Invoice, Statement, and Deposit Slip Layout Variables

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CLIENT BOOKKEEPING SOLUTION ACCOUNTS RECEIVABLE

Invoice, Statement, and Deposit

Slip Layout Variables

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TL 20756 (05/29/09)

Copyright Information

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.

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Introduction

CBS Layout Editor

The Layout Editor in the Client Bookkeeping Solution® (CBS) program is a full-featured, 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 Layout Type

RLY Invoice or statement

DLY 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 / Variable 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

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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.

Variable. This is the name of the variable. All variables listed in the following tables are available for selection on AR forms layouts.

Notes. The Notes 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.

1

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 Variable 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.

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Introduction

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. Variables in the header or footer region are fixed position and, therefore, cannot wrap.

Layout Properties dialog

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.

1. 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.

1. 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 1 1 2 2

1. In the Layout Editor, double click the Non-Cash Description or Non-Cash Amount variable to open the Field Properties dialog.

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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.

1. 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.

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Form Layout Variables

Company

Data source: File / Company Properties dialog Form: Both

Area: Header, Detail, Footer

Variable Notes

Company City

Company City, State, Zip Company Complete Address Company Contact Person Company Name

Company State

Company Street 1, Street 2 Company Street Line 1 Company Street Line 2 Company Zip

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.

Company EIN

Company E-mail Address Company Fax Number Company Phone Number Company Web Address

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Data source: AR Print Forms Options dialog accessed by clicking the Options button in the File/Print Forms dialog.

Form: Both

Variable Notes

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

Variable Notes

Customer ID Customer Name Customer City

Customer City, State, Zip Customer Complete Address Customer Contact Person Customer Contact Person E-mail 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 E-mail Customer Fax Number Customer Phone Number Customer State

Customer Street #1 Customer Street #1 and #2 Customer Street #2

Customer Tax Exempt Number Customer Web Page

Customer Zip

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.

Customer Account Status

Customer Account Status Explanation Customer Credit Limit

Customer Data Entry Message2 Customer Form Memo2

From the Account Status tab

Customer Available Credit Calculated by subtracting the open balance from the credit limit.

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Form Layout Variables

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

Variable Notes

Customer Shipping City

Customer Shipping City, State, Zip Customer Shipping Complete Address Customer Shipping Contact E-mail 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 1 and 2 Customer Shipping Street Line 1 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

Variable Notes

Finance Charge Invoice Date1 From the Date field.

Finance Charge Invoice Open Balance1 From the Open Balance field. Finance Charge Invoice Amount1

Finance Charge Invoice Description1

From the Amount and Description columns in the Items tab.

To display the total finance charge amount, select the Invoice Item Total variable.

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Glossary Items

Data source: Setup / Glossary Items dialog Form: Both

Variable Notes

<Glossary ID> If you set up glossary items in the company database, CBS lists the Glossary IDs in the Insert / Variable 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

Variable Notes

Salesperson First Name Salesperson ID

Salesperson Last Name Salesperson MI Salesperson Name

For the Salesperson Name variable, CBS will print the employee’s full name.

Salesperson E-mail

Salesperson Phone Number

From the General tab.

Data source: Setup / Customers / Invoice Information tab. Form: Both

Variable Notes

Salesperson Department From the Sales Dept field or as overridden in the Sales Dept field in the Tasks / Receivable Transactions / General tab

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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

Variable Notes

Total >3 Periods Old Open Amounts Total 1 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 1 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

Variable Notes

Amounts Past Due Message2 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

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Variable Notes

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 1 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.

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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

Variable Notes

Current Period Activity Date1 From the Date field.

Current Period Activity Due Date1 From the Due date field.

CBS will leave this field blank when printing a credit memo or payment.

Current Period Activity Type1 From the Type field. Current Period Reference Number1 From the Ref # field.

Current Period Activity Amount1 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 Balance1 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

For InterceptEFT credit card payments, the cardholder name associated with the selected credit card vendor.

Current Period Activity Credit Card Vendor1

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

Variable Notes

Current Period Activity Invoice Description1 From the Description field.

CBS will leave this field blank when printing a payment.

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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

Variable Notes

Current Period Invoice Item Detail Charge1 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 Description1

From the Items tab for items (Description column) and the text “Shipping” for shipping.

From the Computations tab for Sales tax (Description column).

Current Period Invoice Item Detail ID1  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 Price1  From the Items tab for items (Price

column).

Blank for shipping, sales tax, some items, credit items, and flat-amount

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Variable Notes

Current Period Invoice Item Detail Quantity1

From the Items tab for items (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 Taxable1 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 Measure1

From Invoice Item Details dialog (Unit of Measure field). Blank for shipping and sales tax.

Current Period Invoice Item Detail Additional Tax1

From Invoice Item Details

dialog, CBS displays Y or N, based on Additional Tax selected.

Blank for shipping and sales tax.

Current Period Invoice Item Detail Invoice Reference Number1

From the Ref # field for the current invoice.

If multiple items are selected on an invoice, the Ref # will be repeated for each item.

Current Period Invoice Item Detail Invoice P.O. Number1

 From the General tab (PO Number field) for the current invoice.

If multiple items are selected on an invoice, the P.O. Number will be repeated for each item.

Current Period Invoice Item Detail Invoice Date1

From the Date field.

If multiple items are selected on an invoice, the Invoice Date will be repeated for each item.

Current Period Invoice Item Detail Invoice Type1

From the Type field.

f multiple items are selected on an invoice, the Invoice Type will be repeated for each item.

Current Period Invoice Item Detail Total Equal to the Total Current Period Invoice

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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

Variable Notes

Current Period Invoice Date1 From the Date field.

Current Period Invoice Description1 From the Description field in the General tab.

Current Period Invoice Discount Available1 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 Date1 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 Date1 From the Due date field.

CBS will leave this field blank when printing a credit memo.

Current Period Invoice Item Total1 Sum of the Amount column in the Items tab. This amount excludes taxes, shipping, and discounts.

Current Period Invoice P.O. Number1 From the P.O. Number field on the General tab.

Current Period Invoice Reference Number1 From the Ref #.

Current Period Invoice Sales Tax Amount1  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.

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Variable Notes

Current Period Invoice Shipping Amount1 From the Shipping field in the

Items tab.

CBS will leave this field blank when printing a finance charge.

Current Period Invoice Type1 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

Variable Notes

Current Period Invoice Total1 From the Gross field. This includes all items, shipping, and sales taxes, but excludes any discounts offered or taken. Current Period Invoice Open Balance1 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

Variable Notes

Current Period Payment Amount1 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

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Variable Notes

Current Period Payment Cardholder Name1 For InterceptEFT credit card payments, the cardholder name associated with the selected credit card vendor.

Current Period Payment Credit Card Vendor1

For COD and credit card payments, from the Credit card vendor field. Blank for all other types.

Current Period Payment Date1 From the Date field. Current Period Payment Discount

Honored1

From the Discount Taken field in the Payment Information tab.

Current Period Payment Reference Number1

From the Ref # field. Current Period Payment Type1 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

Variable Notes

Current Period Payment w/CM Amount1 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 Name1

Current Period Payment w/CM Credit Card Vendor1

Current Period Payment w/CM Date1 From the Date field Current Period Payment w/CM Discount

Honored1

From the Discount Taken field in the Payment Information tab.

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Variable Notes

Current Period Payment w/CM Reference Number1

From the Ref # field. Current Period Payment w/CM Type1 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

Variable Notes

Open Invoice Cardholder Name1 For InterceptEFT credit card payments, the cardholder name associated with the selected credit card vendor.

Open Invoice Credit Card Vendor1 For COD and credit card payments, from the Credit card vendor field. Blank for all other types.

Open Invoice Date1 From the Date field.

Open Invoice Description1 From the Description field in the

General tab. This also applies to finalized finance charges and credit memos with an open balance.

Open Invoice Discount Available1 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 Date1 From the Expires field in the

Computations tab.

CBS will leave this field blank when printing a payment, finance charge, or credit memo.

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Variable Notes

Open Invoice Due Date1 From the Due date field.

CBS will leave this field blank when printing a payment or credit memo.

Open Invoice Item Total1  Sum of the Amount column in the

Items tab. This amount does not include taxes, shipping, or discounts.

This amount is also displayed as the Item Total in the Transaction Totals dialog (accessed by clicking the Totals button).

Open Invoice P.O. Number1 From the P.O. Number field on the General tab.

Open Invoice Reference Number1 From the Ref # field.

Open Invoice Sales Tax Amount1  Sum of the Tax Amount column in

the Computations tab. CBS will leave this field blank

when printing a payment or finance charge.

Open Invoice Shipping Amount1 From the Shipping field in the

Items tab.

CBS will leave this field blank when printing a payment or finance charge.

Open Invoice Type1 From the Type field.

Data source: Transaction Totals dialog (accessed by clicking the Totals button in the Tasks / Receivable Transactions window) for finalized invoices with an open balance

Variable Notes

Open Invoice Discount Honored1 From the Disc honored field.

Open Invoice Open Balance1 From the Open Balance field. This amount includes shipping, sales tax, applied payments, and discounts honored. Open Invoice Total Payments1 From the Payments field.

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Variable Notes

Open Invoice Total 1 From the Gross field for each

invoice, finance charge, or credit memo that still has an open balance. This amount includes shipping and sales tax but does not include any applied payments or discounts.

Prior Period Open Activity

Prior period open activity includes all invoices, credit memos, finance charges, and payments with an open balance from any prior periods. For the variables in this section, the New and Transaction date refer to the option in the Statement Activity to Include group box in the File / Print Forms dialog.

 If you choose the Transaction Date option, prior period open activity includes any transaction with an open balance prior to the first date in the range.  If you choose the New option, prior period open activity includes any

transaction previously printed on a statement with an open balance dated on or before the statement date or print date.

Data source: Tasks / Receivable Transactions window for finalized invoices or payments with a prior period open balance.

Variable Notes

Prior Period Open Activity Amount¹ From the Open Balance field. This amount includes shipping, sales tax, applied payments, and discounts honored.

Prior Period Open Activity Cardholder Name1

Prior Period Open Activity Credit Card Vendor1

Prior Period Open Activity Date¹ Date of the Transaction Prior Period Open Activity Discount

Offered¹

From the Discount Amount field in the Computations tab

Prior Period Open Activity Discount Taken¹ From the Discount Taken field in the Applied Payments tab.

Prior Period Open Activity Due Date¹ Due date of the transaction. CBS will leave this field blank when printing credit memos

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Variable Notes

Prior Period Open Activity Invoice Description¹

From the Description field. CBS will leave this field blank when printing payments. Prior Period Open Activity P.O. Number¹ From the PO number field. CBS will leave

this field blank when printing payments. Prior Period Open Activity Reference

Number¹

From the Ref# field Prior Period Open Activity Type¹ The Type of Transaction

Total Prior Period Open Balance The open balance for all unpaid, finalized activity for the prior period.

Totals

Data source: Tasks / Receivable Transactions window for invoices and payments dated in the current period

Form: Both

Variable Data source / Explanation

Total Current Period Open Balance The customer’s total open balance. It includes shipping, sales tax, applied payments, and discounts honored.

Data source: Tasks / Receivable Transactions window for transactions dated in the current period

Form: Statement

Variable Notes

Total Current Period Discount Available The total amount of discounts still available to the customer.

Total Current Period Discount Honored The total amount of discounts honored by the customer.

Total Current Period Invoice Total The customer’s invoice total for finalized invoices, finance charges, and credit memos. It does not include any applied payments or discounts.

Total Current Period Payments The total amount of payments (cash, check, COD, credit card, or write-off) made by the customer.

Total Current Period Payments and Credit Memos

The total amount of payments (cash, check, COD, credit card, write-off, or credit memo) made by the customer.

Total Unapplied Payments The customer’s total payments that are unapplied or the unapplied portion of a partially applied payment.

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Data source: Tasks / Receivable Transactions window for all finalized open transactions for the customer

Form: Statement

Variable Notes

Total Open Invoice Discount Available The total amount of discounts available. Total Open Invoice Open Balance The total open balance for the customer. Total Open Invoice Totals The invoice totals for all

customers’ finalized, open invoices, finance charges, and credit memos.

This amount does not include any payments or discounts.

Unapplied Payments

Unapplied payments include any payments (cash, credit card, checks, CODs, or write-offs) that have not been applied to an invoice.

 If you choose the Transaction Date option, unapplied payments include any payments with open balances as of the last date in the range. Note that the first date in the range is ignored because all unapplied payments are included.  If you choose the New option, unapplied payments include any open payment

as of the statement date or print date.

Data source: Tasks / Receivable Transactions window for each customer payment that has not yet been applied to an invoice

Variable Notes

Unapplied Payment Amount1 From the Payment Total field in

the Payment Information tab. CBS will display this amount as a

positive number.

Unapplied Payment Cardholder Name1

Unapplied Payment Credit Card Vendor1 For COD and credit card payments, from the Credit card vendor field. Blank for all other types.

Unapplied Payment Date1 From the Date field. Unapplied Payment Reference Number1 From the Ref # field. Unapplied Payment Type1 From the Type field.

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Year To Date

Data source: Year to Date Balances dialog (accessed by highlighting a customer in the Setup / Customers dialog and then choosing Edit / View YTD Balances) for all open / closed and current / historical transactions that have been finalized for the customer

You must enter the fiscal year dates in the Display Totals For fields and then click the Refresh Totals button. CBS displays fiscal year-to-date amounts, not calendar year-to-date amounts. CBS displays information for the following variables based on fiscal years. CBS can display calendar-year amounts in this dialog, but it does not use that information for these variables.

Form: Statement

Variable Notes

Last Year Billed Enter dates of the prior fiscal year and then click the Refresh Totals button. The difference between the Gross Invoiced

Amount and the Credit Memos.

Last Year Received Enter dates of the prior fiscal year and then click the Refresh Totals button. The sum of

Cash & Equivalents and Write-offs.

YTD Cash & Equivalents From the Cash & Equivalents field for depositable payments (checks, cash, CODs, credit cards). The fiscal year to date amount based on the payment date. This excludes any payments entered as credit memos, write-offs and coupons.

YTD Coupons From the Coupons field for coupon payments. The fiscal year-to-date amount based on the payment date.

YTD Credit Memos From the Credit Memos field for this fiscal year, based on credit memo date.

YTD Discount Honored From the Discounts Honored field for invoices. The fiscal year-to-date discounts honored amount based on the transaction date.

YTD Discount Offered From the Discounts Offered field for invoices. The fiscal year-to-date discounts offered amount based on the transaction date, regardless of whether the discounts were taken, are still available to be taken, or were honored.

YTD Finance Charges From the Finance charges field for invoices. The fiscal year-to-date amount based on the transaction date.

YTD Gross Invoice From the Gross invoiced amount field for invoices. The fiscal year-to-date amount billed based on the transaction date. This amount includes sales and non-sales items, sales taxes, and shipping charges and excludes credit memos and finance charges.

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Variable Notes

YTD Refunds From the Refunds field. The total amount of refunds the company provided to the customer in the current fiscal year. YTD Sales From the Sales field for invoices and credit

memos. The fiscal year to date total of sales items (those items for which the Sales Item checkbox is marked) based on the transaction date.

Excludes any amounts entered as Flat Amount Billing.

YTD Service Fees From the Service Fees field for payments based on the fiscal year using the invoice date for comparison.

YTD Total Payments From the Total Payments field for payments. The year-to-date total. This includes all payment types (depositable, non-depositable, and credit memos). YTD Write-offs From the Write-offs field for this fiscal

year, based on write-off date.

Other Statement variables

Data source: File / Print Forms dialog Form: Both

Variable Notes

Aged as of Date For invoices, CBS uses the invoice date.

For statements, CBS uses the statement date (the second date in the range in the Statement Activity to Include group box).

Data source: File / Print Forms dialog Form: Statement

Variable Notes

Statement Date CBS uses the statement date (the second date in the range in the Statement Activity to Include group box). Note that when you choose the New option, only the second date in the range is available.

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Transaction Detail

If you selected a payment term for the invoice in the Tasks / Receivable

Transactions window or in the Setup / Customers / Invoice Information tab, CBS will do the following:

Use the payment term and invoice date to calculate the Invoice Due Date and Discount Expiration Date

Note: If you print pending invoices with no dates from the File / Print Forms dialog, CBS calculates the Invoice Due Date and Discount Expiration Date based on the date in the Invoice Date field in the Print Forms dialog. Use the payment term to calculate the discount offered and print the total

discount amount offered, regardless of discount expiration date Data source: Tasks / Receivable Transactions window.

Form: Invoice

Variable Notes

Discount Available From the Applied Payments tab. The amount of discount still available. CBS compares the discount expiration date to the invoice print date for a single invoice and calculates it as the difference between the Discount offered and the Discount Honored.

Discount Expiration Date From the Expires field in the Computations tab.

Discount Honored Sum of the Discount Taken column in the Applied Payments tab for all payments on a single invoice.

Discount Offered From the Amount field in the Computations tab.

Invoice Date Reference Number

From the Date and Ref # fields. CBS prints the reference number and invoice date automatically assigned to the pending invoice when printed based on the selection in the Print Receivable Forms dialog. If the invoice already has a reference number and invoice date, CBS will print those.

Invoice Description From the Description field for an invoice, finance charge, or credit memo.

Invoice Due Date From the Due date field. Invoice Type From the Type field. P.O. Number From the General tab. Shipping Method

Shipping Date

From the Shipping tab. Shipping Amount From the Items tab

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Data source: Transaction Totals dialog (accessed by clicking the Totals button in the Tasks / Receivable Transactions window).

Form: Invoice

Variable Notes

Invoice Open Balance Adjusted Remaining amount due on an invoice. This is calculated as:

Gross – Discount Available – Discount Honored – Total Payments

Invoice Open Balance Fixed Remaining amount due on the invoice. This is calculated as:

Gross – Discount Offered – Payments If the discount honored was more than the discount offered, CBS will add the difference.

Invoice Total Adjusted Net Includes all items, shipping, sales

taxes, and discount available. (CBS compares the discount expiration date to the invoice print date and calculates it as Discount offered – Discount Honored.) For Flat Amount Billing, it excludes

items, shipping, and sales taxes and CBS will print the gross amount minus any discounts.

Invoice Total Adjusted Net Sales Tax Includes all items, sales tax, and

any discount available; excludes any shipping charges.

For Flat Amount Billing, it excludes items, shipping, and sales taxes, and CBS will print the gross amount minus any discounts.

Invoice Total Adjusted Net Shipping Includes all items, shipping

charges, and any discount

available; excludes any sales tax. For Flat Amount Billing, it excludes

items, shipping, and sales taxes, and CBS will print the gross amount minus any discounts

Invoice Total Fixed Net Includes all items, shipping, sales

taxes, and discounts offered. The calculation always includes the total discount offered, regardless of discount expiration date. For Flat Amount Billing, it excludes

items, shipping, and sales taxes and CBS will print the gross

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Variable Notes

Invoice Total Fixed Net Sales Tax Includes all items, sales tax, and

total discounts offered (regardless of discount expiration date); excludes any shipping charges. For Flat Amount Billing, it excludes

items, shipping, and sales taxes and CBS will print the gross amount minus any discounts.

Invoice Total Fixed Net Shipping Includes all items, shipping

charges, and total discounts offered (regardless of discount expiration date); excludes any sales tax.

For Flat Amount Billing, it excludes items, shipping, and sales taxes, and CBS will print the gross amount minus any discounts.

Invoice Total Gross From the Gross field. Includes all

items, shipping charges, and sales taxes; excludes any discounts. For Flat Amount Billing, excludes

items, shipping, and sales taxes, and CBS will print the amount from the Gross field in the Receivable Transactions window.

Invoice Total Gross Sales Tax From the Sales Tax field. Includes all items and sales taxes; excludes any shipping and discounts. For Flat Amount Billing, CBS calculates this as the Gross amount minus the shipping amount.

Invoice Total Gross Shipping From the Shipping field. Includes

all items and shipping; excludes any Sales tax and discounts. For Flat Amount Billing, CBS

calculates this as the Gross amount minus the sales tax amount.

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Items

Data source: Tasks / Receivable Transactions / Items tab Form: Invoice

Area: Detail

Variable Notes

Invoice Item Total Quantity Total quantity for all invoice items. Item Charge1 From the Amount column

(calculated by multiplying the item price by the item quantity).

CBS prints the amounts for service type invoice items, credit type invoice items, and finance charges.

 If you mark the Suppress item pricing checkbox, CBS will not print this variable, even if the variable is selected on the form layout.

CBS will not print this variable for Format items.

Item Description1 From the Description column. For Flat Amount Billing, if you

selected items, CBS will print the selected information.

If this is a program-generated finance charge, the program prints Finance Charge as the

description.

Item ID1 From the Item column.

For Flat Amount Billing, if you have selected items, CBS will print the selected information.

Item Price1 From the Price column.

 If you mark the Suppress item pricing checkbox, CBS will not print this variable, even if it is selected on the form layout. CBS will not print this variable for

Service, Format, or Credit items.

Item Quantity1 From the Quantity column.

For Flat Amount Billing, if you have selected items, CBS will print the selected information.

CBS will not print this variable for Service, Format, or Credit items.

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Data source: Item Details dialog (accessed by clicking the button for the item in the Tasks / Receivable Transactions / Items tab)

Form: Invoice Area: Detail

Variable Notes

Item Additional Tax1 Item Taxable1

From the Tax exempt checkbox and the Additional tax field. For Flat Amount Billing, if you have selected items CBS will print the selected information.

Will be displayed as Y or N on the invoice.

Item Unit of Measure1 From the Unit of measure field. If

you override the unit of measure in the Invoice Item Details dialog (click the button for the item), CBS will use the override. For Flat Amount Billing, if you have

selected items, CBS will print the selected information.

CBS will not print this variable for Service, Format, or Credit type items.

Data source: Tasks / Receivable Transactions / Items tab Form: Invoice

Variable Notes

Invoice Item Total  Sum of the Amount column. Total

for all items selected (excluding taxes, shipping charges, and discounts) or as displayed in the Transaction Totals dialog (accessed by clicking the Totals button).

 If you mark the Suppress item pricing checkbox, CBS does not print this variable, even if it is selected on the form layout.

Invoice Non-Tax Total Total for all tax-exempt items (items for which the Tax exempt checkbox is marked) in the Item Invoice Details dialog or as displayed in the Transaction Totals dialog (accessed by clicking the Totals button).

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Variable Notes

Invoice Taxable Total Total for all taxable items (items for which the Tax exempt checkbox is clear or an additional tax entity was selected in the Task / Invoice Items window) or as displayed in the Transaction Totals dialog (accessed by clicking the Totals button).

Payments

Data source: Tasks / Receivable Transactions / Applied Payments tab Form: Invoice

Area: Detail

Variable Notes

Payment Cardholder Name For InterceptEFT credit card payments, the cardholder name associated with the selected credit card vendor.

Payment Credit Card Vendor For COD and credit card payments, from the Credit card vendor field. Blank for all other types.

Payment Date1 From the Date column. Payment Reference Number1 From the Reference # column. Payment Type1 From the Type column.

Payment Discount Honored1 From the Discount Taken column. Payment Amount1

Total Payments

Does not include any discounts honored. These amounts are displayed as positive numbers.

Sales Tax

Data source: Setup / Sales Tax, Setup / Customers / Invoice Information tab, or as overridden in the Tasks / Receivable Transactions / Computations tab

Form: Invoice

Variable Notes

Sales Tax Code1 Sales Tax Description1 Sales Tax Rate1

From the computations tab

Sales Tax Amount1 CBS automatically calculates this from the taxable amounts in the Tasks / Receivable Transactions / Computations tab.

Sales Tax Total Total of all Sales tax amount fields in the Tasks / Receivable Transactions /

Computations tab, including any Additional tax entity selected in the Setup / Invoice Items window.

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Other variables

Data source: As specified in the Notes column Form: Invoice

Variable Notes

Invoice Payment Terms Description From the Description field in the Setup / Payment Terms window (for the payment term selected in the Setup / Customers / Invoice Information tab or as overridden in the Tasks / Receivable Transactions window) Page Number Page number of the invoice or statement

assigned during the print routine.

Standard Message2 From the Standard Message field in the Edit Form Messages dialog (accessed by clicking the Edit Messages button in the File / Print Forms dialog)

Unlike the past due messages, CBS will print this message on the form, whether or not the customer has an overdue balance.

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Deposit Slip Layout Variables

Deposit Detail List

Note: All Deposit Detail List variables are repeating variables. Data source: Tasks / Deposits window

Variable Notes

Customer ID1 Customer Name1 Payment Type1 Payment Date1

For each payment that is part of the deposit.

Payment Description1 From the Reference # column. Payment Amount1 From the Amount column.

Deposit Information

Data source: General tab of the Checkbook Setup window

Variable Notes

Bank Account Number Bank Name

Routing Number

Data source: MICR Information tab of the Checkbook Setup window

Variable Notes

Bank Address Line 1 Bank Address Line 2 Bank Address Line 3 MICR Line

To display the MICR line in vertical orientation, choose Format / Make Vertical.

Data source: Tasks / Deposits window

Variable Notes

Deposit Date Deposit Description

Deposit Sub-Total Total cash + sum of all check amounts Less Cash Received Amount1 From the Amount column in the Deposit

Reduction Amount, Distributions dialog (accessed by clicking the Distributions button in the Deposit reduction group box). Less Cash Received Description1 From the Description column in the

Deposit Reduction Amount, Distributions dialog (accessed by clicking the

Distributions button in the Deposit reduction group box).

Less Cash Received GL Account Number1 From the Account column in the Deposit Reduction Amount, Distributions dialog (accessed by clicking the Distributions

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Deposit Slip Layout Variables

Variable Notes

Total Less Cash Received From the Amount field in the Deposit reduction group box

Non-Cash Amount1 Non-Cash Description1

From the Amount and Reference # columns.

Total Non-Cash Amount Total of all payments, excluding

cash amounts.

CODs are considered cash if you mark the Include COD payments in cash total checkbox in the Print Deposit Slips dialog.

Receipt Reference From the Receipt reference field. Total Cash Total amount of payments with C in the

Type column.

Total Deposit Deposit Sub-Total minus Total Less Cash Received

Total Deposited Items Total number of payments included in the deposit.

 If you marked the Include cash in total number of deposited items checkbox in the Print Deposit Slips dialog, Total Cash counts as one payment item.

If you include COD amounts as cash, this affects the total number of items.

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Invoice, Statement, and Deposit Slip Layout Variables

CLIENT BOOKKEEPING SOLUTION ACCOUNTS RECEIVABLE