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AR example in Xbasic Book HELP

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  • rca01
    replied
    Re: AR example in Xbasic Book HELP

    I'm working on an AR program as well. I took a different approach to record payments knowing there might be partial payments and a payment on more than one invoice. I'm using a CUSTOMER db with Total_Invoices & Total_Payments fields. Then a separate db INVOICES used to enter individual customer #, invoice amounts, invoice numbers, due dates, etc. One of the fields in INVOICES is Total_Paid. The next db is PAYMENT_HEADER which records the customer #, type payment, date of payment, and total of payment. The last db is PAYMENT_LINEITEM. This allows me to disperse the total payment toward individual invoices as a group. The payments in PAYMENT_LINEITEM are posted by a field rule to Total_Paid in INVOICES. This allows me to know if an invoice has been partially or fully paid. Total_Paid in INVOICES is posted by field rule to Total_Payments in CUSTOMER as well as the invoice amounts to Total_Invoices.

    set: PAYMENT_HEADER 1:many PAYMENT_LINEITEM (by payment #)
    PAYMENT_LINEITEM 1:1 INVOICES (by invoice #)
    PAYMENT_HEADER 1:1 CUSTOMER (by customer #)

    date()-INVOICE_DATE can be used for aging equations or you could use a UI_GET_DATE() message box creating a variable that could replace date() in the aging equation. You could then control the view of the aging by the date of your choice.

    Leave a comment:


  • wlk8791
    replied
    Re: AR example in Xbasic Book HELP

    I actually purchased the order entry, time billing, and contact templates. I must say I was disappointed. How can I use those as a base and continue the AR features? How did you go about doing it? Thanks.

    Leave a comment:


  • wlk8791
    replied
    Re: AR example in Xbasic Book HELP

    Steve, I actually worked in account receivables. The software we used did have an archiving system. Here are some questions I have though:

    1. How do I set archiving up?
    2. When does the user archive?
    3. How do I make it simple for the user to do this?
    4. Can I make the system do it on its own?

    5. How do I set up a balance forward?

    If you could send me an example or code, that would be great.

    Leave a comment:


  • Steve Workings
    replied
    Re: AR example in Xbasic Book HELP

    Originally posted by wlk8791 View Post
    Do you think archiving invoices would help? I've used a program that archived before, but I'm not sure if this would help in processing time. Seems it would have something to do with table size.
    I haven't looked at Tom's example, but am responding more precisely to this question:

    Tablesum() will become an impediment if your table gets big. I have an example where it worked well when I had a few thousand records, but with a few million records I needed to re-write using an index and a loop.

    Another way to help handle speed is to periodically archive records. In an AR system, you usually accumulate all of a customer's balance into a single record with some Description or Invoice number called "Balance Forward" or something along those lines. This, then, simply gets incorporated into all the other AR you do for each customer.

    General picture stuff here - not the code you need I know, but worth considering.

    Leave a comment:


  • Tom Cone Jr
    replied
    Re: AR example in Xbasic Book HELP

    Chet said:
    You can use calculated fields on the form which calculates from the Invoice Date or the ship date.
    Exactly. My upload uses this approach based on the date in each invoice_Header record. -- tom

    Leave a comment:


  • Chet Sapino
    replied
    Re: AR example in Xbasic Book HELP

    You can use calculated fields on the form which calculates from the Invoice Date or the ship date. You can even include finance charges to be included in the balances. It's a little tricky to code, but it can be done. I did it several months ago.

    I got a lot of leads from the Alpha 5 Order Entry application that is sold by Alpha for around $49. There is a partial AR system coded in it which can be immensely enhanced quit easily.

    The Xbasic book complicates it way beyond where it should be. I looked at that code earlier.

    Leave a comment:


  • Tom Cone Jr
    replied
    Re: AR example in Xbasic Book HELP

    Keith, if I were building it I'd look for a way to "post" payments to invoices, when the payments are recorded. The post field rule in a payments table might do the trick. Would need to anticipate partial payments, and payments that cover more than one invoice. In the latter case you might actually want to use a linked child table for payment splits, and then post to the invoiceheader table from there. Each record in the splits table would be the dollar amount from the current payment that s/b applied to a single invoice header.

    OTOH, I've seen cases where the user prefers to use a single payments table, and if a check covers multiple invoices, they manually split the payment into separate payment records, allocating amounts to specific invoices as they go.

    Leave a comment:


  • Keith Hubert
    replied
    Re: AR example in Xbasic Book HELP

    Hi Tom,

    Nice example of using Tablesum().

    Two questions, how would you recommend Kristie gets the data into the Invoice header table? Would you use Tablesum() to print the report for the aged Invoices?

    Leave a comment:


  • wlk8791
    replied
    Re: AR example in Xbasic Book HELP

    Do you think archiving invoices would help? I've used a program that archived before, but I'm not sure if this would help in processing time. Seems it would have something to do with table size.

    Leave a comment:


  • wlk8791
    replied
    Re: AR example in Xbasic Book HELP

    Where did you put the balance >0 (etc) for the browse or did you use that at all?

    Leave a comment:


  • Tom Cone Jr
    replied
    Re: AR example in Xbasic Book HELP

    Kristie, I'm glad it will be of use. Watch for performance issues down the line as your tables grow in size. Alpha is opening a separate instance of the invoice_header table for each tablesum() calculation, and then for each it's running a query. This is brisk now, but can slow down later on, especially as the table sizes start to get bigger.

    Leave a comment:


  • wlk8791
    replied
    Re: AR example in Xbasic Book HELP

    Tom, I can't thank you enough. This is exactly what I was looking for.

    Leave a comment:


  • Tom Cone Jr
    replied
    Re: AR example in Xbasic Book HELP

    Kristie, here's an example that computes the aging AR balances on the fly using a series of calc display fields in the form. Unzip this to an empty folder.

    The example is on the form called "Toms_AR_Form". This form is based on a simple two table set. Customer table is primary, linked 1:N to InvoiceHeader table. Tabpg1 shows the customer fields. Tabpg2 shows the invoiceheader records, and the AR aging calc fields.

    Hope this helps.

    -- tom

    Leave a comment:


  • DaveM
    replied
    Re: AR example in Xbasic Book HELP

    date() will give you the system date

    as mydate = date()
    ?mydate = 11/04/2009

    Oh, and thank you!

    Leave a comment:


  • wlk8791
    replied
    Re: AR example in Xbasic Book HELP

    When using the date() function, does an actual date value have to be entered between the ()?

    Leave a comment:

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