ACCOUNTS RECEIVABLE documentation. Requires SuperCalc-2 Don Avila 71525,2041 10/11/83 HEADING ======= SuperCalc-2 output fits on an 8.5x11 tipped sideways / 12 characters/inch | A || B ||C|| D || E || F || G || H|| I || J || K || L || M || N || O || P || Q|| R||S|| T| 1|ACTRECA5 - ACT REC DSK #5 PART A CK .00<---| End of the month: -- 1 2|Page 1 of xx INVOICE# BJ-AMT MISC TOTAL E .00<---| Totals of column 'E', 'F' and 'G L 2 3|DATE-> 10/ 6/83 Y=("Y") -400 -405 +110 N Consolidated-| Arrange printout by column 'H' E 3 4|------------------------------------------------------- T ========================================================== T 4 5|TOTAL OUTSTANDING (Late Charges NOT Included) 8118.66 R --RECEIPTS-- ||-------- PAST DUE SUMMARY --------|| T 5 6|TOTAL BILLED-CURRENT MONTH (JE not Included) 1267.18 Y DATE AMOUNT 30 60 90 120 150 POSTED DAYS E 6 7|-----------------------------------------------------------==================_____=====_____=====_____=============== R 7 HEADING PIXELS ============== A1 Name of program Account Receivables; Part A (Part B if there is more than 1 Page); Located on disk #5 of this series in our system. A2 Page 1 of xx -- Partially redundant to A1. B3 Current Date using the DATE FUNCTION of SuperCalc-2 C3 Y=("Y") -- Reminder that the values in column "C" MUST be the value 'Y' in Textual Value. Further explanation below. E3 An Account Number for "SALES" a the General Ledger Program F3 " " " " "MISCELLANEOUS INCOME" G3 " " " " "ACCOUNTS RECEIVABLE" I1 The $ OUTSTANDING amount carried forward from page 2 if there is a page 2 I2 The $ CURRENT MONTH " " " " " " " " " " " " ========= FORMULA: The next two vary from time to time and usually at the 1st of a new time period such as the 1st of a month. G5 --- SUM(E7:bottom of page)+SUM(F7:bottom of page) + I1 The bottom of the page depends on the size of your memory I1 is the total in Pixel G5 from Page B. Approximately 50 lines will fill 64K of memory G6 --- SUM(1st line of current month : bottom of page) + I2 I2 is the total in Pixel G6 from Page B. ========= FORMULA: Generally does not vary, although as you delete lines you will have to replicate down to the bottom of the memory page. NOTE:---> Replicated items NOT adjusted are marked with an 'NN' under the value. Assume all other items to be adjusted. SuperCalc (Supercalc2) ver. 1.00 ACTRECA5 - ACT REC DSK #5 PART A A8 P= IF(AND(G8-J8=0,C8="Y"),999999999,0) B8 = DATE(8,19,83) <<-- input date of Invoice in DATE FORMAT C8 = ("Y") <<-- normally a blank until posted to your General Ledger Program. D8 = "8901J <<-- input data and is INVOICE #8901J F8 = 60 <<-- " " " " " amount $60.00 G8 P= E8+F8 K8 P= IF(OR(J8>0,(B3-B8)<30),0,99999) NN L8 P= IF(OR(J8>0,(B3-B8)<60),0,99999) NN M8 P= IF(OR(J8>0,(B3-B8)<90),0,99999) NN N8 P= IF(OR(J8>0,(B3-B8)<120),0,99999) NN O8 P= IF(OR(J8>0,(B3-B8)<150),0,99999) NN P8 = 30 <<--this is input data; further explanation below Q8 P= IF((R8-P8)>29,999999,0) R8 P= IF(J8=0,B3-B8,0) NN T8 TL = T7+1 <<--- this is merely the line number to regroup if there is a crash during an ARRANGE (Sort) ============ this starts the second line. The no-adjusts are not marked. A9 P= IF(AND(G9-J9=0,C9="Y"),999999999,0) B9 = data such as date DATE(9,6,83) C9 = data such as ("Y") D9 = data such as invoice "5308A E9 = data such amount of 963.76 G9 P= E9+F9 H9 = data such as incoming consecutive check #369 I9 = data such as the date of the receipt DATE(10,22,83) J9 = data such amount of the check received 963.76 K9 P= IF(OR(J9>0,(B3-B9)<30),0,99999) L9 P= IF(OR(J9>0,(B3-B9)<60),0,99999) M9 P= IF(OR(J9>0,(B3-B9)<90),0,99999) N9 P= IF(OR(J9>0,(B3-B9)<120),0,99999) O9 P= IF(OR(J9>0,(B3-B9)<150),0,99999) Q9 P= IF((R9-P9)>29,999999,0) R9 P= IF(J9=0,B3-B9,0) T9 TL = T8+1 ============ Explanation: This is a neat accounts receivable template for a small law firm, accounting firm, or any other organization that has only a few hundred invoices out at a time. It does not keep track of addresses, phone numbers, secretary's eye color etc, just who owes you how much and for how long. Column 'C' indicates that YES ("Y") the Invoice has been posted to the Sales portion of the General Ledger. We usually do a batch (entire month) at a time by making a SuperCalc-2 total from the start of the month to the end, and then stick a photocopy of this page with the Sales portion of the General Ledger output. This means all sales can be entered as a single entry with this sheet seving as the backup. If the account is paid up **AND** there is a ("Y") in column C, then column A will show a >>>>>. This then means you can delete that row as it is no longer a receivable plus it has been posted to Sales. **NEVER** delete a row of data before posting to the sales account of the general ledger. Note portions of all rows are PROTECTED so you must UNPROTECT before deleting. Column H is the Check Register Entry. We consecutively number each incoming check from 001 to 999 and then start over. That number goes in column H. Column I is the date the payment was received. You do not have to use the DATE function, but out of habit we do as we use it so often in other programs. Column J is the amount received. If you get a partial payment, you will have to do some jiggling. Remember I said this was not a $900.00 program. I suggest you use the vertical window split along the invoice column (D) so you can't peek at what the payment SHOULD be. You have internal check this way that will spot more than an error or two when the client or you transposes a number or two on the check and of course the bank passes it the way it was written. Columns K L M N O run by themselves. The output is sort of a bargraph of >>>> showing delinquent accounts. It does not show on a former delinquent, but now paid up account. Column P is a manually entered account and has to be changed as an account passes each 30 day past due increment. On the 1st 30 days a >>>> shows in column H & Q. This is the main tip off that you have someone on a tickler list. What we do is post to another account the 1.5% past due surcharge and increment column P by 30. Initially column P is 0. Set your format to HIDE 0, so it doesn't show. The account gets flagged at 30 days past due, so we change it to 30. If the account becomes another 30 days past due we change the value to 60; to 90; etc etc. At the same time the >>>>>>>>> are creeping across columns K L M N O. Column Q is the main tickler that an account is over 30 days; over 60 days etc. The output data consists of >>>>>. Column R is the number of days since the invoice was originally sent. Column S is just a checkoff for us as to whether a dun letter has been sent. Column T is the great reorganizer if we blow the layout doing a Sort. ====== FORMAT: No $ (wastes space); 2 decimals; HIDE all 0; negative in ( ) ====== TO USE: Upon sending an invoice the DATE FUNCTION is entered in column C; the invoice number in column D; the amount in column E and/or F. Upon receiving a payment the consecutive incoming check number is entered in column H; the date (FUNCTION optional) in column I; the amount received in column J. Delete rows as indicated by column A; Dun customers as indicated by column Q. The balance of the sheet is an overall status. I  Column T is the great reorganizer if we blow the layout doing a Sort. ====== FORMAT: No $ (wastes space); 2 decimal .