Category wise Out.St.

Category wise Out.St. counts only the bills of the item categories you choose, such as Pesticides, Fertilizers or Seeds. For each customer it shows the opening balance, the debits and credits of those bills in the period and the closing balance. Receipts reduce a balance only when their lines carry a category (see How the figures are worked out), so the report shows what was billed in each category rather than what is still unpaid.

Open the report

Press Alt+7 for Special Reports, then W. The report opens for the financial year from its first day to today, with every category counted and the customers grouped by area.

Each area is a heading with the number of customers under it and their totals.

What it lists

One line for each account of type Customer, Customer - Supplier or Farmer that has a City / town. The report calls the City / town its Area. With Group by set to Representative, the account needs a Representative instead. An account without one is not listed under that grouping.

An account that has no opening balance and nothing counted in the period is left out. An account whose closing balance is nil is left out unless you tick Zero balances.

Columns

With Summary ticked, the Op.Bal, Tr.Debit and Tr.Credit columns go and the name, Mobile and closing columns stay. Columns hides the Mobile, Op.Bal, Tr.Debit, Tr.Credit, Cl.Debit or Cl.Credit column that the view shows; the print leaves it out too. Click a column title to sort the customers inside each area, and click again to reverse.

Choices

Every choice is kept in the page address, so Copy link gives a link that opens the same report.

The choices above the list.

Choose the categories

Open Category and tick the categories to count, then choose Done. The list holds the categories that items are filed under. Tick none, or * All, for every category.

Pesticides, Fertilizers and Seeds in the showcase books.

With only Pesticides chosen, each customer’s Tr.Debit is the total of the pesticide bills, which is less than the total of every bill.

Pesticides only. Ramaiah K has 1,280.00 in Tr.Credit, the pesticide goods he returned.

Fertilizers only.

Seeds only. Raitu Mitra Agro Services bought no seeds in the period; its opening balance is still shown.

How the figures are worked out

For each account SimplyERP works out:

• Op.Bal = the account’s opening balance + everything posted to it before the From date, of every category. It is the same whichever categories you choose.
• Tr.Debit = the debits posted to the account from the From date to the To date, both days included, on bills that sell a chosen category. A bill counts in full if any item on it is of a chosen category. A credit or debit note counts by the categories of its bill book. A debit that does not come from a bill or note, such as a journal entry, is not counted.
• Tr.Credit = the credits posted to the account in the period on those bills, such as the credit for a sales return, and the credits of voucher lines, receipts or journals, whose Category is a chosen one.
• Closing = Op.Bal + Tr.Debit − Tr.Credit. It is shown under Cl.Debit when the result is positive and under Cl.Credit when it is negative.

Example, Tungabhadra Agri Inputs, which has no opening balance: Pesticides 1,57,064.00 + Fertilizers 52,758.00 + Seeds 67,420.00 = 2,77,242.00, the Tr.Debit with every category counted.

The Op.Bal is counted in full under each category, so the closing balances of the categories add up to more than the closing with every category: here 12,08,873.00 + 22,94,730.00 + 5,09,204.00 is 40,12,807.00, and the closing with all categories is 39,53,907.00, which is 58,900.00 less. The openings of 29,450.00 are counted three times in the sum and once in the closing.

A receipt reduces a category’s balance only when its line carries a Category. Receipts made on the Receipts screen carry none, so they do not appear in Tr.Credit here and the closing balance does not fall by what the customer has paid. Use this report for what was billed in each category, and Customer Outstanding for what each customer owes after payments.

The areas, or the representatives, come in name order, and the accounts in each in name order unless you sort. An area line adds up its accounts, so its Op.Bal is the difference of the opening debits and credits.

Group by Representative

Set Group by to Representative to see the same figures under each representative named on the accounts. Representatives are set in the account (Change an account).

Seven customers have a representative; the others are not listed.

The status line gives the number of accounts and groups, the closing Dr and Cr, and the net balance.

Open, mark, print and export

• Enter on a customer opens its ledger for the same period. Back returns to the same line.
• F2 or Space marks a customer and F8 marks them all. F10 then prints only the marked customers, with their group lines worked out again. The status line shows how many are marked.
• F10 prints the report as it is on the screen, as [ CATEGORY WISE OUT-STANDING ] with the period and your choices in its heading, including the categories counted.
• F12 saves it as an Excel workbook.
• Alt+Enter gives the whole window to the list.