Prepayment History S/L
The Prepayment History S/L report displays the history of each Sales Ledger Prepayment.
The history of a Prepayment can include any or all of the following transactions: the Receipt or Cash In record in which the Prepayment was received, the Invoices that were paid by the Prepayment, and any Cash Out record reversing all or part of the Prepayment. All such transactions for each Prepayment will be listed individually in the report.
When printed to screen, the Prepayment History S/L report has the Standard ERP Drill-down feature. Click on any transaction number to open the corresponding Receipt, Invoice, Cash In or Cash Out record.
- Period
- Paste Special
Reporting Periods setting, System module
- The report period: the first row of the Reporting Periods setting is the default value.
The report will list open Prepayments created before the report period, all Prepayments created during the period and all transactions from the period that affect Prepayments, such as Invoices and Cash Out records.
- Customer
- Paste Special
Customers in Contact register
- To report on Prepayments from a particular Customer, enter their Customer Number here.
- Prepay. No.
- Paste Special
Open Prepayments
- To print the history of a single Prepayment, enter its Prepayment Number here. This is the number that you gave to the Prepayment when it was received (i.e. the number in the Prepayment No. field on flip D of the receiving Receipt or in the Number field on flip B of the receiving Cash In record).
- Although the 'Paste Special' list only lists open Prepayments, you can enter the Number of a closed Prepayment (i.e. one that has been fully allocated to later Invoices) in this field yourself if you need to see its history.
- Classification
- Paste Special
Contact Classifications setting, CRM module
- Enter a Classification Code in this field if you want to list Prepayments received from Customers with a certain Classification. If you leave the field blank, Prepayments from all Customers, with and without Classification, will be included. If you enter a number of Classifications separated by commas, only Prepayments received from those Customers featuring all the Classifications listed will be included. If you enter a number of Classifications separated by plus signs (+), Prepayments from all Customers featuring at least one of the Classifications listed will be included. If you enter a Classification preceded by an exclamation mark (!), Prepayments from all Customers featuring any Classification except the one listed will be included.
- For example:
- 1,2
- Lists Prepayments from Customers with Classifications 1 and 2 (including Prepayments from Customers with Classifications 1, 2 and 3).
- 1+2
- Lists Prepayments from Customers with Classifications 1 or 2.
- !2
- Lists Prepayments from all Customers except those with Classification 2.
- 1,!2
- Lists Prepayments from Customers with Classification 1 but excludes those from Customers with Classification 2 (i.e. Prepayments from Customers with Classifications 1 and 2 are not shown). Note the comma before the exclamation mark in this example.
- !1,!2
- Lists Prepayments from all Customers except those with Classification 1 or 2 or both. Again, note the comma.
- !(1,2)
- Lists Prepayments from all Customers except those with Classifications 1 and 2 (Prepayments from Customers with Classifications 1, 2 and 3 will not be listed).
- !1+2
- Lists Prepayments from Customers without Classification 1 and from those with Classification 2 (Prepayments from Customers with Classifications 1 and 2 will be listed).
- (1,2)+(3,4)
- Lists Prepayments from Customers with Classifications 1 and 2, and from those with Classifications 3 and 4.
- 1*
- Lists Prepayments from Customers with Classifications beginning with 1 (e.g. 1, 10, 100).
- 1*,!1
- Lists Prepayments from Customers with Classifications beginning with 1 but not 1 itself.
- *1
- Lists Prepayments from Customers with Classifications ending with 1 (e.g. 1, 01, 001).
- 1*,*1
- Lists Prepayments from Customers with Classifications beginning and ending with 1.
- Classification Type
- Paste Special
Classification Types setting, CRM module
- Enter a Classification Type in this field if you want the report to list Prepayments received from Customers with a Classification belonging to that Type. If you leave the field empty, Prepayments from all Customers, with and without Classification, will be included. If you enter a number of Classification Types separated by commas, Prepayments from Customers featuring a Classification belonging to any of those Types will be shown.
- On Account A/C
- Paste Special
Account register, Nominal Ledger/System module
- If you enter an Account here, the report will list Prepayments with the specified Account as their Debtor Account (visible on flip H of Receipt rows).
- If the Debtor Account field is blank for a particular Prepayment (this may be the case for older Prepayments), then the On Account A/C used by the Customer will be used to determine whether the Prepayment should appear in the report. This will be one of the following:
- The Debtors On Account A/C in the Customer Category to which the Customer belongs.
- The On Account A/C specified in the Account Usage S/L setting.
- Sorting by
- Use these options to control the appearance of the report.
- Prepayment Number
- This option lists the Prepayments in Prepayment Number order. If a Prepayment was created before the report period, an opening balance will be shown. Transactions from the period that use the Prepayment will then be listed together with dates, transaction numbers and amounts. For example, the originating Receipt or Cash In if that occurred during the report period, and any Invoices to which the Prepayment has been connected will be listed. Finally for an individual Prepayment, the balance at the end of the report period will be shown. At the end of the report, total open Prepayment balances in each used Currency will be shown (if you produce the report using the Currency option), together with an overall balance converted to your home Currency (Base Currency 1).
- Customer
- This option lists the Prepayments in Customer Number order. The information shown will be the same as for the Prepayment Number option above.
- Trans. Date
- This option lists the transactions in date order. This means the original Receipt or Cash In that created a Prepayment may be separated in the report from any Invoices to which the Prepayment has been connected.
- Values
- By default, figures in the report are shown in Currency, and total open Prepayment balances in each used Currency will be shown at the end of the report. There will also be an overall total in Base Currency 1. Use the Base Currency 1 option if you would like all figures to be Base Currency 1.
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Reports in the Sales Ledger:
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