Deferred Income Report

Click here for a sample Deferred Income report (with order details)

Click here for a sample Deferred Income report (with totals only)

The 'Deferred income' report shows you the deferred income balance for each order to the publications you select. The portion of the deferred income due to shipping and handling charges is shown separately from that due to the subscription price. Any sales tax paid is not deferred. This report scans every order in the database to determine the total deferred income. For a faster look at the total deferred income, use the 'General ledger' report instead.

• Deferred income on the accounting lookup tab

The deferred income shown when you use 'Lookup' will differ from the amounts shown on this report for orders for which you charge sales tax. The reason is that the deferred income shown on the lookup screen includes a portion due to sales tax. This makes it easy for you to determine the potential refund due a customer. (You would refund the sales tax on the unused portion). For accounting purposes, however, the sales tax must be paid out as soon as you receive it and should not be deferred. Hence, the difference between the two numbers reported.

Accounting basis

Select 'Cash' and QuickFill runs your report on a cash basis. Select 'Accrual' and QuickFill runs the report on an accrual basis. Click here for more detailed information on the difference between the cash and accrual accounting systems.

You can run this report on either a cash or an accrual basis. That's because QuickFill keeps your books on both a cash and accrual basis, even though you don't see both types of books when you run your accounting. How you run this report affects only this report. The method you use has no effect on your regular accounting. Running the report on an accrual basis when you keep your books on a cash basis (and vice versa) can provide valuable information that you couldn't otherwise obtain.

Totals only, Include order details

Select 'Totals only' and the report will show only the total deferred income, broken down by publication and status. Select 'Include order details' and the report will show the deferred income for each individual order. Choose the detailed option with caution since the report will be voluminous. For most publishers the detailed report will have too much detail, but it may be useful if you have a publication with high prices.

Publications/Statuses

Enter one or more publication codes/statuses in these fields to select orders to the specified publications and with the specified statuses. You can type directly into these fields or right click once to choose from a list of publication codes/statuses. Leave these fields blank, and QuickFill will show all orders with any deferred income.

The status codes that you can use are as follows:

There are also four codes that may be used to represent a group of statuses. They are 'A*' for the statuses 'A' and 'F'; 'I*' for all statuses except 'A' and 'F'; 'S*' for 'SI', 'ST' and 'SN'; and 'C*' for 'CC', 'CX', 'CN', 'CT', and 'CP'. To display these codes while on the filter for the 'Deferred income' report, go to one of the status fields and press F2 or right click in the field. (Click here for a description of each of the statuses listed above.)

Click here for more information about Filter screens and Options for running reports.