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DEBTORS

OVERVIEW

8DTQ01C- DEBTORS LOOKUP

8DTL01C-, 8DTL03 PAYMENTS

Any customer's account may be:
Open Item - allows specific invoices to be paid OR
Balance Forward - payments reduce Current, 1, 2 or 3+ month totals.
  1. Process Cash Sale payments (Do Not Use Yet)
  2. Enter Debtors Banking
  3. Print Payments Register a summary of payments (until cleared by posting to GL - No. 5).
  4. Print Banking Schedule: to take to bank as a deposit slip.
  5. See CashBook for Post Bankings to Ledger
ENTER DEBTORS BANKING:
Accept or change the Print to prompt with a file name e.g. "P-PY". The report requires either wide paper or compressed printing. Cut lengthwise, the left-hand side is a bank deposit schedule (cheques and cash). The right hand side includes ALL payments (cheques, cash and EFTPOS etc.), file this half for your records. The way the report is printed (e.g. EFTPOS on one or both sides) is controlled by your Payments Method set-ups, and can be changed. The report can be reprinted by Batch No., - or the saved report can be reprinted as often as required.

At Program Options: F2 OR Enter for the Header:
Both Balance Forward and Open Item payments may be entered in the same batch.

8DTL01C-, 8DTL03 BALANCE FORWARDPAYMENTS
8DTL01C-, 8DTL03 BOTHPAYMENTS

DTL01D
N.B. When entering data in Method, Bank / Name for the first time OR when changing these details you are given the option to update this information to the Debtor's Record.

8DTL01C-, 8DTL03 OPEN ITEMPAYMENTS
Fill in Ref. and Paid fields.
Action: select A, M S or U at the prompt and Enter. Any action can be set to default.
In each case, accept, change OR enter the amount(s) against each transaction; Enter on each change. Totals calculate along the bottom. F9 to end.

DTL01C
When you can allocate the payment, use the same Ref. and the Manual action but this time leave the "Paid" field as ZERO. Enter against the unallocated payment and invoice(s) the payment covers - F9.

Occasionally a Group may allocate invoices to different accounts than you, making the "Paid" amount you entered incorrect: ESC back to alter the amount. ENTER on the Customer Code, put in the new "Paid" amount and ENTER to the the hot column and ENTER again to recalculate the payments.

You can only match an Invoice / Credit ONCE per payment batch - i.e. if you receive two cheques to pay a single invoice, the first cheque "selects" the invoice for part payment and that invoice is no longer available for selection until the batch has been processed.

If you make a mistake during an Open Item payment, and you are in the selection screen and have already matched invoices - Esc. and Enter again at the same Debtor's code and Reference defaults,
then F6 to clear selections. This clears the "S"elected flag from the "selected" invoices and makes them available for selection again. See Debtor's lookup.

Only make one payment to any one Open Item Customer per Batch.

You cannot make a Future Part Payment to a single Invoice more than once before the Rolls.


8DTL01C-, 8DTL03 CREDIT RETURNS FOR OPEN ITEMPAYMENTS
For an unpaid Invoice that has had a Credit raised against it. Enter a reference and NO value in the "Paid" field. Use the Manual action and match off the Credit with a negative amount and the invoice with a positive amount as usual.

For payment covering part of an Invoice which has a Credit against it. Put in a reference and the payment value in the "Paid" field. Use the Manual action and Enter the paid amount against the Invoice and a negative amount against the Credit. An Invoice may be partly paid - the outstanding balance will remain against that Invoice see Debtors Lookup.

8DTL01C-, 8DTL03 PAYMENTS OPTIONS PAYMENTS
F3: Lookup and pluck from Customer list.
F4: go to the selected customer's Debtors Transaction Lookup.
F8: add Text lines.
F6: To Fix: The "hot column" may be used to change Open Item values ONLY - this returns you to the payment selection screen. OR with cursor on the line to change F7: Cancel the whole batch, F2 to confirm.
F9: End Batch: enter through batch total and return to:

Menu Options:
F6: Review / Fix to return to the batch you have just entered but NOT processed: sF8: to Print the batch WITHOUT updating it and Escape and do other work and then Enter back in to the work file. Once you do that you will need to F5 to add new payments.
F9: to Process: updates Debtors File.

N.B. if you notice an error after processing a payment it cannot be changed; put through a reversal i.e. a negative payment.

8INP10C- CASH SALES PAYMENTS PAYMENTS

The report produces a summary based on the Payment Methods (Cash, cheque etc.) used in your system.
Enter details required for your records into the Payments program. Payment batches may consist of each till, OR each Payment Type (e.g. cheques), OR all Cash Sales for the day etc.

Set-ups can "round" Invoices paid by Cash, usually to the nearest 05c. This rounding can be carried through to your "CASH" sales account and Control Report to save entering Journals for Rounding. Otherwise, rounding values should be entered as a separate batch using a Journal Transaction Type.

The Cash Sales Register gives a break down of the totals. The defaults should not need to be changed - enter through.
The report includes any payment details of cheques etc. that were entered at the point of sale.

Each company will have its own policy on refunding cash sales. A cash sale with a negative quantity can be used if the refund is paid from the till. The Cash Up Till program and the Cash Sale Report take negative values into account.

8DTL01C-, 8DTL03 CASH SALES CREDITS PAYMENTS
Your company will have its own policy on this. In this example the customer returns goods and receives a cheque but not from the Till. Therefore the CASH account and float are left out of the procedure, but Debtors and Stock etc. are corrected and a clear audit trail is provided.
Copy the Invoice as a credit to a CASHCR(edit) account
Make a reverse payment against the credit, using your company's name and cheque number as reference.
A different payment type can be used to separate these payments on the Control.
Default the account to Direct Credit so each cheque can be presented in the Cash Book
The payments can be posted to the General Ledger in a separate run. They will be the reverse to your other Debtors payments.

8DTL01C-, 8DTL03 JOURNALSPAYMENTS
Journals are entered through the Payments program. The screen is as for Balance Forward accounts to allow the period (age) to be selected. Journal Transaction Types vary from system to system. They may be set to "Aged" or "Current" and to automatically reverse (e.g. a Credit Journal).
Journals do not are not passed to the Cash Book.

Journals should be avoided if possible because of potential errors created when entering them into the General Ledger. Most journals are more correctly entered as negative payments or as credits. A Journal is effectively a new Invoice or Credit, be sure that this is what you want. If you are correcting an incorrect entry, e.g. a payment to the wrong account code, put through a negative (minus) payment to that account then re-do the payment to the right account.

Run 8DTP01C5 for a report of all debtors Journals entered through the month.

Future Journals are held and processed with the Rolls, they do not affect the balance until then.

8DTL09C- CHANGING FROM BALANCE FORWARD TO OPEN ITEM PAYMENTS
Plan this over the month - all Customers can be changed, but we suggest you try just a few first. Open Item is especially useful for clients who pay on invoices rather than on statements.

Use Debtors Maintenance to prepare individual records: where Balance Type B change to O. There is a Toolkit available to make changes to a range of client records.

The New Balance Type is picked up by the Debtors Roll at the end of the month. The "change to" field is cleared. The "Balance Type" fields cannot be changed on records with a balance.

Only the current month's invoices and credits will initially be available for matching. N.B. even invoices that have been invoiced AND paid in the last period will be retained - make a zero payment to match these off.

Older transactions for clients with outstanding amounts in the 2 and 3 Month periods are batched together as Balance Forward total(s) - these may be Credit AND Debit balances. Match payments against the "B/Fwd" total of the correct age.

DAILY PROCEDURES

For manual systems use the backup entry from your menu then follow instructions 4 and 5.
AUTOMATIC
Morning:
  1. Check Back-up and Update schedules have run, if not call Cogito.
  2. Check previous night's back-up has been completed by viewing the print file your company uses.
  3. If satisfactory, print the file, the Register and Control Report. (Include Branches.) Check invoice range and month end date.
  4. Check Invoice Register and Control Report amounts correspond. If not, fax Control Report and the last page of Invoice Register to Cogito and call.
  5. Run an Audit. If errors are reported fax the report to Cogito and call.

Afternoon:

  1. Check back-up and update PC - check that computers display correct date and time.
  2. Remove previous night's back-up and secure safely, preferably off site.
  3. Load today's back-up media. Load "Host" should Cogito support be required during the evening.
NOTES
ALWAYS BACK-UP BEFORE RUNNING AN UPDATE.
If an update was not successfully completed, DO NOT RE-RUN - the files need to be restored from your back-up first.
Keep all PCs and backup hardware clean.
Ensure all printers have ribbons and paper and are dust free. Have them serviced regularly.
Check that the dates and times on your computers are synchronised, especially at daylight saving times.

END OF MONTH PROCEDURES

After all Payments, Credits and Invoices have been processed and updated for the current month, follow these steps to complete Statements, Sales Reports and Monthly Rolls / turnovers. Reports require wide paper or compression - see Print Manager for saving report files. The End of Month menu is laid out in the order the programs are run. Statements may be e-mailed.
  1. File Audit
  2. Backup.
  3. Enter last day of month date at Logon. Print a Control Report (Y to clear Current Period Totals).
  4. Print an Aged Trial Balance - check "Closing Balance" on Control Report equals "Total" Balance on the Trial Balance.
  5. Print statements, statement labels and any Sales and Stock Reports, e.g. Stock Valuation or Demand Reports. Stock Transaction Reports if Weekly Stock Takes are being done. You may carry on Invoicing for the new month but NO UPDATES (except Future Payments) are to be done until the Monthly Rolls are completed.
  6. Unless automated, do the Rolls; M for month OR Y for end of year. Ensure NO processing takes place during Rolls.
  7. Print Control Report (Y clears Current Period Totals), check that Closing Balance of your last Control Report is equal to the Opening Balance of your current Control Report.
MONTH BEGINNING

Archive Invoices.
Check Special prices and discounts.
Continue to process your Transactions for the new Month.

8DTP04SE E-MAIL STATEMENTS

Make sure your customers have an e-mail address and have the statement flag set to Immediate for those receiving e-mails. Leave it blank if you will post them. Email messages can be created.
We suggest that you run 8DTP04SE for ALL customers: the report type needs to be eXport. The Immediates will be sent while the program is running and all the PDF statements and a log, CMLOG.txt, will be saved to your COGMAIL/OUT directory.

DTP04SE

Now run your print version of statements for NOT Immediate and post.

As part of the End of Month schedules, PDF statements can be filed in monthly directories for your records, and can be accessed at any time.


To attach a document to emailed statements: save the document in your COGITO directory.
Create a code for the document in Cogmail attachments and give it a description etc.
Select your email statement in Statement Format and add the attachment code.

DTL29C016

If you only want to send the email to selected customers you can use the Report Code(s) as a selector e.g. "TT" Use 8DTX06RC to add "TT" to the customers (and then 8DTL09C2 to add / delete any stragglers). In this example the fix will add TT only to customers without an Area Code using "space" to "space space space z".

DTX06RC


8DTL08 ROLLS

Various rolls need to be run at the end of each month, the ledger and creditors are dealt with separately.

Rolling clears and ages the month's transactions. The current month is "closed off"; all subsequent transactions will be considered as belonging to the following month, regardless of the date. New End of Month dates are written to various records. Rolls can be scheduled to run overnight.

Before rolling, ensure that ALL processing and reports (postings, payments, trial balance, statements, stock reports) for the month have been performed; that your files have been BACKED UP and that NO PROCESSING is being performed on any other terminals.

N.B. If the Rolls are NOT successfully completed for any reason e.g. power failure, call COGITO - DO NOT run again.

At each Roll the month date is updated - a warning displays if the period is incorrect, i.e. you have already rolled once "this month" or the roll was missed "last month". NEVER OVERRIDE this warning unless you know what you are doing.

DTL08

If you consistently log on at the current end of month date to run all end of month processing, this will not be a problem.
N.B. At the end of your financial year, do the YEARLY ROLL INSTEAD of the Monthly Roll. The Yearly Roll is the same as the Monthly Roll but resets year-to-date totals as well. The Yearly roll is performed by selecting Y as the Roll Type.

Sales Roll: Enter on the M for a Monthly Roll; starts immediately! The End of Year rolls the Sales Budget file, moves "this year" to "last year, moves "next" year to "this" year and clears "next" year.

Stock Roll: Enter on the M for a Monthly Roll. Keeps the sales history correct and clears the monthly sales figure etc. The YEARLY Roll clears the Year to Date fields and updates the Year Opening Stock. N.B. Process any stocktake adjustments and check "On Hand" figures before the Annual Roll so "Opening Stock" is correct.

Debtors Roll: Enter on the M for Monthly Roll. Clears various monthly balances including Credit Reasons and Suppliers Orders values per Buyer and updates the General Ledger end of month date. Debtors transactions are archived to a history file. Future payments are added to the new month. New Balance Types are updated. New Opening and Closing Balances are calculated.

Check that Rolls have been performed: use records that have had transactions against them during the month.

8DTP10 DEBTORS CONTROL REPORT

This is an independent audit check that can be run any time for a summary of the Debtors records. The report shows the opening balance since the last Roll, totals for each transaction Type for the Month and the Current Period, and the Closing Balance. The program runs automatically once selected - Y to clear current period totals - default parameters and a TB summary can be set.

A Control Report should be set to print after an update as an audit trail and to check the current closing balances. The report should also be run immediately after the Rolls to show the Debtors Opening Balance for the new month. Use to input Sales into the General Ledger.

If "WARNING - Control Total does not Balance" error appears, have your audit trails available so we can assist you in balancing.

The debtors posting totals previously shown on the report will not be shown after the roll, but the grand total does not change. The "Opening Balance" in "This Months" column should be the same throughout the month - this total accumulates from the previous month's Closing Balance.

Current Period
Transactions since Control last cleared 		This Month
Transactions since the last roll
dtp10

"Opening Balance" plus transactions = "Total Posted"
"Total Posted" plus "Opening Balance" = "Closing Balance":
"Closing Balance" should equal "Total" of Aged Trial Balance
"Since Paid" payments belong to next period Tax Summary:
Base plus GST = Invoices less Credits
Allow for GST rounding

8DTP01C- TRANSACTION REPORT

Four programs with different defaults report on Debtors Transactions. Enter through for a break down of transaction totals for the period, depending on what information you want: See samples e.g. using 8DTP01C1:

DTP01 DTP01A

Using File: Designed for the Current File, but can be used for History File, add 01 to the file name.

DISCOUNTS

When Invoicing, the system checks for a discount as follows:
  1. A Special Price and / or Discount combination covering this item and customer.
  2. If not found, an overall discount or mark-up percentage can be applied at the invoice header.
  3. If neither of the above is present, the system checks for a matrix discount for this customer / product group. These can be set to zero to prevent a discount. Matrix codes can be managed globally or via spreadsheet.

The Discount Matrix

INDS

As many records as required can be set-up, changed and added. In this e.g. a Customer with Discount Code 10 buying a Product with Discount Code 6 will receive a 20% Discount.
The Discount Matrix can also MARK UP prices if a negative value is used. e.g. if the matrix value was -20, the customer receives a 20% Mark-Up on the nominated cost or price.
A Discount Matrix is generally structured around Customer Types and Stock Categories.
A list of debtor Types and Stock Categories can be printed.
Toolkits are available for establishing discount codes onto the Stock and Debtors files.

Price Codes can be 1 - 5. You may also use Cost codes Cost Prices 6, 7, and 8 with a MarkUp.

8DTL12 SPECIAL PRICES AND DISCOUNTS

An advanced feature for tailoring your trading relationships with your customers. Special discounts or prices may be set-up for specific jobs / a single item, a range of products and for a period of time. They may apply to a range of customers, a single client or a Branch.
An item can be exempt from specials.

Take care when using this, especially special Prices, and monitor from time to time with the related reports and rolls.

If "Use Charge-to"is set on Branch accounts where invoices are "charged to" Head Office, only "Head office" specials need to be set-up - any specials for branches will be ignored. I.e. if you deal with several branches of the same company and all branches have the same specials, and all invoices are "charged to" Head office, then only set-up the head office special price / discounts.

1: Maintenance

  1. Select Price OR Discount and a date range if required (especially for monthly specials) and Enter.
  2. Select Type B: Customer, Customer Type, Branch, B(ranch)Type or stock Item and Enter.
    In the next field F3 or key in an appropriate code for the prior selection OR F8 to select from an existing record and Enter.
  3. Select Type C: Item, Prod Cat, S/A Code, Cat 2, Job or Discount group and Enter.
    Then F3 or key in appropriate code for that selection and Enter
    F5 to Add or F8 to Copy the last record on screen.
    N.B. A Discount group MUST have a code which matches a product discount code.
  1. Price: enter a value OR select Price Code 1 - 8, OR a $ Value reduction. A description may be given e.g. "10 + 20" which prints on some versions of invoices, accept or change date range from header screen - you may use 0/00/0000 to 99/99/9999.
    Break Quantity: 10 Break Price: .75 This feature allows a special Price for bulk buying. The example offers .75c for ten or more OR a special price of .87c each. If the customer already has a special price on this item, use the Break Price field, otherwise the Break price for 10 will be .87.
    DTL12C
    D to allow a further discount on this, if applicable - space to disallow.
    C to NOT override any other specific price for this customer if set.
    You may set-up several prices at a time BUT only as long as the date ranges do not overlap. A description may be given e.g. "10 + 20" which prints on some versions of invoices.
  2. Discount: enter EITHER a Percentage Rate e.g. 10% OR a Dollar Value e.g. $10.00 OR set-up one of the Price Codes on selected Item(s)in Stock File e.g. Price Code 5.
    You may set-up several discounts at a time BUT only as long as the date ranges do not overlap. A description may be given e.g. "10 + 20" which prints on some versions of invoices. Fill in date range. Add to allow normal discount on top of this, if applicable - space to disallow - N.B. be very careful if using this.
    Based on Price Code: Using Percentage Rate or Dollar Value only: to override the Price Code (or nearest) on this Debtor's record. i.e. this customer is Price Code 2, a "3" in this field overrides this, the discount regime is based on Price Code 3 for this Item or etc.
    OR you may set-up several discounts at a time but N.B. do NOT overlap the date ranges. A description may be given e.g. "10 + 20" which prints on some versions of invoices. Accept or change date range.
  1. Jobs: Six fields of 6 characters are available. Any of these codes may be entered when invoicing to this client. Not applicable to all invoicing versions.
OPTIONS: After accepting each record, the settings remain in place to enter another record using the same parameters - ESC to go back a field or F9 to access menu options.
To delete a record - enter the details to bring the record up, F7 and F2 to confirm.

8DTL14-1 PRICE AND DISCOUNT ROLLS DTL14

3/ 4: "Roll" Special Prices / Discounts
Use these programs to change the date ranges - it is good practice to do this on a monthly or annual basis.
Select new date ranges and required parameters.

DTL12A

There are also toolkits to check / delete invalid codes, record types or records with NO price/rate.

DTL12B

8DTP12C- PRICE AND DISCOUNT REPORT

2: Report: from menu in Special Price and Discount program; accesses 8DTP12C3. Make your selections;

DTP12

8DTP12xx SPECIAL PRICE IMPORT / EXPORTS

These programs take data from the Special Price and Discount file (ccDTP) to a spreadsheet for e.g. a price rise and then merge the changes back to Cogito.
E.G. run Export Special Prices 8DTP12EP - accept / change the print file name.
N.B. The report OVERWRITES the file each time so if you want to work on two or more price ranges at the same time you will need to create separate .csv files.
To run for a range of customers by Item select Special Price Set C-I to C-I.
dtp12epC

Or select T - I for ranges based on Customer Type by Item.
dtp12epT





Open the resulting csv into a spreadsheet and make changes in the "New Price" column; only data from this column will be reimported. The numbers can be whole, several decimal points or an underlying formula - they will be reimported in your usual format.
Run Import Special Prices 8DTX43EP: accept the file name OR Up Arrow to change then OK to accept

8DTX06-- TOOLKITS

See general information on Toolkits. Talk to us about these or any other specific requirements. As well as changing specified fields, errors can be addressed and data changed.

Del-to S/A Account Type
New Balance Type Branch
Balance Type Customer Type
Sales Analysis Level Discount
Location Statement Rec
Message Fix Postal Address
Price Levels Payment Method
Trading Terms Special Discount
Sales Level Salesman
Short Name Special Price
Status Code Credit Limit

8DTL80M CLEAR FIELDS

For a variety of reasons your records can become inaccurate and certain fields may need to be cleared.

DTL80

N.B. Discuss with us FIRST. Back up FIRST.

8DTL09C2 - DEBTORS MAINTENANCEMAINTENANCE
The Debtors Master File contains a record for each customer. Defaults can be set to save keying-in time. This program may also be accessed during invoicing.

N.B. Know what you are doing should you want to change or delete a key code, this affects sales analysis and other reports. Check first - there is a specific re-coding option available.

The Debtors File has 4 main categories: the Customer Type, Account Type, Salesman and Area.
Also see Debtors report selectors and Sales Analysis Tables for reportable fields.
Keep these divisions in mind when setting up your Debtors File; many programs, such as Special Prices and Tool Kits, are designed around these categories.

8DTL09C2 - ADD / CHANGEMAINTENANCE
F3 - to pluck a debtor's record. F6 - to allow changes.
Go straight to a specific screen to access: F4 Address details, sF4 Account Notes, F5 Contacts, sF5 more Contacts, F6 Codes, sF6 Sales setups, F8 Balances or sF8 Banking - permission to edit certain screens may be limited with password / Logon ID.

F9 - to save changes Or Esc to exit without saving.

At the prompt, key in the new Debtors Key Code and Enter.
F5 - to Add the new code to a blank screen.
OR F8 - Repeat to add a new code as a copy of the last record you had on the screen. Use this to add a record with much the same fields or to change an existing key code before deleting the old record.
Does NOT copy balances.
OR Esc to Ignore and return to the prompt to start again.

At the next screen: Some fields MUST be filled others may remain blank - not all fields will be applicable to your system.
F3 - to pluck on some fields.
Enter - End Block to go to the next block, use instead of arrows.
F9 - End and Enter to process / save.
OR F6 - to Correct any errors.
OR Esc to ignore and return to the Customer Code prompt.

DELETING...
Select client's key code. F7 to Delete and F2 to Confirm deletion.
N.B. DO NOT delete records which have non-zero balances,
you must first get these fields to zero through posting credits etc.

AND UNDELETING
F4 Undeletes only the LAST deleted record and only if you have NOT exited from this program since deleting the record.

8DTL09C2 - ADDRESSMAINTENANCE
8DTL09C2 - NOTESMAINTENANCE
This information can be printed in a report and included in various reports.

8DTL09C2 - CONTACTS MAINTENANCE
Two Contacts: for reference and some reports. sF5 to access Contacts 4 - 6

DTL09C
8DTL09C2 - CODESMAINTENANCE
Most of the following can default to codes of your preference - they can be changed and added to as necessary. Many of the defaults can be over-ridden at invoicing. Many have an F3 option to "pluck".

DTL09A

8DTL09C2 - SALESMAINTENANCE
8DTL09C2 - BALANCES MAINTENANCE
This screen may not be available if you are not authorised.
N.B. DO NOT delete records which have non-zero balances, you must first get these fields to zero through posting credits etc.

8DTL09C2 - BANKING MAINTENANCE
8DTL28C2 SCREEN 1 - REPORT LAYOUT REPORT MAINTENANCE
Also see general information on adding and changing reports.
8DTL28C2 SCREEN 2 - SELECTORS REPORT MAINTENANCE

Key in the Subject No. or use the arrows and Enter to pluck.
Select ONLY the subjects required; only these subjects will then appear when a report is run using this format.
The report will try to sort by ALL the selectors you use, set-up different profiles for different selectors.
Customer code range
Branch
Customer Type
Salesman
Area
Status and Charge to Include (default), eXclude, Only - (also need to define Status when reporting Charge to.)
Name Key:
Region Code
Variable see below
Position
Message Code
Account Type
Address choose: (Suburb, Town, Country or Post code)
Trading Terms OR Statement Frequency

DTL28B

8DTL28C2 SCREEN 3 - CONDITION REPORT MAINTENANCE

Key in the Subject No. or use the arrows and Enter to pluck.
Key in your own description at the "prompts" of ONLY the subjects required for this report.
In this example only subjects 1 and 9 will appear when a report is run using this format.

DTL28C


Key in the "conditions" (e.g. "D") that will most frequently be used for this report.
These fields are variable, i.e. you have the opportunity of changing them when running the report.
In this example all Credits, Invoices, Payments and statement Balances over 12 months will be produced for selected customers.

  1. Summary / Details (1 field).
    S for Summary, total only or
    D for Details of each Customer

  2. Balances, Limits, Terms (1 field)

    Key Description
    A or Space All Customers (default)
    B Customers with Balances
    F Customers with a Future Payment Only
    L Customers Over Credit Limit
    I Initial (Opening) Balance
    O Over Limit
    M Any Limit
    P Customers with Payments OR Balances
    T Customers any Transaction OR Balances
    S Customers with Sales OR Balances


  3. Overdue for number of periods (weeks if using a weekly system) (2 fields)
    1. 1, 2, 3 and over mths or 99 for credit balances only
    2. Overdue n months Only (defaults to "n months or More")

  4. Active / Inactive for number of months (4 fields)
    1. Number of months
    2. A for Active or
      O for Opened or
      Space for Inactive (default)
    3. Change Customer Status: updates the DTM if Inactive more than 12 mths
    4. Change Status to: New status usually Cancelled

  5. Report Codes (5 fields)
    Up to four 4-character codes to match mail codes.
    Operation flag Space = match any of the above 4 codes OR R = in range of first 2, except 3 or 4

  6. Price and Discount Code (each have their own prompts) (4 fields)
    1. Price Code from 1 to 8
    2. Discount Code from 0 to 99

  7. Labels (4 fields)
    1. Number of labels across the page of your stationery
    2. Number of labels down the page
    3. Number of labels per customer
    4. Text up to 16 characters for e.g. Ref. / Order No. for despatch labels.

  8. E-mail selections To check Customer records - use 8DTP04C4
    1. Match Every/None (Any, default): (Every = meet all conditions, None = must not meet any of the conditions or Any (default) = at least one of the conditions must be met.
      Use this for statements - have one report for e-mailing statements set to "Any" and "U" and one for posting statements set to "None" and "U". Can do the same for Trial Balance; both TBs should then equal a complete TB.
      (* = any character) PDF Csv Prt When (I,M,U)
      invoicing        
      quoting        
      statements       U

  9. Transactions (5 fields)
    1. Transaction Type
      Key Description
      A or Space All Customers (default)
      B Balances
      C Credits
      I Invoices
      P Payments
      R Returns
      * All including Balances
    2. Date from:
    3. Date to:
    4. File from: 0 for Current, 01 for History
    5. File to: 0 for Current, 01 for History
      N.B. History files must be selected for transactions occurring outside the current period.
8DTL29C0 1. SYSTEMCONTROLS
GENERAL MAINTENANCE: defaults when loading Debtors Records, for speed and consistency - can be over-ridden. PROCESSING: COGMAIL defaults: when adding new customers:
             Imm/Man/Update  Print  CSV/ver. Param.
    Invoice..:                 P                       P/slip / Both:
    Quote....:
    Order....:
    Statement:
    Promos...:      (P if customer accepts e-mailed promos)
8DTL29C0 2. CUSTOMER TYPES CONTROLS
At least one record is required - more can be added. Facilitates reporting by customer groups. Defaults for maintenance to keep customer records uniform. To "force" Trading Terms include a valid code on EVERY "Customer Type" record. DTL09 checks "Trading Terms" during maintenance and adds one according to the "Type".
8DTL29C0 3. BUYING GROUPS CONTROLS

8DTL29C0 4. SALES AREAS CONTROLS
Facilitates sales analysis by area. Default Salesman can be included for maintenance. The area and salesman codes can be over-ridden during invoicing with some versions of invoices
8DTL29C0 05. REGION CODES CONTROLS

8DTL29C0 6. STATUS CONTROLS
See defaults for pluckers.
Import all codes into new installations.

8DTL29C0 7. TRANSACTION TYPES CONTROLS
Each batch posted to Debtors (through payments or invoicing etc.) may consist of one Transaction Type only and will be handled according to these settings. See Terminal Controls: specific Transaction Types can be set and may be added as Menu extensions. Each DTTT record is updated with the value of the transactions processed, and printed on the Control Report; these records control and track each Type of debtors transaction. DTTT01 is reserved for Invoicing and DTTT02 is reserved for credits. The standard entries are:

Key Desc. Type Default Age Col. Reverse Reason
DTTT01 Invoice I D C D    
DTTT02 Credit C D A C R Y
DTTT03 Payment P   A C R (Via payments
DTTT19 Unall. Bal. U (Balance created when an invoice is part paid)
DTTT20 B/F CR C (A Credit balance B/F to Open Item)
DTTT21 B/F DR I (A Debit balance B/F to Open Item)

Different invoice transaction types can keep track of e.g:
Desc. Type Default Age Col. Reverse Reason Note
Workshop I   C D      
Van Sales I   C D      
Internal I   C D      
Cash Sales S D C D      
Cash Pymt P   A D     (Via payments)
Order O   C D      
Quote Q D          
Cr Rebate C   A C R    
Write-off W   A C R Y (Via payments?)
Jnl-DR J     D      
Jnl-CR J     C R    
Jnl-Round J     S   (For 1c roundings etc.)


8DTL29C0 8. MESSAGES CONTROLS
Message records may consist of a up to six lines (N.B. no longer need to link several records together) and set to attach to specific document types (as below). (Also see Supplier Orders.) Default message codes can be attached to specific Debtors records and / or to Terminal Codes and / or Operator Controls.
Special message types for specific document types: These print whether selected or not EXCEPT if overridden - see messages above.
-I01 (followed by -I02 etc.) - Invoices and Customer Orders
-Q01 (followed by -Q02 etc.) - Quotes
-S01 (followed by -S02 etc.) - Packing Slips.


8DTL29C0 9. PAYMENT DISCOUNTS CONTROLS
Records for rebates

8DTL29C0 10. CASH COLLECTION CONTROLS

8DTL29C0 11. TRADING TERMS CONTROLS
Make as many records as required to be coded to individual Debtors accounts.
8DTL29C0 12. STATEMENT FREQUENCIES CONTROLS
Records may be set and codes attached to individual Debtors records. This code is (no longer) checked by the Debtor Maintenance program (DTL09) and used by some versions of statement, Age Analysis and Roll programs allowing a mixture of different billing frequencies (e.g. weekly and monthly) on the same Debtors file. Not used by anyone at present.

8DTL29C0 13. ACCOUNT TYPES CONTROLS
Records may be set and codes attached to individual Debtors records. The Account Type is often used to classify customers by the way in which they trade with you - e.g. CHG: CHG, HP, STAF.

8DTL29C0 14. FOREIGN EXCHANGE CONTROLS
See Suppliers Orders

8DTL29C0 15. BANK CODES CONTROLS

8DTL29C0 16. STATEMENT FORMAT CONTROLS

8DTL29C0 23. JOB TITLES CONTROLS

8DTL29C0 24. PROMO CODES CONTROLS