User's Guide - Printing Reports - Part 2
This user's guide gives you more details about Reports
and Letters and steps for printing specific reports.
Introduction To The Print Menu
The Print menu displays several types of reports
covering the common printing tasks you will perform
on a Daily, Monthly and Year End basis. These include
scheduled batch letters, invoice/statements, analyses
and summaries, and commission reports.
Daily Reports
There are several printing tasks which typically will be printed
on a daily basis. These include letters to clients and debtors,
and cash reports to aid in administrative functions. Several
additional options are presented to you when you select
a choice. These may include selecting a date range, or
a range of clients or operators IDs.
Print Menu Daily Reports
Letter Service Bureau
If you are set up to outsource your letters, this option
will print your daily letter batch to a file that you can
send to your Service Bureau. The Batch Letter Options
dialog displays so that you may select additional options
for your printing batch. Press F1 for more details when
you are viewing the Batch Letter Options screen. Please
refer to Letter Service Topics to set up and use Letter
Service correctly.
Scheduled Batch Letters
This option prints letters that have been queued throughout
the day. Typically, you would print your letter batch
at the end of the day. The Batch Letter Options
dialog displays so that you may select additional options
for your printing batch. Please refer to Help topic
Scheduled Batch Letters for details using this feature.
If you have Letter Service letters as well
as a regular letter batch, please process your Letter
Service batch BEFORE you print your regular batch
letters.
MAILING LABELS
Mailing labels can be printed for debtors and clients. Before
printing your daily reports, you will be asked to choose to
print either the letters or mailing labels. Please be sure you
have the appropriate paper in the printer. If you have a separate
printer for labels, you will be able to select that printer before
the printing begins.
Please print Mailing Labels before printing
batch letters.
You can modify the label format by using the Print menu,
Customize Printing, Edit Report Templates option. For
Debtor labels, the report is named Debtor
Mailing Label. For the clients, the report is
named Client Mailing Label.
Client Acknowledgements
The Client Acknowledgement Report prints a letter
of acknowledgement to each client who has new
debtors listed for the day or date range.
To print this report for any historical date or date range:
1. Open the Print menu and select Daily Reports, Client Acknowledgements.
2. Enter a Start and End date for the report.
3. Enter a Client Range or leave blank for ALL.
4. Select your print destination and print the report.
If you wish to print Client Mailing Labels,
you can select " Mailing Labels" when prompted.
Print the labels before you print your letters.
Daily Cash Report
The Daily Cash Report prints a list of all Debtor transactions,
account adjustments, and client payments for the day or
date range. Print the report for all clients or choose a range.
The resulting bank deposit is calculated for cross-checking
purposes.
To print this report for any historical date or date range:
1. Open the Print menu and select Daily Reports, Daily Cash Report.
2. Enter a Start and End date for the report.
3. Enter a Client Range or leave blank for ALL.
4. Select your print destination and print the report.
New Business Report
The New Business Report shows a summary of new Debtors
listed for a day or date range, and the total dollar amount of
the new listings.
To print this report for any historical date or date range:
1. Open the Print menu and select Daily Reports, New Business Report.
2. Enter a Start and End date for the report.
3. Enter a Client Range or leave blank for ALL.
4. Select your print destination and print the report.
Operator Activity Report
The Operator Activity Report shows a summary of all
contacts completed by Type and Operator IDs. You can
select a day or date range for the report.
To print this report for any historical date or date range:
1. Open the Print menu and select Daily Reports, Operator Activity Report.
2. Select a print destination.
3. Enter a Start and End date for the report.
4. Print the report.
Work Cards
You can print cards for new Debtors entered into Collect!.
You would usually choose to print Debtor cards for all new
Debtors at the end of each working day.
To print cards for Debtors listed on any date or date range:
1. Open the Print menu and select Daily Reports, Work Cards.
2. Enter a Start and End Debtor Listed Date for the report.
3. Select a print destination and print the Work Cards.
To print a card for any selected Debtor:
1. Open the Browse menu and select Debtors.
2. Select the Debtor you want the card for.
3. Open the Print menu and select Reports and Letters.
4. Select the Debtor card you want.
5 Select a print destination and print the Work Card.
There are several predefined cards in the report system.
The one named 'DEBTOR CARD' is the one automatically
batch printed. To choose a different card, rename the card
style you want to 'DEBTOR CARD' and rename the
current 'DEBTOR CARD' to something else.
Monthly Reports
The Monthly reports include client statements, accounts
payable and receivable, client status, operator commissions
and others. These reports are designed to provide you with
information needed to complete Month End functions of your
accounting system.
Print Menu Monthly Reports
Generate Statements
Collect! automatically calculates invoices and statements
when you select GENERATE STATEMENTS in the
Month End menu or in the Print menu, Monthly Reports.
You can select a billing period, a client or range of clients,
and a date range. Typically, statements are generated on
a monthly basis, although you may calculate statements for
an arbitrary time period. You should browse existing
statements before and after generating statements to be
sure the system has done what you expected.
If you regenerate statements for any reason, Collect!
searches for any statements generated for the same period and
asks to delete them.
INVOICE/STATEMENT
The Invoice/Statement form is used to display the contents
of generated invoices and statements.
Invoice/Statement Form
| Date |
The Statement Date of the invoice listed as MM/DD/YYYY. |
| Type |
This displays the type of invoice, whether Gross or Net remit. |
| Client |
This is the name of the Client this statement is for. |
| Client Number |
This field displays the Client ID number. |
| Check |
This is a check number generated by Collect!,
if you entered a check number when prompted.
Collect! prompts you for a starting check number
when printing checks. |
| To Us |
This field shows the total month's payments paid
by debtors to the agency. |
| To Us Comm |
This field shows the total billing period commission
payable by the client on monies collected by the agency. |
| To Us Tax |
This field displays the total of tax on commissions for
moneys collected by the agency during the billing period. |
| Return |
This is the amount of money returned to the client
during the billing period for this invoice. |
| Direct |
This is the total month's payments paid by debtors
directly to the client. |
| Direct Comm |
This field shows the total billing period commission
payable by the client on monies paid directly to the
client. |
| Direct Tax |
This field displays the total of tax on commissions for
moneys paid directly to the client during the billing
period. |
| Currency |
This is the currency the debtor account is recorded in. |
| Due |
This is the amount due FROM or TO the client,
depending on how many payments were sent
directly to the client vs. payments made to the
agency. |
| Comm |
This field shows the total billing period commission
payable by the client. |
| Tax |
This field displays the total of tax on commissions for
the billing period. |
| Subtotal |
This is the total payable to or from the client. |
| 30 Days |
This is the amount outstanding from the last statement. |
| 60 Days |
This is the amount outstanding from between 31
and 60 days. |
| 90 Days |
This is the amount outstanding from between 61
and 90 days. Amounts outstanding for more than 90
days are also displayed in this field. |
| Payments |
Payments made by the client during the last
billing period. |
| Total |
This field shows the Total Amount to be paid
by the client to the agency or vice versa. |
| Invoice Lines |
The list of individual items on this invoice. |
INVOICE LINE
The Invoice Lines form itemizes each line in the invoice/statement.
Invoice Line Form
| File |
The debtor's File Number for this line item. |
| Name |
The debtor's Name for this line item. |
| Date |
This is the date displayed on the statement for this
line item. This is usually the Posted Date. |
| Summary |
This is an optional summary of the line item. |
| Type |
This is the Transaction Type code. |
| Payment Date |
This is the date of payment for this line item.
It is taken from the transaction form. |
| Posted Date |
This is the date the transaction was posted
for this line item. |
| To Us |
This is the amount paid to the agency. |
| Direct |
This is the amount paid directly to the client. |
| Bal/Fwd |
This field shows any balances carried forward
from the last invoice. |
| Commission |
This is the amount of commission for this line item. |
| Tax |
This is the tax payable on this line item. |
| Return |
This is the cash return value to the client calculated
as To Us plus Direct minus Commission amount. |
Statements
This function allows you to print the statements and
invoices batch at month end. Use the Print menu,
Monthly Reports, Statements option, or the Month End
menu PRINT STATEMENTS.
You must first generate statements,
before you can print them.
To print all statements and invoices for the last month end period:
1. Open the Print menu and select Monthly Reports, Statements.
2. Select the date of the 1st day of the month after the last
statements' period. For instance, statements generated from
June 1st to June 30 will be dated July 1st. Therefore you
would select July 1st for the From and To Date to print
these statements.
3. You may also select a billing period, client or range
of clients. Select OK to proceed.
4. When prompted, you may select to print LABELS first, or
select LETTERS to simply print the statements.
5. Select your print destination and PRINT.
To print any single statement in the system:
1. Open the Browse menu and select Statements.
2. Select the Statement you want printed.
3. Select the PRINT button on the Statement form.
4. Select the Statement report that you wish to use.
5. Select your print destination and PRINT.
Checks
This option prints a check for each statement with an
amount owed to the Client.
You must first generate statements,
before you can print checks.
To print checks for the last month end period:
1. Open the Print menu and select Monthly Reports, Checks.
2. Select the date of the 1st day of the month after the last
statements' period. For instance, statements generated from
June 1st to June 30 will be dated July 1st. Therefore you
would select July 1st for the From and To Date to print
checks for this period.
3. You may also select a billing period, client or range
of clients. Select OK to proceed.
4. When prompted, you may select to print LABELS first, or
select LETTERS to simply print the checks.
5. Select your print destination and PRINT.
Client Checks use a Form #1000.
Please refer to How To Setup Check And GCheck to
modify the Check reports for your needs.
Client Status Reports
This function prints the Client Status Report once for
each Client. It is a report that may be sent to Clients
showing all debtors listed for the Client and the status
of each.
To print Client Status Reports:
1. Open the Print menu and select Monthly Reports, Client Status Reports.
2. When prompted, you may select to print LABELS first, or
select LETTERS to simply print the Status Reports.
3. Select your print destination and PRINT.
Payables
The Accounts Payable report prints a summary
and totals for all invoices in the selected date range
where the Agency owes the Client.
This report should be printed after generating
invoices at month end.
To print Accounts Payable:
1. Open the Print menu and select Monthly Reports, Payables.
2. Accept the default date range to print the month's payables.
You may select a date range and a client range if you want to
print historical reports, or select only some clients for reporting.
3. Select OK to proceed.
4. Select your print destination and PRINT.
Printing an historical list of payables summaries
may not give the results you expect. These are simply
listings of the invoice totals.
Receivables
The Accounts Receivable report prints a summary
and totals for all invoices in the selected date range
where the Client owes the Agency.
This report should be printed after generating
invoices at month end.
To print Accounts Receivable:
1. Open the Print menu and select Monthly Reports, Receivables.
2. Accept the default date range to print the month's receivables.
You may select a date range and a client range if you want to
print historical reports, or select only some clients for reporting.
3. Select OK to proceed.
4. Select your print destination and PRINT.
Printing an historical list of receivables summaries
may not give the results you expect. These are simply
listings of the invoice totals.
Operator Commissions
The Operator Analysis report prints a summary
of the Operator commissions over a date range,
where only transactions with a commission
amount (either positive or negative) are evaluated.
This report includes the total payments received
from Debtors, and the commissions your agency
and each Operator received on those payments.
This report prints Sales Team commission reports.
If you assign teams to your account's sales
Operators, the team's commission structure determines
the individual Operator's commission for each transaction.
In that way, many Operators can have a share in the
commission for a single commission payment.
Before printing this report, please Recalc
your Debtors and Clients.
To print Operator Analysis:
1. Open the Print menu and select Monthly Reports, Operator Commissions.
2. Accept the default date range to print the month's commissions.
You may select a date range if you want to print historical reports.
3. Select OK to proceed.
4. Select your print destination and PRINT.
Printing an historical list of operator commissions
may not give the results you expect. These are simply
listings of transactions that fall within the date range.
Analysis And Summary Reports
This option takes you to a list of convenient summary
and analysis listings.
Print Menu Analysis and Summary Reports
Month Batch Analysis
This report provides recovery statistics on a month by month basis,
scanning back up to two years. Collect! prints cumulative totals
and averages of listings, collections, recovery percent and yield.
For every month reported, all accounts listed in that given month
are totaled. This report may be printed for all clients or a specific
client. Cumulative totals are displayed at the bottom of the report.
Before printing this report, please Recalc
your Debtors and Clients.
To print Month Batch Analysis for ALL clients:
1. From the Main Menu, open the Print menu, Analysis and Summary Reports.
2. Select Month Batch Analysis.
3. Select your print destination and PRINT.
To print Month Batch Analysis for ONE client:
1. Open the Client for whom you wish to print this report.
2. Open the Print menu, Analysis and Summary Reports.
3. Select Month Batch Analysis.
4. Select your print destination and PRINT.
Transaction Analysis
The Transaction Analysis Report prints a summary of the
performance of all Operators and teams in your office.
This report is similar to the Operator Analysis report.
However, the Transaction Analysis Report includes all
transactions, rather than just the transactions that have
a commission amount.
Before printing this report, please Recalc
your Debtors and Clients.
To print Transaction Analysis:
1. Open the Print menu, Analysis and Summary Reports.
2. Select Transaction Analysis.
3. Accept the default date range to print the month's transaction totals.
Select a date range if you want to print historical reports.
4. Select OK to proceed.
5. Select your print destination and print the report.
Printing an historical transaction analysis
may not give the results you expect. These are simply
listings of transactions that fall within the date range.
Client Analysis
This report prints an analysis of a selected Client or a range
of Clients. The report totals all new business during a selected
date range, all debtor payments received during this time period,
and results. Totals are printed for the number of accounts and
payments. Total values and averages are also printed. You can
specify a single client or range of clients and a date range over
which the summary will be calculated.
The Client Analysis report lists monthly totals reflecting all
business reported in the selected date range. The report also
lists yearly totals for all business. For the Year To Date totals,
Collect! reads the year from the FROM field and TO field in your
date range. Then it prints totals from January 1st of the FROM
year up to the TO date selected in the date range.
Before printing this report, please Recalc
your Debtors and Clients.
To print Client Analysis:
1. Open the Print menu, Analysis and Summary Reports.
2. Select Client Analysis.
3. Accept the default date range to print the month's summary.
Select a date range if you want to print historical reports. You may
also select a client or range of clients, or a billing period.
4. Select OK to proceed.
5. Select your print destination and print the report.
Printing an historical client analysis may
not give the results you expect. Please examine the
results carefully.
Total Listed
This report prints the value of all accounts listed with the
agency as of the current date. The report shows Listed,
Paid, Closed and Total and Averages on a per client and
per debtor basis. All debtors are considered, and those
listed in the Closed Debtors list are totaled to produce
the "Closed" amount.
Before printing this report, please Recalc
your Debtors and Clients.
To print Total Listings:
1. Open the Print menu, Analysis and Summary Reports.
2. Select Total Listed.
3. Select your print destination and PRINT.
Transaction Summary
This report totals all transactions paid to the agency and paid
directly to clients. By default, the report totals all transactions
in the past year, back from today's date. You can specify a
Start and End date for the report, so that the report totals only
those transactions falling within the date range.
Before printing this report, please Recalc
your Debtors and Clients.
To print Transaction Summary:
1. Open the Print menu, Analysis and Summary Reports.
2. Select Transaction Summary.
3. Accept the default date range to print the month's summary.
Select a date range if you want to print historical reports.
4. Select OK to proceed.
5. Select your print destination and PRINT.
Printing an historical trust summary may
not give the results you expect. Please examine the
results carefully.
Trust Reports
Trust accounts summarize all activities and organize the
totals into accounting categories.
The Trust account categories are based on
your settings for transaction types. Collect! assumes that
you have grouped the transaction types into groups of 100,
applicable to your operation. The reports print total listings
of all transactions, broken down by transaction groups.
Print Menu Trust Reports
Trust Summary Report
The Trust Account Summary prints total amounts in trust for
clients. This report uses information from transactions posted,
invoices generated and payments received. You can specify
a Start and End date for the report, so that the report totals
only those transactions and statements falling within the
date range.
* Total payment transactions are CREDITS to the trust account.
* Totals numbers from statements and NSFs are DEBITS to the trust account.
Before printing this report, please Recalc
your Debtors and Clients.
To print Trust Account Summary:
1. Open the Print menu, Trust Reports.
2. Select Trust Summary Report.
3. Select your report output options and then select PRINT.
4. Accept the default transaction payment date range to print the month's summary.
Select a date range if you want to print historical reports.
5. Select OK to proceed.
If you want a more detailed trust account
report, please choose either the Client Trust Report or
Debtor Trust Report. Those reports summarize all
transaction activity based on transaction types.
Client Trust Report
The Client Trust Summary report summarizes all activities
for a selected client and organizes the totals into
accounting categories by Transaction Type. This report
uses information from transactions posted, invoices
generated and payments received within the Date Range
you choose when the report is run. The report lists all
transactions, payments, credits, commissions, taxes,
debits and current account balance, broken down by
transaction group.
Before printing this report, please Recalc
the Client that you wish to report.
To print Client Trust Summary:
1. Open the Client you wish to report.
2. Open the Print menu, Trust Reports.
3. Select Client Trust Report.
4. Accept the default date range to print the month's client trust summary.
Select a date range if you want to print historical reports.
5. Select OK to proceed.
6. Select your print destination and PRINT.
Printing an historical Client Trust Summary
may not give the results you expect. Please examine the
results carefully.
Debtor Trust Report
The Debtor Trust Summary report summarizes all activities
for a selected debtor and organizes the totals into
accounting categories by Transaction Type. This report
uses information from transactions posted and payments
received within the Date Range you choose when the report
is run. The report lists all transactions, dates, credits, debits and
current account balance, broken down by transaction group.
Before printing this report, please Recalc
the Debtor that you wish to report.
To print Debtor Trust Summary:
1. Open the Debtor you wish to report.
2. Open the Print menu, Trust Reports.
3. Select Debtor Trust Report.
4. Accept the default date range to print the month's debtor trust summary.
Select a date range if you want to print historical reports.
5. Select OK to proceed.
6. Select your report output options and PRINT.
Printing an historical Debtor Trust Summary
may not give the results you expect. Please examine the
results carefully.
Year End Reporting
The Transaction Summary report totals all transactions paid
to the agency and directly to clients. By default, the report
totals all transactions in the past year, back from today's date.
You can specify a Start and End date for the report, so that
the report totals only those transactions falling within the
date range.
Before printing this report, please Recalc
your Debtors and Clients.
To print Transaction Summary:
1. Open the Print menu, Analysis and Summary Reports.
2. Select Transaction Summary.
3. Accept the default date range or select a date range for the report.
4. Select OK to proceed.
5. Select your print destination and PRINT.
Printing an historical trust summary may
not give the results you expect. Please examine the
results carefully.
Summary
Many printing tasks for Daily, Monthly and Year End
reporting may be performed through the Print menu
options.
Additional reports are available by selecting Print,
Reports and Letters from anywhere in the system.
Samples are available at our web site in the Report Sample
section. These are updated regularly.
View Scanned Report Samples
See Also
- User's Guide - Printing Reports - Part 1
- Report Sample
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