discounts based on product code

special code2 ‑ contains data for a discount based on product code

before group of code1 ‑ contains headings to be printed prior to listing a set of discounts based on discount code

special code1 ‑ contains data for a discount based on discount code

before group of code0 ‑ contains headings to be printed prior to listing a set of discounts based on product class

special code0 ‑ contains data for a discount based on product class

before group of item ‑ contains headings for a discount based on product class or similar which would give a range of items ‑ only used if item report selected

line ‑ contains details of the data for each item to be printed ‑ only used if item report selected

last record ‑ contains total number of records printed

4.5.4 Fields

What if Name

This field may contain the name of a particular set of what‑if records that you wish to report, either on their own or amongst other live records. If you do not want this leave it blank.

Effectivity Date

This field may contain the name of a particular set of effectivity records that you wish to report, either on their own or amongst other live records. If you do not want this leave as zero.

What if Password

This field will be requested if you have entered either a non‑blank what if name or a non‑zero effectivity date. You should enter the password that was entered when the what if/effectivity was first created.

Report Only for above what if

This field will only be requested if you have entered either a non‑blank what if name or a non‑zero effectivity date. Reply with zero if you want to see records printed other than what if/effectivity ones, reply one if you wish only to report on records within the what‑if/effectivity you have selected.

From/To

Entries may be made here to select the report by the values of the following fields:‑

Customer

Customer Type

Customer Price Code

Warehouse

Part Number

Discount Code

Product Class

Promotion Start Date

Promotion in Force Date

Item Report

Where a special discount record covers a range of item numbers (such as discount for a product class) you may opt here to print just the group record or the group record and all the items within the group.

Report Number

Because IBIX allows users to create their own report layouts there has only been 1 standard report layout set‑up. If another report layout is required enter the report number that is to be used. A key is also available to bring up a menu of pertinent reports with their titles from which to select.

4.6 SALES LEDGER LABEL PRODUCTION

4.6.1 Purpose

This program can produce labels for any selection of customers in any sequence you choose.

4.6.2 Menu Command

run sal02 sal13

4.6.3 Pre‑requisites

Sales Ledger Maintenance

At least one customer should exist

Sales Ledger Sequences

To create a sequence you require for the report

Sales Ledger Label Production Layout ‑ via Report Editor

Variations available are reports 0 to 9

Report Sections available:‑

The option flag is used to state the number of labels to view

line ‑ contains details of the data for each label to be printed

NB Where labels are more than one to view and are narrower than the standard size IBIX, as standard, expects, shortening the fields will automatically tell the system that the labels are narrower. It is also important if the vertical height of the fields completely fill a label not to have a form feed after, equally if they do not a form feed should be included.

4.6.4 Fields

Sequence Choice

The screen which is displayed contains the sequences that were set‑up using the Sales Ledger Data Maintenance Menu. The first of the "sequences" is highlighted. This screen is used to select the sequence in which the labels are to be produced. Use the cursor control keys to highlight the required reporting sequence, and then press <RETURN>.

From/To

Entries may be made here to select the report by the values of the following fields:‑

Customer

Salesman

Area

Territory (not shown on standard IBIX screens but available via IBIX screen painter)

Statement Type

Reminder Type

ABC Classification

Customer Type

Balance

Credit Status

Set up date

Last Amended Date

Discount Group

Spare Fields (not shown on standard IBIX screens but available via changesize and IBIX screen painter)

Payment Type (not shown on standard IBIX screens but available via IBIX screen painter)

Number of Copies of Each Label

You may select how many copies of each label are required from 1 to 99.

Include Futures in Balance

Because IBIX allows postings to future periods the user is given the opportunity to select whether the from‑to balance test should also include future postings or not.

There are two available options:‑

0 No, postings to a future period are not to be included in the Balance.

1 Yes, the postings entered for future periods are to be included in the specified balance range.

Accounts over Credit Limit

This field gives the user to include those accounts where the credit limit has been exceeded. This is useful where labels are to be produced as severe reminders to those customers who have exceeded their credit limit.

There are two available options:‑

0 No, produce labels for accounts whether or not the set credit limit has been exceeded.

1 Yes, only print those customers whose accounts have exceeded the set credit limit.

Include Delivery

Here you may decide whether labels are to be printed for delivery addresses as well as for Sales Ledger addresses.

Report Number

Because IBIX allows users to create their own report layouts there has only been 1 standard report layout set‑up. If another report layout is required enter the report number that is to be used. A key is also available to bring up a menu of pertinent reports with their titles from which to select.

4.7 CURRENCY REVALUATION REPORT

4.7.1 Purpose

This report allows a manager to see the effect on customer balances of a lower or higher selling rate of a particular currency.

N.B. This report does not actually perform any revaluation. It is designed to show the effect of any currency change on the ledger. It is the intention that the result of this report be posted as an accrual to the profit/loss on exchange provision.

4.7.2 Menu Command

run sal02 sal14

4.7.3 Pre‑requisites

Sales Ledger Maintenance

At least one customer should exist with a foreign currency attribute

Sales Ledger Sequences

A sequence must exist with currency code first

Sales Ledger Currency Revaluation Report Layout ‑ via Report Editor

Variations available are reports 0 to 9

Report Sections available:‑

first page ‑ contains run time options entered

header ‑ contains headings for each new page

before group of code ‑ contains details of each currency input

line ‑ contains details of the data for each account to be printed

after group of code ‑ contains totals for each currency

last record ‑ contains report grand totals

4.7.4 Fields

Selling Rate

The first screen that is displayed shows all the currency codes, their descriptions and the selling rates that have been previously entered in the control file.

The user is prompted for input, at each of the displayed currencies, of the proposed selling rate. This entry does NOT alter the selling rate held on the control files.

Report Number

Because IBIX allows users to create their own report layouts there has only been 1 standard report layout set‑up. If another report layout is required enter the report number that is to be used. A key is also available to bring up a menu of pertinent reports with their titles from which to select.

4.8 DELIVERY FILE LABELS

4.8.1 Purpose

This program allows the production of labels for delivery labels using the user's selection and choice of sequence. It should be noted that the program was designed for labels but that via the IBIX report generator labels can also be letters or a report or whatever you choose.

4.8.2 Menu Command

run sal02 del03

4.8.3 Pre‑requisites

Delivery File Maintenance

At least one delivery file should exist

Delivery File Label Production Layout ‑ via Report Editor

Variations available are reports 0 to 9

Report Sections available:‑

The option flag is used to state the number of labels to view

line ‑ contains details of the data for each label to be printed

4.8.4 Fields

From/To

Entries may be made here to select the report by the values of the following fields:‑

Customer

Delivery Point

Salesman

Warehouse

Area

Territory

Last Invoice Date

Spare Fields (not shown on standard IBIX screens but available via changesize and IBIX screen painter)

Report Sequence

You may choose the sequence of printing from the following:‑

0 Customer Number/Delivery Number Sequence.

1 Name/Customer Number/Delivery Number Sequence.

Report Number

Because IBIX allows users to create their own report layouts there has only been 1 standard report layout set‑up. If another report layout is required enter the report number that is to be used. A key is also available to bring up a menu of pertinent reports with their titles from which to select.

5 SALES LEDGER DAILY ENQUIRIES

5.1 SALES LEDGER ENQUIRY

5.1.1 Purpose

The object of the Sales Ledger Enquiry option is to give the user the opportunity to make enquiries on any of the sales ledger accounts. It can also view comments placed by the credit control monitor. It works in a very similar fashion to the credit control monitor whilst not allowing any changes. Diary searching is also permitted.

5.1.2 Menu Command

run sal08 sal08 [NOENQ] [NOTES] [CHKHIST]

NOENQ is optional but if used will prevent the user from calling document history enquiry from within the program.

NOTES is optional but if used allows customer notes to be maintained as well as viewed.

CHKHIST is optional but if used with open item history will force a search for a transaction with the ‘same’ characteristic to visit history.

5.1.3 Pre‑requisites

Sales Ledger Maintenance

At least one customer created

Sales Ledger Sequences

If you wish to search by name

Reorganise Sales/Purchase History Files and Sales Order History Purge

Consideration of the length of Sales Narrative History, Sales Open Item History and Sales Order History should be given whilst describing this program. Obviously the history the program can provide is limited to the extent of history allowed by use of the purge program.

5.1.4 Fields

Invoice Number

Enter here the number of a document which you wish to view and the program will take you straight to that open item or inform you that no occurrence of that number can be found.

Invoice Amount

Enter here an amount and the program will take you straight to a current open item for that amount or inform you that no occurrence of that amount can be found.

Only Accounts with Overdue Items

Diary Date

At this point you may opt to view customers who have a diary date set by the credit control monitor that is equal to or greater than the date you now enter. You may also opt for no diarisation.

Customer Search

You will only be asked this if you have not opted for diarisation.

At this point the following options are available:

You may view up and down the header narrative history for this customer. There is also a key for instant return to current narrative.

You may show all current open items that exist for this customer account.

You may view and adjust the general customer notes.

You may open a dynamic window to Sales Order Enquiry.

If the open item display was chosen you may now search for a particular open item by any of the fields in the columns displayed.

Having found the open item required you may if invoice history is available for this item view the original invoice, or you may see the full detail for this open item and also view any current or historical narratives for this item. You may also opt for a reprint of the document. In this case you will then get the choice to print with the normal defaults for document printing or to override with a printer number entry, foreign currency and language required entries, and a report number. For more information on these see Invoice Print. This facility is also available at other stages.

6 SALES LEDGER END OF DAY UPDATES

6.1 UPDATE CUSTOMER CREDIT STATUS

6.1.1 Purpose

Without this program the customer credit status would only be reset in the end of period program or by the credit controller putting the customer on stop. The credit status, if not on stop, represents the age of the oldest debt in periods. Cash is received daily but if this were to pay off the oldest debt it would not affect the credit status. This program is therefore intended to be run daily for those users who wish to keep the credit status bang up to date.

The program interacts with transactions marked as under query in the Credit Control Monitor program. If the expedite date plus a given factor has been passed then the queried items are re-included in the credit status calculation otherwise they are excluded.

6.1.2 Menu Command

run sal10 sal12

6.1.3 Pre‑requisites

It is advisable that a backup is performed prior to this run.

At least one Sales Ledger Account should exist

RXX ‑ Control file reminder type record to state how the credit status should be set.

6.1.4 Fields

As of Date

This states what date should be used for the credit status calculation.

Number of Days

This gives the number of days leeway from expedite date that you wish to give for invoices under query. This will only be used for those open items marked as queries in which case the following rule applies:-

The invoice is included in the credit status calculation where the outstanding amount on the open item is greater than the non-payable amount stored on the narrative record or where the diary date + X is less than or equal to the 'as of date' for the run; otherwise the invoice will be ignored.

6.2 FINANCIAL JOURNALS

6.2.1 Purpose

This program produces journals for all batches created since the last run. It can also reprint a batch at any time up to the next run command. The program will update the General Ledger where necessary and update the VAT file.

6.2.2 Menu Command

run jnl01jnl01 [a b c]

where a, b and c are optional but if used are explained by the following. NB These are only used, currently by one user who needs to unload certain data from the daybk file for onward transmission.

The arguments to jnl01 change the relationship between the value of jnldel in daybk file and its meaning in the program.

Meaning JNLDEL

default arg

Awaiting update 0 a

Update Completed 1 b

May be Deleted 1 c

Updated 2

In Use 3

Cancelled 9

Limitations are that a cannot equal b or c and a, b and c cannot equal 2,3 or 9.

For example "run jnl01 jnl01 6 8 8" and reprint set to no will print and update daybook records with jnldel equal to 6 and change jnldel to 8. At the same time it will delete any daybk records with jnldel already equal to 8.

For "run jnl01 jnl01 5 6 7 with reprint set to yes daybk records with jnldel of 6 and 7 will be reprinted.

6.2.3 Pre‑requisites

It is advisable that a backup is performed prior to this run.

Some Batches should be awaiting update or reprint.

Spooler should also be considered

Common Daybook/Journal Report ‑ via Report Editor

Variations available are reports 0 to 9

Report Sections available:‑

header ‑ for headings at the start of each page

special salline - contains data for a Sales Ledger Posting

special salpaid - contains details of each transaction paid by a cash posting

special purline - contains data for a Purchase Ledger Posting

special purpaid - contains details of each transaction paid by a cash posting

line ‑ contains details of each General Ledger allocation posting

special gldesc - contains the General Ledger allocation description (if any)

trailer - contains details of total debits and total credits

special vathead - contains heading for the VAT analysis

special vatline - contains details of analysis for each VAT code

special vattotal - contains the VAT analysis totals

special comphead - contains headings for compressed account analysis

special compline - contains analysis for each compressed account

special selfbill - contains details of EC Purchases self billing of VAT

special reclaim - contains details of EC Purchases reclaim of self billing

6.2.4 Fields

Reprint

Enter here whether a reprint is required or not. Reprints are catered for at any time until the next print. A print will delete the records which were printed the last time.

Journal

This will only be requested when a reprint has been requested. The entry here should be the journal code for the reprint required.

Batch

This will only be requested when a reprint has been requested. The entry here should be the batch number for the reprint required. If the journal/batch combination cannot be found you will be told.

Report Number

Enter here the report number required or use the browse key to view the

options.

6.3 PREVIEW DAYBOOK

6.3.1 Purpose

This program allows you to preview the batches in the Daybook file.

6.3.2 Menu Command

run jnl02

6.3.3 Pre‑requisites

Some batches must exist to preview.

6.3.4 Fields

Journal

The entry here should be the required journal code.

Batch

The entry here should be the required batch number.

The detail of the batch will now be shown and you may search and browse in the usual ways.

7 SALES LEDGER END OF PERIOD UPDATES

7.1 PERIOD END UPDATE

7.1.1 Purpose

This program moves the Sales Ledger forward into a new period. It clears current period figures and if year end selected year to date figures as well; moves any necessary future figures into current and year to date. Both balance and turnover figures are cleared in this way. Matched open items are cleared ‑ maybe to history.

Where the customer is marked as a brought forward account the other open items will be purged or archived if their due date is earlier than the end of the last period and replaced with six aged brought forward items.

7.1.2 Menu Command

run sal10 sal10 [CHKLNK]

where CHKLNK is optional but if used will stop transactions being cleared where they are linked to another transaction which cannot be cleared because it has a balance or is in the current period.

7.1.3 Pre‑requisites

It is advisable that a backup is performed prior to this run.

If you wish your statements to reflect all movements on each account these should be printed prior to this run. Similarly all required turnover reports and sales trial balances should be run prior to this job.

7.1.4 Fields

End of Next Period

Enter here the new period end date.

Select

Select here whether you are performing a period end or a period and year end.

As of Date

The date entered here will be used in the setting of the customers' credit statuses. Example - If the customer's oldest invoice has a due date of 30/08/92 and the as of date entered is 30/10/92 then the credit status would be 2.

8 SALES LEDGER END OF PERIOD REPORTS

8.1 STATEMENT PRODUCTION

8.1.1 Purpose

This option allows the user to select the criteria for producing statements during the end of month procedures (although this program may be run at any time). The ageing here is always from due date.

8.1.2 Menu Command

run sal07 sal05 [TRDAT]

where TRDAT is optional but if used will cause any ageing to be performed from the Transaction Date rather than the due date as standard.

8.1.3 Pre‑requisites

At least one Sales Ledger Account should exist.

Sales Ledger Statement ‑ via Report Editor

Variations available are one statement layout per language code

Report Sections available:‑

header ‑ contains data for the top of the statement

line ‑ contains details of the open item lines

trailer ‑ contains statement totals

special bfwd ‑ contains brought forward totals for a statement which exceeds one page

special cfwd ‑ contains carried forward totals for a statement which exceeds one page

special narr1 ‑ contains narrative line 1 attached to the open item

special narr2 ‑ contains narrative line 2 attached to the open item

last record ‑ prints totals of all statements printed

Items per page should be set to the number of lines available in the body of the statement.

Ages should be set the number of ageing period required.

Option 0 will cause all debit/credit amounts to exclude VAT, option 1 will cause the amounts to include VAT.

8.1.4 Fields

As at Date

This field contains the reporting date for the statements. It will be used to calculate the ageing dates according to the ageing criteria you enter.

From/To

Entries may be made here to select the report by the values of the following fields:‑

Customer

Salesman

Area

Statement Type

Reminder Type

ABC Classification

Customer Type

Balance

Credit Status

Transaction Date

Spare Fields (not shown on standard IBIX screens but available via changesize and IBIX screen painter)

Ageing Method

There are four possible entries in this field which will then calculate ordinary dates from the As at Date already entered:‑

0 No ageing required.

1 Ageing required will be entered in days.

2 Ageing required will be entered in months.

3 Ageing required will be entered in specific dates.

Ageing

Enter here the ageing breaks you require in the units indicated by your answer to the previous prompt. The values may be ascending or descending, and positive or negative.

You may for example wish your oldest debts to appear to the left of your report, in this case start from say 5‑ to 1‑. If the oldest debts are required to the left of your report reverse this sequence. Positive entries will produce incoming cash flow projections as the ageing is from due date and not transaction date.

It is important to note that the number of ageing periods selected here should be in line with the ages entered on the report. To finish entering ageing enter a blank ageing figure.

Foreign

There are four possible entries for this field:‑

0 The selected statements are not to be printed in a foreign language or currency, they will be printed in home language and home currency regardless of the language or currency code of the customers being printed.

1 If a customer is dealt with in a foreign currency, then the statement will be printed in that currency. All customers without a foreign currency code in their records will be printed in home currency.

2 If a customer requires documents in a foreign language, then the statement will be printed in that language. All customers without a foreign language code in their records will be printed in home language.

3 If a customer requires documents in a foreign language or a foreign currency, then the statement will be printed in that language and currency. All customers without a foreign language codes or foreign currency codes in their records will be printed in home language and home currency respectively.

NB If no foreign language statement format has been set up by you in the report formatter for a particular language code then the statement will still print but use the home language format.

Future Postings

Because IBIX allows postings to future periods the user is given the opportunity to select whether the from‑to balance test should also include future postings or not, and whether future postings should be printed on the statement.

Accounts Over Credit Limit

This field gives the user an opportunity to include only those accounts where the credit limit has been exceeded.

Print Also

There are four possible responses to this prompt:‑

0 Do not print extra fields

1 Print the phone number and contact on the statement

2 Print narratives on the statement

3 Print the phone number, contact and narratives on the statement

8.2 TURNOVER COST OF SALES REPORT

8.2.1 Purpose

This program may be used to produce a Sales turnover report. Optionally you may also request an automatic reclassification of the customer's ABC class.

Please note: Sequence by salesman, area etc. refers only to sequencing by what is on the Sales Ledger Account record; it will not, unlike the Aged Debt Report, provide turnover by salesman where the salesman has been overridden at posting time. If this is required then Sales Analysis by salesman should be used.

8.2.2 Menu Command

run sal06

8.2.3 Pre‑requisites

At least one Sales Ledger Account should exist

Sales Ledger Sequences

In Sales Ledger Sequences an index must be built by ABC base if you wish to update the ABC codes.

Also you should ensure that the sequence has been created in which you wish the report to be printed.

Sales Ledger Turnover Report Layout ‑ via Report editor

Variations 0 to 9 are available

Report Sections available:‑

first page ‑ contains run time options chosen

header ‑ contains page headings

line ‑ contains details of the customer's turnover

after group of abc ‑ contains totals at change of ABC group

after group of sman ‑ contains totals at change of Salesman

after group of area ‑ contains totals at change of Area

after group of territory ‑ contains totals at change of Territory

after group of type ‑ contains totals at change of customer type

after group of currency ‑ contains totals at change of currency

after group of telex ‑ contains totals at change of telex number

last record ‑ contains report grand totals

8.2.4 Fields

Requirement

Here you decide whether only a print is required, or only an update of the ABC coding, or both.

From/To

Entries may be made here to select the records by the values of the following fields:‑

Customer Number

Salesman

Warehouse

Area

Territory (not shown on standard IBIX screens but available via IBIX screen painter)

Statement Type

Reminder Type

ABC Classification

Customer Type

Sales Turnover

Cost Turnover

Profit Money

Profit Percentage

Telex (not shown on standard IBIX screens but available via IBIX screen painter)

Spare Fields (not shown on standard IBIX screens but available via changesize and IBIX screen painter)

ABC Base

Enter here whether the base for the ABC calculations is to be Cost, Sales, Profit Money or Profit Percentage.

Percentages

If you opt to update the ABC codes you must give 3 percentages which together sum to 100. These will be used to decide whether the customer should be marked as an A,B or C according to their ABC base figure versus the total ABC base figure for all customers.

Report Sequence

Here you may decide in which sequence the report is to be produced. This may be any of the sequences displayed.

Report Number

Here you may select the report layout from those available. The standard (default) layout will be 0 and there may be up to nine other alternatives (1‑9). The list of available options can be displayed by pressing the appropriate function key and selection can then be made by highlighting the required line of the list.

8.3 AGED DEBT REPORT

8.3.1 Purpose

This program may be used to print a customer aged debt report. The report may be produced selectively and the ageing periods are decidable by you at run time.

If the report is chosen in Salesman and/or Area sequence then the report will show the ageing based on the actual area/salesman associated with the open item rather than the standing data from the Sales Ledger record. Conversely, if that sequence is not chosen then the Area/Salesman ageing will be based on the Sales Ledger account.

8.3.2 Menu Command

run sal07 sal07 [TRDAT]

where TRDAT is optional but if used will cause any ageing to be performed from the Transaction Date rather than the due date as standard.

8.3.3 Pre‑requisites

At least one sales ledger account should exist.

Sales Ledger Aged Debt Report Layout ‑ via Report Editor

Variations 0 to 9 are available

Report Sections available:‑

first page ‑ contains run time options chosen

header ‑ contains page headings

line ‑ contains details of the customer's ageing

special telecon ‑ contains telephone number and contact

special narr1 ‑ contains header narrative line 1

special narr2 ‑ contains header narrative line 2

before group of sman ‑ contains header to print prior to starting a new salesman grouping

after group of sman ‑ contains salesman group totals

before group of area ‑ contains header to print prior to starting a new area grouping

after group of area ‑ contains area group totals

last record ‑ contains report grand totals

8.3.4 Fields

As at Date

This is the date which will be used as a base for any ageing required.

From/To

Entries may be made here to select the report by the values of the following fields:‑

Customer Number

Salesman Number

Area Code

Territory (not shown on standard IBIX screens but available via IBIX screen painter)

Statement Type

Reminder Type

Customer ABC Classification

Customer Type

Balance

Credit Status

Terms Code

Telex (not shown on standard IBIX screens but available via IBIX screen painter)

Spare Fields (not shown on standard IBIX screens but available via changesize and IBIX screen painter)

Ageing

Enter here the ageing period (if any). Follow this with the actual figures if ageing was requested. If limited ageing only is required then blank the next ageing field.

Report Sequence

You may select here the sequence of the report. Either customer number order, Customer number within salesman, customer number within area, or customer number within salesman within area.

Report Scope

Here you may decide whether a full report is required or subtotals only or grand totals only.

Include Future Postings

Here you may decide whether the balance selector above should be compared against the balance including future postings or not.

Only Accounts over Credit Limit

Here you may decide whether to include only those accounts where the credit limit is exceeded or not.

Print Also

Here you may decide whether you also wish to print the phone number and contact, the header narrative, neither or both.

Report Number

The final stage is to send the report to the Ibix spooler for printing or to the screen for viewing. If the report is viewed on the screen it can subsequently be sent to the Ibix Spooler for printing or abandoned. These options are controlled by use of the function keys as indicated on the screen.

8.4 REMINDER LETTERS

8.4.1 Purpose

This program allows you to print reminder letters for customers. The selection of which customers receive which letters is decided by the credit status of the customer and the reminder type records in the control file.

8.4.2 Menu Command

run sal07 sal09 [TRDAT]

where TRDAT is optional but if used will cause any ageing to be performed from the Transaction Date rather than the due date as standard.

8.4.3 Pre‑requisites

At least one sales ledger account should exist.

RXX Control File reminder type record

Each credit status is given a letter code or blank. If the customer's reminder type record has a valid letter code attached to the credit status he currently has then a letter is produced of the type given by the letter code.

Update Customer Credit Status Program

If the reminder letters are not being run just after an end of period then it is strongly recommended that this program is run to bring the credit statuses up to date.

Sales Ledger Reminder Letter Layout ‑ via Report Editor

Variations of 2 alphabetic characters are available

No report sections are required

8.4.4 Fields

As at Date

This is the date which will be used as a base for any ageing required.

Letter Date

Enter here the date you require to be printed on the letter as the letter date.

From/To

Entries may be made here to select the report by the values of the following fields:‑

Customer Number

Salesman Number

Area Code

Statement Type

Reminder Type

Customer ABC Classification

Customer Type

Balance

Credit Status

Transaction Date (not shown on standard IBIX screens but available via IBIX screen painter)

Spare Fields (not shown on standard IBIX screens but available via changesize and IBIX screen painter)

Ageing

Enter here the ageing period (if any). Follow this with the actual figures if ageing was requested. If limited ageing only is required then blank the next ageing field.

Report Sequence

Choose here whether the letters are to be produced in Customer Number, Customer number within Salesman, Customer number within Area, or Customer Number within Salesman within Area sequence.

Print in Foreign

Here you may decide whether foreign currency customers should print in foreign currency.

Include future postings

Here you may decide whether the balance from/to check above is to be based on the balance including future postings or not.

Only Accounts over Credit Limit

Here you may decide whether or not you wish to exclude accounts which are not in excess of the credit limit

8.5 TRIAL BALANCE REPORT

8.5.1 Purpose

This program may be used to print a customer trial balance report. The report may be produced selectively and the ageing periods are decidable by you at run time. The report is a full audit trail of all transactions together with what matches what.

8.5.2 Menu Command

run sal07 sal11 [TRDAT]

where TRDAT is optional but if used will cause any ageing to be performed from the Transaction Date rather than the due date as standard.

8.5.3 Pre‑requisites

At least one sales ledger account should exist.

Sales Ledger Trial Balance Report Layout ‑ via Report Editor

Variations 0 to 9 are available

Report Sections available:‑

first page ‑ contains run time options chosen

header ‑ contains page headings

before group of group1 ‑ contains header information regarding the customer

before group of descend ‑ contains headings for report with aging descending from left to right

before group of ascend ‑ contains headings for report with aging ascending from left to right

before group of blnce ‑ contains headings for report with no aging

before group of fdescend ‑ contains foreign headings for report with aging descending from left to right

before group of fascend ‑ contains foreign headings for report with aging ascending from left to right

before group of fblnce ‑ contains foreign headings for report with no aging

before group of links ‑ contains any line spacing of your choice prior to printing a group of linked open items

after group of links ‑ contains any line spacing of your choice after printing a group of linked open items

special corrupt ‑ contains text to identify any corrupt links in a group

special totalage ‑ contains customer totals for an aged report

special totalnoage ‑ contains customer totals for an non‑aged report

special gtotalage ‑ contains grand totals for an aged report

special gtotalnoage ‑ contains grand totals for an non‑aged report

special history ‑ contains historical total information about the customer

special ghistory ‑ contains historical total information for the report

line ‑ contains details of the open item

fline ‑ contains foreign details of the open item

8.5.4 Fields

As at Date

This is the date which will be used as a base for any ageing required.

From/To

Entries may be made here to select the report by the values of the following fields:‑

Customer Number

Salesman Number

Area Code

Statement Type

Reminder Type

Customer ABC Classification

Customer Type

Balance

Credit Status

Transaction Date

Currency Code

Spare Fields (not shown on standard IBIX screens but available via changesize and IBIX screen painter)

Print in Foreign

Here you may decide whether foreign currency customers should print in foreign currency.

Ageing

Enter here the ageing period (if any). Follow this with the actual figures if ageing was requested. If limited ageing only is required then blank the next ageing field.

Report Scope

Here you may decide whether a full report is required or only grand totals.

Age From

Here you may decide whether the ageing is to be based on the due date of the transaction or the transaction date.

Only Accounts over Credit Limit

Here you may decide whether or not you wish to exclude accounts which are not in excess of the credit limit

Account History Required

Here you may decide whether you also wish to print a history summary for each account or not.

Report Number

8.6 VAT FILE REPORT

8.6.1 Purpose

This program will produce a report to assist in filling in your VAT return.

8.6.2 Menu Command

run gl14

8.6.3 Pre‑requisites

Some VAT file records available

Spooler should also be considered

General Ledger VAT File Report ‑ via Report Editor

No variations are available

Report Sections available:‑

header ‑ contains report headings

line ‑ prints details about a particular VAT record

after group of period ‑ prints totals for all codes for a VAT period

last record ‑ prints grand totals for the report

special tax ‑ prints a header before sub‑contract tax information

special taxend ‑ prints contractor grand totals

special trlhead - contains heading for the audit trail report section

special vattrl - contains audit trail details

special trltot - contains audit trail totals

special trldiff - contains any audit differences

8.6.4 Fields

Include Audit

Here you may opt as to whether you want to print the audit trail as well as the summaries or not.

The audit trail consists of the VAT analysis from each batch.

8.7 VAT EC SALES LIST

8.7.1 Purpose

This program produces the required quarterly EC Sales List required by new 1993 EC VAT regulations. It may be run as simply a report or as an update, or both.

In update mode all current quarter VAT turnover figures are cleared and the future figures are moved to current.

IBIX would recommend that the report be run only followed by an update when you are sure the report is OK. The update will destroy the data needed to reproduce that quarter's figures.

8.7.2 Menu Command

run vat01 vat02

8.7.3 Pre-requisites

Spooler should be considered

VAT Quarter Print ‑ via Report Editor

Variations available 0 to 9

Report Sections available:‑

first page - contains details of run time options taken

header ‑ contains report headings

line ‑ holds details for a particular Sales Ledger record

special delivery line - holds details for a particular delivery record

trailer - holds running totals for printing at the end of each page

last record ‑ prints grand totals for the report

8.7.4 Fields

Report Required

Here you may choose whether a report is required.

Update Required

Here you may choose whether an update is required.

Report Number

Here you may choose the report format you require or browse the available reports.

8.8 VAT SUPPLEMENTARY DECLARATION

8.8.1 Purpose

This program produces the required monthly supplementary declaration which may be required by new 1993 EC VAT regulations. It may be run as simply a report or as an update, or both.

In update mode all current month figures are cleared and the future figures are moved to current.

IBIX would recommend that the report be run only followed by an update when you are sure the report is OK. The update will destroy the data needed to reproduce that month's figures.

8.8.2 Menu Command

run vat01

8.8.3 Pre-requisites

Spooler should be considered

VAT Calendar Month Print ‑ via Report Editor

Variations available 0 to 9

Report Sections available:‑

first page - contains details of run time options taken

header ‑ contains report headings

special line header - contains default headings if arrival or dispatch header is not used

special arrival header - prints headings for arrivals section of the report

special dispatch header - prints headings for dispatches section of the report

special arrival line - contains details for each arrival line

special dispatch line - contains details for each dispatch line

line ‑ prints details about a particular record and is used if arrival or dispatch line is not present

special audit trail - contains each audit trail record information

last record ‑ prints grand totals for the report

before group of flow - prints headings before arrivals and dispatches

after group of flow - prints a trailer after all arrivals and after all dispatches

before group of tariff - print headings before a new tariff code

after group of tariff - prints a trailer for each tariff code

before group of dterms - prints headings before a new delivery terms code

after group of dterms - prints a trailer for each delivery terms code

before group of dest - prints headings for each destination country code

after group of dest - prints a trailer for each destination country code

before group of orig - prints headings for each country of origin

after group of orig - prints a trailer for each country of origin

before group of tmode - prints headings for each mode of transport code

after group of tmode - prints a trailer for each mode of transport code

before group of natt - prints heading for each nature of transaction code

after group of natt - prints a trailer for each nature of transaction code

8.8.4 Fields

Report Required

Here you may choose whether a report is required.

Update Required

Here you may choose whether an update is required.

Report Number

Here you may choose the report format you require or browse the available reports.