Account Balances Report (#202 & #302)
Account Balances Report (#202 & #302)
This report, sometimes referred to as an Aged Trial Balance by accountants, lists the account code, account name, contact name, telephone number, and period break-downs for current, and three other periods, and the balance owing for up to any number of previous periods.
If you have multiple term accounts in your system, CAPITAL will sort the reports by terms, listing C.O.D. accounts first, then, i.e., 7 day, 14 day and 30 day term accounts, and so on. Totals at the bottom of the report display what is owing and/or due. Accounts with zero balances are not included in this report. Negative account balances are. The report is especially useful as a contact sheet for slow paying accounts, and as an indicator of the financial status of your firm.
Period of Statement
Enter the number of the month/period to print the account balances report for. For example, if it were June and you entered 4 (April), the amount of money owed to you at the end of April would be reported. Transactions after the 4th month, i.e., May and June, would be ignored.
The period number refers to the calendar month, not to your financial year period number.
Period Ending Date
This is the last day that transactions are to appear on this report. For monthly accounts this should be left as the last day of the month. If you intend to print a report for a shorter range of terms it may be necessary to enter a specific period end date. The reporting system will treat this day as the last day of the "current" period. For example, if you want to print a report for 7 day term accounts as of the 15th of July, you would enter 15/07/01 here.
Terms
Leave set to zero to include all accounts on the report. Enter a specific term, i.e., 7 to list only accounts with those terms.
Salesperson
The account's salesperson.
The
salesperson field refers to the salesperson assigned to the customer account,
NOT to salespersons assigned to individual transactions.
The Salesperson field does not appear as an option when the Supplier Account Balances report is run.
From Account
Specify an account code if you wish to view the balances of your accounts starting from a particular account. Leave blank to start from the first account in the system.
To Account
If you wish to specify a last account to include on the report enter it here. If the From Account and To Account codes match, only the balance of that account will be printed.
Category
Enter a category of accounts to report on if applicable.
Sorting - By Code or By Name
Tick Code to sort the report by account code, otherwise sorting will be by account name.
Account Type
Specify the account type to report on. Options include standard, internal (department) or all (both). The default is regular--which is recommended for most circumstances.
Currency
Enter the currency to print a report for. If this option is specified, CAPITAL will print the report in the applicable foreign currency only. Normally this option is left blank and all foreign currency accounts are included with local accounts and listed in Australian dollars.
Department
If departmental processing is activated, you can enter the department code to limit the report to.
The
department code relates to the department assigned to the customer or supplier account, not to the department
assigned to individual transactions.
Credit Limits Only
Tick this option to only include those accounts that have exceeded their credit limit.
Comment Spacing
Adds 4 lines of comment space under each account.
Include Branches
If ticked, branches (sub-accounts) will be included on the report as well as the main head office (central billing) account.
Normally you would not wish to include branch balances on the report as well, as this would overstate
the amount owed total. This is because the head office balance and transaction list already includes the
entries of all its sub-accounts.
If
you print a report for a single account only, this setting is ignored.
List Balances Only
Tick 
this option to only include account balances on the report. The individual transactions that make up the
balances are excluded.
List Unpaids Only
Tick
this option to include account balances and all unpaid or unallocated transactions below the account balances.
List Transactions
Tick
this option to include account balances and all transactions from the last zero balance below the account
balances.
Ageing
Account Settings
Will age accounts according to their statement ageing settings. Accounts that are aged by calendar month will appear aged by calendar month on the report. Those accounts aged by terms will be shown aged by terms on the report, etc.
Calendar Month
Will age all accounts by calendar month irrespective of the account's statement ageing options.
Due Dates
Age all accounts according to the due dates of the transactions that make up the balance, rather than the calendar month or account terms.
For more information on account ageing see the topic: Due Dates & Ageing.
Hints & Tips
The Forward column refers to transactions occurring in future periods. These amounts do not relate to or tally to any totals on the report. They are used as a reference only and are handy to determine if money has come in after the final date that the report refers to.
A NOT DUE amount refers to an amount of money that is not currently due in the current or any prior period. However, this money is still owed, and hence, forms part of the final report balance.
The NO ALLOC column refers to payments or credits that have not been fully assigned against invoice transactions. It is the "not allocated" amount or portion of the payment/credit.
When printing a transaction list below the account balance, an asterisk (*) will appear next to amounts if the account is being aged by due dates, and the due date is either greater or smaller than the standard terms of the account.
A report balance error on a foreign currency account that seems to be related to an exchange rate variance may be due to a miscalculated exchange variance. (This can sometimes be caused by a power failure or some other unexpected system interruption.) Try removing the allocations on the related payment(s) and reallocating them. This will force CAPITAL to recalculate the exchange variance.
If you have instructed the report to list unpaid transactions below each balance, then only transactions unpaid in ANY period (including future periods) will be listed.
The H column shows a Y under it if the account is presently on hold.
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