Old Reports -> Debtor -> Transactions

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Introduction

This option is used to generate the detailed transactions in the debtors' ledger. This transaction report is a register of all transactions (sales, credit notes, receipts, adjustments, etc.) for a specific debtor or all your debtors.

The Debtor Transactions Report Options allows you to view the detailed transactions of a selected debtor account, or a range of selected debtor accounts, in your Debtors Ledger. The detailed transaction report is a register of all the transactions with each of your debtors. The Debtor Transactions Report will include all transactions for which a debtor account was selected in batches (journals) which is posted to the ledger and documents which are updated to the ledger.

Any Unposted Batches and Documents will be excluded from the Debtor Transactions report.

The total outstanding balance of all your Debtors accounts will be reflected on the Debtors Control Account in the General Ledger. The transactions of the individual debtor accounts in the Debtors Ledger cannot be viewed in the General Ledger Transactions Report.

Print Debtor Transaction Reports

To Generate a Debtor Transaction Report:

1.Click on the Tools  → Old Reports → Debtor → Transactions menu.

The Debtor Transaction Report Options screen is displayed:

2.Send Report to - Select the output method (screen, printer, file, e-mail or fax).

3.Select the following options:

a)Sequence - You may select the selected accounts to be listed or displayed according to Account Number or Account Description.

b)Which Year - You may select This Year, or Last Year, to generate the detail transaction report.

c)From Account ... To - You may select all your debtor accounts, a specific account, or a specified range of debtor accounts, to be included in this report.

d)From Reporting Date ... To - You may select any available range of periods for this year, or last year, depending on which year you have selected.

e)Reporting Group - All reporting groups is the default. Select an available debtor reporting group (if Reporting Group 1 or Reporting Group 2 was set up in the Setup → System parameters → Groups menu).

Debtor (customer) accounts linked to a specific (selected) reporting group will not be included in this report, if the debtor (customer) accounts is not included in the range of accounts selected in the From Account ... To fields.

f)Each Period Separately - If this field is selected, the transactions for each account will be printed for each period separately if more than one financial period is selected. The opening and closing balances for each period will be displayed.

g)Each Batch Separately - If this field is selected, the transactions for each batch will be grouped and totalled for each batch in each account. A total for each batch in each selected account will be displayed.

h)New Page per Account - If this field is selected, each account will be printed on a new page.

i)Include Zero Balances - If this field is selected, all selected debtors accounts will be generated on this report. If this field is not selected, only those debtor accounts with balances will be generated on this report.

j)Show Details - If this field is not selected, no transaction details will be displayed, but only the opening and closing balances. To view the details of the transactions, you need to select this field.

If the Each Batch separately option is selected and this Show Details field is not selected, the totals for each batch will be displayed.

4.Click on the OK button to send the report to the medium selected in the Send Report to field.

View Debtor Transaction Reports

The following is an example of Debtor Transaction report generated with details for one accounting period (March 2009):

The details of the debtor ledger transaction report will display the account code and name, as well as any opening and closing balances for each selected account. The transactions are displayed in eight columns as follows:

1.Date - This is the transaction date as entered in the date field of a batch entry screen, or the date of a document.

2.Report Range - This is the accounting period for the transaction date.

3.Batch Type - Sales Journal, Receipts Journal, etc. or any other batch type in which transactions were entered and posted to the ledger. In the case of documents, the Batch Type or journal, which is set for each document type in the Setup → System parameters → Documents menu, (Invoices or Credit Notes documents) will be displayed. The Batch Type for Point-of-Sale Invoices as set in the Setup → System parameters → Point-of-Sale (Settings tab) menu, will also be displayed.

4.Reference No - The reference number you have allocated to transactions entered on batches, (e.g. deposit number in the receipts journal, etc.). In most cases, it would refer to the source document or supporting document. In the case of documents (Invoices, Credit Notes documents and Point-of-Sale Invoices), the document number as generated by TurboCASH will be displayed.

5.Detail - Sales Journal, Receipts Journal, etc. or any other batch type in which transactions were entered and posted to the ledger. In the case of documents, the Batch Type or journal, which is set for each document type in the Setup → System parameters → Documents menu, (Invoices or Credit Notes documents) will be displayed. The Batch Type for Point-of-Sale Invoices as set in the Setup → System parameters → Point-of-Sale (Settings tab) menu, will also be displayed.

6.Debit - If a debit (sales, interest, charge amount, fixed amount, etc.) was posted to the selected account.

7.Credit - If a credit transaction (credit note, receipt transaction) was posted to the selected account.

8.Cumulative Balance - If the opening balance is a debit balance, any amounts in the debit column will be added (increase) and any amounts in the credit column will be subtracted (decrease) this balance, and vice versa. Debtor accounts should reflect a debit balance.

View Debtor Transaction Reports - Each Batch Separately

If the Each Batch Separately option is selected, the transactions will be grouped according to the batch types / journals and a total for each batch will be displayed. An example is:

TurboCASH reports the Debtor ledger accounts in the 3-column format. If you wish to view any of the Debtor ledger accounts in the traditional T-Account format, you may click on the Tools → T-Account Viewer menu.


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