Generating balance lists

You can filter the balance list that you want to display by defining one or more of the following criteria, and then clicking Display. A list of options will be displayed if you click  at the Code field under the Account section. From the list, make your selection and click Select.

Group section

Open invoices

Select this option to display all the outstanding invoices and payments or receipts.

Invoice list

Select this option to display all invoices and payments or receipts. Invoices that have been reconciled to a payment or receipt are also displayed.

To be invoiced or Invoices to be received

Select either of the option to display an overview of items that have not been invoiced, for example to display items in a sales order that has been entered but has not been invoiced to debtors yet.

Note: The Invoices to be received option is available only if you are generating the list for accounts payable at Finance ➔ Accounts payable ➔ Balance list.

Group by

Select one of the following to group the listing by the selection option:

• Details
• Payment reference
• Debtor or Creditor
• PO/SO (Purchase Order/Sales Order)
• Our ref.
• Your ref.
• Country
• Classification
• Month
• Warehouse

Note: This option is not enabled when Invoice list is selected under the Group section. The Creditor option is available only if you are generating the list for accounts payable at Finance ➔ Accounts payable ➔ Balance list.

Range section

Age

Select the Invoice date, Due date, or Reporting date option at this field to display the aging list by the selected option. The classification of the aging group or column displayed is based on the settings made at System ➔ General ➔ Settings ➔ General ledger settings, under the Aging section. If Invoice date is selected, the system will use the invoice date of all invoices and group them according to the general ledger settings.

Note: This option is available only when Open invoices is selected under the Group section.

Show by

Select the Invoice date, Reporting date, or Due date option at this field. This field is enabled only when the Open invoices and Due date options are selected under the Group and Range sections. By default, the Invoice date option is displayed.

Reference date

Type or select the reference date based on the chosen date at Invoice date, Due date or Reporting date. This date is used as a reference to filter the specified date so that only invoice payment terms with the specified or earlier date is displayed. For example, there are three invoices with the dates March 1, 2005, April 1, 2005, and May 1, 2005 respectively. If Invoice date is selected and its reference date is April 15, 2005, only invoices of March 1, 2005, and April 1, 2005 are displayed.

Note: This option is available only when Open invoices is selected under the Group section.

Payment date

Type or select a date range to display invoices with payment dates within the range, or select the All check box to display invoices for all payment dates.

Note: Typing or selecting only the start date will display invoices with payment date of the selected date and later dates. Typing or selecting only the end date will display invoices with payment date of the selected date and earlier dates.

Invoice date

Type or select the invoice date range to display invoices within the date range, or select the All check box to display all invoices. By default, the All check box is selected.

Note: Typing or selecting only the start date will display invoices with the invoice date of the selected date and later dates. Typing or selecting only the end date will display invoices with invoice date of the selected date and earlier dates.

Due date

Type or select a date range to display invoices with due dates within the range, or select the All check box to display all due dates. By default, the All check box is selected.

Note: Typing or selecting only the start date will display invoices with due date of the selected date and later dates. Typing or selecting only the end date will display invoices with due date of the selected date and earlier dates.

Reporting date

Type or select the reporting date range to display invoices with reporting dates within the date range, or select the All check box to display all reporting dates. By default, the All check box is selected.

Note: This option is available only when Open invoices is selected under the Group section. Typing or selecting only the start date will display invoices with reporting date of the selected date and later dates. Typing or selecting only the end date will display invoices with reporting date of the selected date and earlier dates.

Payment method

Select the payment method from the following options:

• All
• On credit
• Cheque
• EFT
• Chipknip
• Collection
• Cash
• Debt collection
• Payment on delivery
• Credit card
• Letter of credit
• Settle
• Post dated cheque

Transaction type

Select the transaction type from the following options:

• All
• Sales invoice orPurchase invoice
• Sales credit note or Purchase credit note
• Other
• Payroll
• POS Sales invoice

Note: The options displayed depend on the license that you have purchased. The Purchase invoice and Purchase credit note options are available only if you are generating the list for accounts payable at Finance ➔ Accounts payable ➔ Balance list.

Account section

Type

Select the type of account to be displayed. The options available for accounts receivable are All, Customer or Reseller. For the accounts payable, select from All, Supplier, or Person.

Account

Select Code or Name to filter the account type. If you select Code, the system will allow you to filter by account code range and if you select Name, the system will allow you to select by account name.

Additional criteria

Click this button to define additional criteria for the balance list in the Additional criteria screen. In the following screen, when Status, Country and/or Classification are defined, the debtors, creditors or people will be filtered by these search criteria. For example, when a specific country is selected such as NL, all debtors, creditors, or people that belong to this country are displayed.

The following Accounts and Filter sections are displayed in the Additional criteria screen:

Accounts section

Status

Select the status of the accounts to be displayed. Choose from All, Active, Blocked, Inactive, Pilot, Reference, or Passive.

Country

Type or select a country code to display the accounts by its country code.

Note: This option is available only if Open invoices is selected under the Group section.

Classification

Type or select a classification or a range of classifications to display the accounts receivable or accounts payable with the selected classifications, or select the All check box to display all classifications. By default, the All check box is selected.

General ledger account number

Type or select a general ledger account number or a range of general ledger account numbers to display the accounts receivable or accounts payable that are linked to the selected general ledger accounts. Select the All check box to display the accounts receivable or accounts payable that are linked to any general ledger account. By default, the All check box is selected.

Person

Type or select an ID of a person or a range of IDs of people to display the accounts receivable or accounts payable handled by the selected person(s), or select the All check box to display everyone. By default, the All check box is selected.

Note: This option is available only if Open invoices is selected under the Group section.

Filter section

Cash flow

Select the required option to display the list by incoming cash flow, outgoing cash flow, or both.

Bank account

Type or select a bank account to display the list by a specific bank account.

Currency

Type or select a currency code to display the list by a specific currency.

Warehouse

Type or select a warehouse code to display the list by a specific warehouse.

Project

Type or select a project or a range of projects to display the accounts receivable or accounts payable for the specific projects, or select the All check box to display all projects. By default, the All check box is selected.

Note: This option is available only if Open invoices is selected under the Group section.

Cost centre

Type or select a cost centre or a range of cost centres to display the accounts receivable or accounts payable for the specific cost centres, or select the All check box to display all cost centres. By default, the All check box is selected.

Note: This option is available only if Open invoices is selected under the Group section.

Cost unit

Type or select a cost unit or a range of cost units to display the accounts receivable or accounts payable for the specific cost units, or select the All check box to display all cost units. By default, the All check box is selected.

Note: This option is available only if Open invoices is selected under the Group section.

Blocked

Select the relevant option to specify whether the list should display blocked invoices. The options available are:

• All — Select this option to display all invoice payment terms regardless of the status.
• Yes — Select this option to display all blocked invoice payment terms.
• No — Select this option if you do not want to display any blocked invoice payment terms.

Payments in transit

Select the required option to specify whether payments in transit should be included in the list. The options available are:

• Including — Select this option to include both the payments in transit and other transactions.
• Payments in transit — Select this option to display only the payments in transit transactions.
• Excluding — Select this option to exclude the payments in transit transactions.

To be matched

Select this check box to display receipts or payments that have not been matched.

Include tax creditors

Select the required option to specify whether the current and future VAT transactions for creditors should be included in the list. The options available are:

• No — Select this option to exclude all the VAT transactions.
• VAT return (Final) — Select this option to include only the outstanding VAT transactions that are finally returned.
• All — Select this option to include all outstanding VAT transactions that have and have not been finally returned.

Note: This check box is available only when you generate the balance list for the accounts payable.

Only show zero balances

Select this check box to display debtors or creditors with a balance of “0”.

Display

Click this button to display the balance list.

Close

Click this to exit.