Unallocated Receipts/Credits/Customer Deposits

This Help File Page was last Modified on 04/19/2018

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Unallocated Receipts/Credits/Customer Deposits

This Help File Page was last Modified on 04/19/2018

Credit Memos, and/or Receipts which have not yet been Allocated to an Invoice, and/or Customer Deposits (which are intended to be a Deposit on Account in anticipation of a future Sale) are listed in the Unallocated Receipts/Credits/Customer Deposits Report.

It is important to keep the number of Unallocated Receipts, Credit Memos and Customer Deposits to a minimum.

As the number of unallocated items increases, so does the chance that a Receipt will be Allocated to the wrong Invoice.

Each month - at a minimum - print the Unallocated Receipts/Credits/Customer Deposits report and attempt to apply those listed to the appropriate outstanding Invoices, where possible.

 

Printing the Unallocated Receipts/Credits/Customer Deposits Report

To access the Unallocated Receipts/Credits/Customer Deposits dialog:

a)From the Backstage Menu System Select Reports and Choose Receivable Reports, or

b)From the Quick Access Menu, Select Reports and Choose Receivable Reports

On the Receivable Reports Menu, Choose the Unallocated Receipts/Credits/Customer Deposits option to display the dialog shown below.

 

Unallocated Receipts/Credits/Customer Deposits tabs - There are three tabs on the Unallocated Receipts, Credit Memos and Customer Deposits dialog.

Options - Initially only the Options tab is shown (until you make your Options selections and Select Print).

 

HelpFilesUnallocatedReceipts&CreditsReportdialog

Unallocated Receipts/Credits/Customer Deposits - Options tab

 

Report Type - Select the button that represents the data that is to be reported:

Unallocated Receipts and Credit Memos - Only the Unallocated Credit Memos and/or Receipts will be listed.

Unallocated Receipts Only - Just those Receipts which are Unallocated will be included.

Credits Memos Only - Just those Credit Memos which are Unallocated will be included.

Customer deposits only - Just those Receipts identified as Customer Deposits will be listed.

 

Divisions - By default, All Divisions will be included.

One - Click the One button to limit the Open Credits & Deposits listed in this report to those within a specific Division.

 

HelpFilesOpenCredits&DepositsSearchDivisoinDialog

 

Division Search - The Division Search dialog (see example above) allows you to Choose the desired Division.

oSearch By - You may search by the Division code, or the actual Name assigned to that Division.

oSearch Value - Enter the appropriate characters to locate that Division based on the Search method chosen.

oClick on the desired Division record.

oClick the OK to button Select that record and close the Division Search dialog.

 

Select Division - The Select Division field will be populated with the selected Division's Name.

 

HelpFilesOpenCredits&DepositsSearchDivisoinSelection

Open Credits & Deposits - One Division

 

You may Print (or Preview) this report, then reselect the Options tab then Click the Search Icon to Choose another Division and Print an additional report.

 

Show "Comments" - Check this box to have any Comments recorded on the Receipts, Customer Deposits, and/or Credit Memos included on the Unallocated Receipts/Credits/Customer Deposits Report.

Print - Click the Print button HelpFilesPrintButton to Preview and optionally Print (to a File or a Printer) this Unallocated Receipts/Credits report (see samples below).

Note: The Report's Title will changed based on the Report Type that was chosen.

To Exit this Report dialog, Click the Close button HelpFilesReportDialogCloseButton toward the bottom of the Options tab.

 

Preview - The Preview tab presents the report which resulted from the Options you've selected.

Up Arrow/Down Arrow - hi - Moves the report one line up, or one line down, respectively.

Page Up/Page Down - Moves the report to the previous or next page, respectively.

Subscriber ID - Click the record number (listed in blue and underlined) of any Subscriber to open the Subscribers Form for that Subscriber.

 

HelpFilesUnallocatedReceipts&CreditsReportPreview

Unallocated receipts and credit memos Report Type - Preview tab

 

HelpFilesUnallocatedReceiptsReportPreview

Unallocated receipts Report Type - Preview tab

 

HelpFilesUnallocatedCreditMemosReportPreview

Unallocated credit memos Report Type - Preview tab

 

HelpFilesCustomerDepositsReportPreview

Customer Deposits Report Type - Preview tab

Home - HelpFilesHomeKey- Using either the screen Icon or your Keyboard's Home key, moves the report to the top of the first page.

End - HelpFilesEndKey- Using either the screen Icon or your Keyboard's End key, moves the report to the bottom of the last page.

Arrows - The arrows allow you to move back and forth, from page to page.

Number - Indicates the page number you are viewing.

You may also type in a specific page number, Press 8 Enter and that page will be displayed immediately.

If you enter an invalid page number, it will be ignored.

Fit To Page - Click the first button after the arrows to size a full page of the report to fit the screen.

Zoom To 100% - Click the second button after the arrows to display the page at 100% (of the printed view).

Fit To Page Width - Click the third button after the arrows to size the page of the report to fit the full width of the screen.

Zoom To Percentage - Click the fourth button after the arrows to re-size the page of the report by percentage.

 

HelpFilesPercentageOfViewAdjuster

When you Click the Zoom To Percentage button, the Percentage selector will be displayed.

You may then Click the Up  or Down arrow to set the exact amount of Zoom you want.

Print - Click the Print button to Print (to a File or a Printer) HelpFilesPrintIconthe displayed Unallocated Receipts/Credits.

Email - Click the Email button HelpFilesEmailButtonto send the Report to an Email Address of your choosing.

To Exit the Preview tab and Close this Report dialog Form, Click the Close box HelpFilesCloseBox on the right at the top of the Preview tab.

 

Data View - This view provides a tabular (spreadsheet style) presentation of the selected data.

 

HelpFilesUnallocatedReceipts&CreditsReportDataView

Unallocated Receipts/Credits/Customer Deposits - Data View tab

 

Arrows - Click the arrows to move through the record.

Export - Exporting the data from this Data View tab (note the "fly-over" help available on these buttons):

Export to CSV - Click the first button after the arrows to export the data to a Comma Separated Values (CSV) file format.

Export To Excel - Click the second button after the arrows to export the data to an Excel (.xls) file format.

Export To Html - Click the third button after the arrows to export the data to an HTML formatted file.

To Exit the Data View tab and Close this Report dialog Form, Click the Close box HelpFilesCloseBox on the right at the top of the Data View tab.