Invoice, Statement, and Deposit Slip Layout Variables

Transcription

1 CLIENT BOOKKEEPING SOLUTION ACCOUNTS RECEIVABLE Invoice, Statement, and Deposit Slip Layout s version 2007.x.x

2 TL (05/29/09) Copyright Information Text copyright by Thomson Reuters/Tax & Accounting. All rights reserved. Video display images copyright by Thomson Reuters/Tax & Accounting. All rights reserved. Thomson Reuters hereby grants licensees of CS Professional Suite software the right to reprint this document solely for their internal use. Trademark Information The trademarks used herein are trademarks and registered trademarks used under license. All other brand and product names mentioned in this document are trademarks or registered trademarks of their respective holder

3 Contents Introduction... CBS Layout Editor... Accounts receivable form and deposit slip layout types... Explanation of headings... Additional information... 2 Layout Properties dialog... 3 Field Properties dialog... 3 Form Layout s... 5 Company... 5 Customer... 6 Customer Shipping... 7 Finance Charge Detail... 7 Glossary Items... 8 Salesperson... 8 Statement... 9 Aging... 9 Current Period Activity... 9 Current Period Invoice Item Details... 2 Current Period Invoices... 4 Current Period Payments... 5 Current Period Payment with Credit Memos... 6 Open Invoices... 7 Prior Period Open Activity... 9 Totals Unapplied Payments... 2 Year To Date Other Statement variables CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s iii

4 Contents Transaction Detail Items Payments Sales Tax Other variables Deposit Slip Layout s... 3 Company Information... 3 Deposit Detail List Deposit Information iv CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s

5 Introduction CBS Layout Editor The Layout Editor in the Client Bookkeeping Solution (CBS) program is a fullfeatured, graphics editor that enables you to precisely place and resize text, data variables, and graphic objects on your check or form layout. Use the Layout Editor to create, copy, or modify a layout. The tables that follow describe in detail the variables that are available for your CBS Accounts Receivable invoice and statement layouts. Accounts receivable form and deposit slip layout types Your CBS software includes a number of predefined layouts that you can use as is or modify to fit your needs. The layout styles and their filename extensions are: File Extension RLY DLY Layout Type Invoice or statement Deposit slip Explanation of headings Data source. This identifies the specific window or dialog from which the program obtains the data for each variable and any specific criteria that apply to the variables. Form. This designates whether the variable is typically used on an Invoice (Inv), Statement (Stmt), or Both. Please note that any variable may be inserted onto any layout, regardless of the heading under which it is listed in the Insert / dialog. However, CBS will not print variables if they are inserted on an incorrect form type. In other words, if you insert an invoice variable on a statement layout, the program will not print data for that variable. CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s

6 Introduction Area. There are three areas header, detail, and footer. A Header region is displayed as the first blue shaded area in the Layout Editor window on your screen. By default, any variable placed within the header region will be printed in the same position on all subsequent pages of a multi-page form. To print the header on the first page only of a multi-page form, double click anywhere within the Header region to display the Header Properties dialog and choose Print the Header on the first page only. A detail region (or repeating region) is displayed as a yellow shaded area in the Layout Editor window on your screen. It is used in the detail area of an Accounts Receivable form or deposit slip layout to place repeating variables. For example, the repeating variables may provide transaction detail on items your customer purchased or on account activity for a defined period of time. When you print these forms or deposit slips, the program automatically prints data represented by a repeating variable in the detail area for each relevant item. Header lines are displayed as the green shaded areas within the yellow repeating region. (Search on Repeating variables:in AR form or deposit slip layouts from the Index tab of the Help / Layout Editor Help Topics for more information on repeating variables.) A footer region is displayed as the second blue shaded area in the Layout Editor window on your screen. By default, the program automatically prints any variable placed within the footer region on the last page of your form in the exact location you have placed it. To print the footer directly after the last detail variable is printed, double click anywhere within the footer region to display Footer Properties dialog and choose Print the footer immediately after the last detail data.. This is the name of the variable. All variables listed in the following tables are available for selection on AR forms layouts.. The column in the following tables include any special information about the variables, including how the program calculates the values, the specific field or column in the window or dialog from which the program obtains the data for each variable, etc. Additional information Throughout this document, you may see the following footnote symbols attached to the variable names. Indicates a repeating variable. If you enter a repeating variable once on your form, CBS will automatically repeat the data that replaces that variable at print time for each line item of the form. In the Insert dialog, repeating variables are denoted with an asterisk (*). 2 For variables that have been formatted in the Description Editor, CBS will display these variables as follows: If you insert the variable in the main body of the form, CBS will display the text as formatted in the Description Editor, regardless of the formatting specified for the variable in the form layout. If you insert the variable in the detail region, CBS will wrap the variable until the entire text of the field has been printed. 2 CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s

7 Introduction Layout Properties dialog If you insert the variable in the header or footer region, you must size the variable according to the text that needs to be printed. s in the header or footer region are fixed position and, therefore, cannot wrap. To select the negative-amount display format You can display negative amounts on your check and deposit slip layouts with either a leading minus (default) or with parentheses. You must select this option on a per-layout basis.. In the Layout Editor, choose Layout / Open. 2. In the Open dialog, highlight the desired layout name and click the Open button. 3. Double-click in the check or deposit slip background section to open the Edit Layout Properties dialog. 4. In the Edit Layout Properties dialog, choose the display format for negative numbers. 5. Click OK. Field Properties dialog To negate any amount field You can negate the sign of any amount variable. In other words, if a variable should normally be printed as a positive amount, you can negate it to have CBS print it as a negative amount, and vice versa.. In the Layout Editor, double click the selected amount variable to open the Field Properties dialog. 2. In the Field Properties dialog, mark the Negate field value checkbox. 3. Click OK. To specify an overflow section number (deposit slips only) When you insert a specific variable multiple times in a layout, CBS prints the same data for each occurrence of that variable. When inserting the Non-Cash Amount or Non-Cash Description variables in a repeating region on a deposit slip layout, you can specify an overflow section number to avoid having CBS use the same data for each repeating column. Example: Non-Cash Description Non-Cash Amount Non-Cash Description Non-Cash Amount Overflow section number 2 2. In the Layout Editor, double click the Non-Cash Description or Non-Cash Amount variable to open the Field Properties dialog. 2. In the Field Properties dialog, enter the number of overflow sections in the Overflow section number field. CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s 3

8 Introduction 3. Click OK. To underline the entire length of a variable (deposit slips only) When printing Non-Cash Amount and Non-Cash Description variables, you can underline the entire variables to create columns on deposit slips printed on blank (no preprinted lines) paper.. In the Layout Editor, double click the selected amount variable to open the Field Properties dialog. 2. In the Field Properties dialog, mark the Underline entire variable length checkbox. 3. Click OK. 4 CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s

9 Form Layout s Company Data source: File / Company Properties dialog Form: Both Company City Company City, State, Zip Company Complete Address Company Contact Person Company Name Company State Company Street, Street 2 Company Street Line Company Street Line 2 Company Zip Company EIN Company Address Company Fax Number Company Phone Number Company Web Address From the address information in the Accounts Receivable tab. CBS automatically enters the address information from the license file during the Import from Accountant, but you may override as necessary. CBS replaces the Company Complete Address variable with the entire address, skipping blank lines. Note that this variable accommodates 3 lines of information. Do not reduce the size of the variable text box in the Layout Editor. If you do, CBS will not print the complete address. From the General tab. CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s 5

10 Form Layout s Data source: AR Print Forms Options dialog accessed by clicking the Options button in the File/Print Forms dialog. Form: Both Company Logo Placeholder CBS will replace this variable with the graphic contained in the file in this location. Customer Data source: Setup / Customers window. Form: Both Customer ID Customer Name Customer City Customer City, State, Zip Customer Complete Address Customer Contact Person Customer Contact Person Customer Contact Person First Name Customer Contact Person Last Name Customer Contact Person MI Customer Contact Person Phone Number Customer Contact Title Customer EIN / SS# Customer Customer Fax Number Customer Phone Number Customer State Customer Street # Customer Street # and #2 Customer Street #2 Customer Tax Exempt Number Customer Web Page Customer Zip Customer Account Status Customer Account Status Explanation Customer Credit Limit Customer Data Entry Message 2 Customer Form Memo 2 Customer Available Credit From the information in the General tab. For Customer Contact Person variable, CBS will print the full name with title from the General tab. CBS replaces the Customer Complete Address variables with the entire address, skipping blank lines. Note that this variable accommodates 3 lines of information. Do not reduce the size of the variable text box in the Layout Editor. If you do, CBS will not print the complete address. From the Account Status tab Calculated by subtracting the open balance from the credit limit. 6 CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s

11 Form Layout s Customer Shipping Data source: Shipping Address dialog (accessed by clicking the Details button in the Setup / Customers / Shipping tab) or as overridden in the Tasks / Receivable Transactions / Shipping tab. Form: Invoice Customer Shipping City Customer Shipping City, State, Zip Customer Shipping Complete Address Customer Shipping Contact Customer Shipping Contact Person Customer Shipping Contact Person First Name Customer Shipping Contact Person Last Name Customer Shipping Contact Person MI Customer Shipping Contact Phone Number Customer Shipping Contact Title Customer Shipping Phone Number Customer Shipping State Customer Shipping Street and 2 Customer Shipping Street Line Customer Shipping Street Line 2 Customer Shipping Zip From the shipping tab of an invoice CBS replaces the Customer Shipping Complete Address variable with the entire address, skipping blank lines. Note that this variable accommodates 3 lines of information. Do not reduce the size of the variable text box in the Layout Editor. If you do, CBS will not print the complete address. CBS replaces the Customer Shipping Contact Person variable with the full name and title. If you did not enter a shipping contact person, the program will print the customer name. Finance Charge Detail Data source: Tasks / Receivable Transactions window for Finance charge types Form: Invoice Area: Detail Finance Charge Invoice Date From the Date field. Finance Charge Invoice Open Balance From the Open Balance field. Finance Charge Invoice Amount Finance Charge Invoice Description From the Amount and Description columns in the Items tab. To display the total finance charge amount, select the Invoice Item Total variable. CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s 7

12 Form Layout s Glossary Items Data source: Setup / Glossary Items dialog Form: Both <Glossary ID> If you set up glossary items in the company database, CBS lists the Glossary IDs in the Insert / dialog. When you insert a Glossary ID variable, CBS will print the actual text of the glossary item, not the ID. If you insert a glossary item on any invoice or statement layout and then subsequently delete the glossary item from the Setup / Glossary Items window, CBS will delete the variable from all layouts on which that glossary item is used. Salesperson Data source: Setup / PayCheck Employees window (for the salesperson selected in the Setup / Customers / Invoice Information tab or as overridden in the Tasks / Receivable Transactions / General tab). Form: Both Salesperson First Name Salesperson ID Salesperson Last Name Salesperson MI Salesperson Name Salesperson Salesperson Phone Number For the Salesperson Name variable, CBS will print the employee s full name. From the General tab. Data source: Setup / Customers / Invoice Information tab. Form: Both Salesperson Department From the Sales Dept field or as overridden in the Sales Dept field in the Tasks / Receivable Transactions / General tab 8 CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s

13 Form Layout s Statement Aging Data source: Tasks / Receivable Transactions window, based on dates specified in the File / Print Forms dialog. CBS uses the aging period, again basis, and discount treatments specified in the Aging Schedule options dialog (accessed by clicking the Options button associated with the Aging Schedule in the File / Queue Reports dialog) to determine open amounts. Note that when CBS ages open amounts, it uses the following dates. For statements: the second date in the Statement activity to include group box For invoices: the date in the Invoice date field in the Invoices group box Form: Both Total >3 Periods Old Open Amounts Total Period Old Open Amounts Total 2 Period Old Open Amounts Total 3 Periods Old Open Amounts Total Amounts Not Overdue Total Current Open Amounts The total open balance by aging period for all finalized transactions that are current or past due based on the aging period, aging basis, and discount treatments. Total Current Open Amounts includes all current items plus those overdue up to one period (sum of the Total Amounts not Overdue and Total Period Old Open Amounts). Data source: Edit Form Messages dialog (accessed by clicking the Edit Messages button in the File / Print Forms dialog) Form: Both Amounts Past Due Message 2 CBS determines which message to print based on the number of periods the oldest open invoice is overdue. Current Period Activity For the variables in this section, New and Transaction date refer to the options in the Statement Activity to Include group box in the File / Print Forms dialog. If you choose the Transaction Date option, activity includes any invoice and payment within the date range defined, based on the transaction date. If you choose the New option, activity includes any invoice and payment entered since you last printed statements. Data source: Based on options selected in the File / Print Forms dialog Form: Both CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s 9

14 Form Layout s Current Period Begin Date Current Period End Date The first or last day of the defined period. New: CBS will use the last statement date entered in the Print Cycles dialog (accessed by clicking the Print Cycles button) plus day as the Begin date and the statement date as entered as the end date. If this is the first time you are printing statements and a Last statement date has not been set, CBS will display a prompt. Transaction Date: CBS will use the date range as entered on the Print Forms dialog. Beginning of Period Open Balance The open balance for all unpaid, finalized activity as of the beginning of the period. New: CBS will use the last statement date, as entered in the Print Cycles dialog (accessed by clicking the Print Cycles button). Transaction Date: CBS will use the first date in the range. End of Period Open Balance The open balance at the end of the current period for all finalized activity. This does not include discount available. New: CBS will use the statement date. Transaction Date: CBS will use the last date in the range. Total Current Period Open Balance The total open balance for all unpaid, finalized activity for the current period. 0 CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s

15 Form Layout s Data source: Tasks / Receivable Transactions window for finalized transactions dated in the current period. If you select these variables on a form that includes Transaction Detail, CBS will display the invoice being printed. Form: Both Area: Detail Current Period Activity Date From the Date field. Current Period Activity Due Date From the Due date field. Current Period Activity Type CBS will leave this field blank when printing a credit memo or payment. From the Type field. Current Period Reference Number From the Ref # field. Current Period Activity Amount From the Gross field (total invoice amount or payment amount, excluding discounts). CBS will print finance charge and invoice amounts as positive numbers. CBS will print payment and credit memo amounts as negative numbers. Current Period Activity Balance The customer s running balance for the itemized list of invoices and/or payments. CBS calculates this by taking the Beginning of Period Open Balance and adding the Gross Amount of all activity. Current Period Activity Cardholder Name Current Period Activity Credit Card Vendor For InterceptEFT credit card payments, the cardholder name associated with the selected credit card vendor. For COD and credit card payments, from the Credit card vendor field. Blank for all other types. Data source: Tasks / Receivable Transactions / General tab for each finalized invoice, finance charge, or credit memo within the current period Form: Both Area: Detail Current Period Activity Invoice Description From the Description field. CBS will leave this field blank when printing a payment. Current Period P. O. Number From the P.O. Number field. CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s

16 Form Layout s Current Period Invoice Item Details Current period invoices include invoices, finance charges, and credit memos. CBS replaces the invoice item variables with information about the items selected in the invoices. CBS displays items in the order they are listed on the Items tab in the Receivable Transactions window; Sales tax and Shipping amounts are always listed last. CBS groups all items for a single invoice and displays invoices in date order. For the variables in this section, New and Transaction date refer to the options in the Statement Activity to Include group box in the File / Print Forms dialog. If you choose the Transaction Date option, current invoices will be any within the date range defined, based on the transaction date. If you choose the New option, current invoices will be those entered after the last statement print date. Data source: Tasks / Receivable Transactions window for finalized invoices dated within the current period Form: Statement Area: Detail Current Period Invoice Item Detail Charge From the Items tab for items (Amount column) and shipping (Shipping field). From the Computations tab for sales tax (Tax Amount column). CBS displays the amount as negative for credit memos. Current Period Invoice Item Detail From the Items tab for items Description (Description column) and the text Shipping for shipping. From the Computations tab for Sales tax (Description column). Current Period Invoice Item Detail ID From the Items tab for items (Item column). Blank for shipping. From the Computations tab for sales tax (Tax ID column). Current Period Invoice Item Detail Price From the Items tab for items (Price column). Blank for shipping, sales tax, some items, credit items, and flat-amount billing. 2 CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s

17 Form Layout s Current Period Invoice Item Detail From the Items tab for items Quantity (Quantity column). Blank for shipping, sales tax, some items, credit items, and flat-amount billing. CBS displays the amount as negative for credit memos. Current Period Invoice Item Detail Taxable CBS displays Y or N, based on tax-exempt status of item. Blank for shipping and sales tax. Current Period Invoice Item Detail Unit of From Invoice Item Details Measure dialog (Unit of Measure field). Blank for shipping and sales tax. Current Period Invoice Item Detail From Invoice Item Details Additional Tax dialog, CBS displays Y or N, based on Additional Tax selected. Blank for shipping and sales tax. Current Period Invoice Item Detail Invoice From the Ref # field for the current Reference Number invoice. If multiple items are selected on an invoice, the Ref # will be repeated for each item. Current Period Invoice Item Detail Invoice From the General tab (PO P.O. Number Number field) for the current invoice. If multiple items are selected on an invoice, the P.O. Number will be repeated for each item. Date If multiple items are selected on an Current Period Invoice Item Detail Invoice From the Date field. invoice, the Invoice Date will be repeated for each item. Type f multiple items are selected on an Current Period Invoice Item Detail Invoice From the Type field. invoice, the Invoice Type will be repeated for each item. Current Period Invoice Item Detail Total Equal to the Total Current Period Invoice Total. CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s 3

18 Form Layout s Current Period Invoices Current period invoices include invoices, finance charges, and credit memos. For the variables in this section, New and Transaction date refer to the options in the Statement Activity to Include group box in the File / Print Forms dialog. If you choose the Transaction Date option, current invoices will be any within the date range defined, based on the transaction date. If you choose the New option, current invoices will be those entered after the last statement print date. Data source: Tasks / Receivable Transactions window for finalized invoices dated within the current period Form: Statement Area: Detail Current Period Invoice Date From the Date field. Current Period Invoice Description From the Description field in the General tab. Current Period Invoice Discount Available From the Amount field in the Computations tab at the time of printing. CBS will leave this field blank when printing a finance charge or credit memo. Current Period Invoice Discount Date From the Expires field in the Computations tab. CBS will leave this field blank when printing a finance charge or credit memo. Current Period Invoice Due Date From the Due date field. CBS will leave this field blank when printing a credit memo. Current Period Invoice Item Total Current Period Invoice P.O. Number Sum of the Amount column in the Items tab. This amount excludes taxes, shipping, and discounts. From the P.O. Number field on the General tab. Current Period Invoice Reference Number From the Ref #. Current Period Invoice Sales Tax Amount Sum of the Tax Amount column in the Computations tab or from the Sales Tax field in the Transaction Totals dialog (accessed by clicking the Totals button). CBS will leave this field blank when printing a finance charge. 4 CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s

19 Form Layout s Current Period Invoice Shipping Amount From the Shipping field in the Items tab. CBS will leave this field blank when printing a finance charge. Current Period Invoice Type From the Type field. Data source: Transaction Totals dialog (accessed by clicking the Totals button in the Tasks / Receivable Transactions window) for each finalized customer invoice with an invoice date in the current period Form: Statement Area: Detail Current Period Invoice Total Current Period Invoice Open Balance From the Gross field. This includes all items, shipping, and sales taxes, but excludes any discounts offered or taken. From the Open Balance field. This amount is also recorded in the Tasks / Receivable Transactions window. Current Period Payments Current payments include checks, CODs, cash, coupons, and write-offs. For the variables in this section, New and Transaction date refer to the options in the Statement Activity to Include group box in the File / Print Forms dialog. If you choose the Transaction Date option, current payments will be any within the date range defined, based on the transaction date. If you choose the New option, current payments will be those entered after the last statement print date. Data source: Tasks / Receivable Transactions window for transactions with a date in the current period Form: Statement Area: Detail Current Period Payment Amount From the Payment Total field in the Payment Information tab. This amount does not include any discounts taken or honored and does not take into account any portion that has been applied. CBS will display this amount as a positive number. CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s 5

20 Form Layout s Current Period Payment Cardholder Name Current Period Payment Credit Card Vendor Current Period Payment Date Current Period Payment Discount Honored Current Period Payment Reference Number Current Period Payment Type For InterceptEFT credit card payments, the cardholder name associated with the selected credit card vendor. For COD and credit card payments, from the Credit card vendor field. Blank for all other types. From the Date field. From the Discount Taken field in the Payment Information tab. From the Ref # field. From the Type field. Current Period Payment with Credit Memos Current payments include checks, CODs, cash, coupons, write-offs, and credit memos. For the variables in this section, New and Transaction date refer to the options in the Statement Activity to Include group box in the File / Print Forms dialog. If you choose the Transaction Date option, current payments will be any within the date range defined, based on the transaction date. If you choose the New option, current payments will be those entered after the last statement print date. Data source: Tasks / Receivable Transactions window for payments with a date within the current period Form: Statement Area: Detail Current Period Payment w/cm Amount From the Payment Total field in the Payment Information tab. This amount does not include any discounts taken or honored and does not take into account any portion that has been applied. CBS will display this as a positive number. Current Period Payment w/cm Cardholder Name Current Period Payment w/cm Credit Card Vendor Current Period Payment w/cm Date Current Period Payment w/cm Discount Honored For InterceptEFT credit card payments, the cardholder name associated with the selected credit card vendor. For COD and credit card payments, from the Credit card vendor field. Blank for all other types. From the Date field From the Discount Taken field in the Payment Information tab. 6 CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s

21 Form Layout s Current Period Payment w/cm Reference Number Current Period Payment w/cm Type From the Ref # field. From the Type field. Open Invoices Open invoices include all invoices, credit memos, finance charges, and payments with an open balance. For the variables in this section, New and Transaction date refer to the options in the Statement Activity to Include group box in the File / Print Forms dialog. If you choose the Transaction Date option, open invoices include any transaction with an open balance as of the last date in the range. Note that CBS ignores the first date because all open transactions will be included. If you choose the New option, open invoices include any transaction with an open balance as of the statement date or print date. Data source: Tasks / Receivable Transactions window for finalized invoices with an open balance Form: Statement Area: Detail Open Invoice Cardholder Name For InterceptEFT credit card payments, the cardholder name associated with the selected credit card vendor. Open Invoice Credit Card Vendor For COD and credit card payments, from the Credit card vendor field. Blank for all other types. Open Invoice Date From the Date field. Open Invoice Description From the Description field in the General tab. This also applies to finalized finance charges and credit memos with an open balance. CBS will leave this field blank when printing a payment. Open Invoice Discount Available From the Amount field in the Computations tab. CBS will leave this field blank when printing a payment, finance charge, or credit memo. Open Invoice Discount Date From the Expires field in the Computations tab. CBS will leave this field blank when printing a payment, finance charge, or credit memo. CBS Accounts Receivable Invoice, Statement, and Deposit Slip Layout s 7