Out.St. [Grp/Sl.Man]

Out.St. [Grp/Sl.Man] shows what customers owe, grouped by the representative who looks after them, and under each representative by area. Give it to each representative to show what they have to collect.

Open the report

Press Alt+7 for Special Reports, then Q. The report opens for the financial year from its first day to today, for dealers, with every representative.

A representative is a heading and each area is a smaller heading under it. Each heading shows the number of customers and their totals.

What it lists

One line for each customer whose account has a representative. Set the representative on the account (the Representative field in Head of Accounts, 2 A) or for many accounts together in A/c Grouping (2 C). An account with no representative is not in this report.

The choice A/c type decides which accounts:

• Dealer (the default): accounts of type Customer and Customer - Supplier.
• Farmer: accounts of type Farmer.

A customer whose closing balance is nil is left out. Tick Zero balances to list them.

The areas under a representative are the accounts’ Area (it starts as the account’s city; A/c Grouping changes it). An account with no area is listed under * GENERAL.

Columns

Each heading carries the totals of the customers under it, and the totals line adds up the whole report. Op.Bal is the net of the openings, marked Dr or Cr; the other columns are added up as they stand. With Summary ticked, the grid shows only the name, the mobile and the closing columns.

Choices

Click a column title to sort by it, and click again to reverse. The customers are sorted within each area; the representatives and areas stay in name order. Every choice is kept in the page address, so Copy link gives a link that opens the same report.

The choices above the grid.

How the figures are worked out

For each customer, SimplyERP adds up their postings:

• Op.Bal = the opening balance entered for the account + everything posted to it before the From date. Debits count as positive and credits as negative; the result is marked Dr or Cr.
• Tr.Debit and Tr.Credit = the debits and credits posted from the From date to the To date, both days included. The opening balance is not counted in them.
• Closing = Op.Bal + Tr.Debit − Tr.Credit, with debits positive. It is shown under Cl.Debit when it is a debit and under Cl.Credit when it is a credit.

Each heading adds up its customers, with credit openings taking away from debit openings in Op.Bal. In the picture, RAVI has 3 dealers: Venkata Sai Fertilizers, Tungabhadra Agri Inputs and Kisan Seva Kendra. Their closing balances 13,658.00, 52,242.00 and 35,537.00 add up to RAVI’s 1,01,437.00.

The status line shows the sum of the closing debits and of the closing credits, and their net. For the 7 dealers it says 1,25,448.00 Dr.

Farmers

Choose A/c type Farmer to see the farmers by representative. On the showcase books, the 11 farmers owe 86,739.00 in all.

The same layout for farmers. The dealers and the farmers together make up the whole outstanding of the customers.

Summary

Tick Summary for the closing balances only. The headings keep their totals.

Summary is the shortest list to give a representative.

Open, mark, print and export

• Enter on a customer opens their Ledger for the same period.
• F2 marks a customer and F8 marks them all. F10 then prints only the marked customers, with the headings and totals worked out again for them.
• F10 prints the report as CUSTOMER OUTSTANDING STATEMENT, with the period and your choices in its heading (the A/c type is always shown), a heading Representative : name for each representative and one for each area, and the columns of the screen under the titles Account, Mobile No., Opening Balance, Tr.Debit, Tr.Credit, Cl.Debit and Cl.Credit. After the last customer it prints the totals with the number of accounts and, unless Summary is ticked, the opening balances in debit and credit separately.
• F12 saves what the print shows as an Excel workbook, with the figures as numbers.
• Alt+Enter gives the whole window to the list.