The Aged debtors analysis option is the most complex of the pre-set reports. In effect, it enables you to determine how old your debts are for each supplier account, and what proportion is in the current period, 1 month-, 2 months old, and so on. The report has a semi-flexible format, which is controlled using a mixture of stationery formatting and the system parameters.
The Aged Debtors Analysis form is displayed when the Aged Debtors analysis option is selected from the SL REPORTS AND ENQUIRIES menu.
Note: Prior to running the report, consider the parameters and their setup.
The Sales Ledger system parameters used are as follows:
Age analysis terms [e.g. terms set to MN]
Number of periods [how many periods are displayed across the page in the format]
Stationery format [which format stationery is used]
Please refer to System Parameters for more detail in terms of what function the parameters serve.
On entering the option, you are presented with an Aged Debtors Analysis form. The following fields need to be completed:
Report format:
Cut-off date: The Cut-off date is the date at which the age analysis will be produced. The system uses the posting date on each transaction to determine its eligibility for the inclusion in the report. Using the posting date rather than the document date means that retrospective age analysis reports can be produced. For example, a report could be produced that relates to a balance at the end of a previous period. Such retrospective reports can only be produced for dates for which all transactions are available in current transaction files, or on-line archive transaction files.
Click the
button search facility to access a calendar which displays possible dates.
Date to report on: The Date to report on field allows you to age reports on the Taxpoint/Document date, or by due date. Click on the drop-down button
and click on your selection.
Report level: The Detailed summary or consolidated field gives the options to print a detailed list of accounts in the age analysis, to print a summary of the totals for the parameters selected or to print by consolidated statement accounts. This field defaults to D, to produce a detailed printout.
Report sequence: The Report sequence field allows you to print the report in Account code or Short Name sequence.
Branch: By using a
Selection criteria:
The following fields allow you to select accounts on a 'from-to' basis:
Account codes: Use the button to aid the search of supplier account codes.
Short Names: If known, the Sales Ledger short name- often an easier method of searching if you don't know the account code but are more familiar with the account name.
Statement Analysis: If the account uses a code for Statement Analysis, then enter one here.
Area codes: The area code for the Sales Ledger.
Account balance:To narrow down accounts within a certain range of overdue amounts.
NL Control account:. NL Control code. Use the button to aid the search. This is the Nominal account that the supplier accounts are controlled to.
Category codes: Account categories. Use the button to search. [e.g. for parts supplier, other stock supplier]
Leaving these fields blank will result in the display of all the available fields.
Account criteria:
The criteria include the following:
Account type [e.g. is it a credit supplier, sundry cheque account type etc. A drop-down button
Currency What is the base currency of the account [e.g. UKL, Dollars etc]. Use the drop-down button
Value to report Is the value to report on in the base currency, the Revalued amount or the original currency? Again, a drop-down button
Again, accepting the defaults in these fields will result in all records' being displayed.[e.g. all currencies, and all account types]
Only include accounts which...:
To further narrow down the search criteria, the following check boxes can be ticked or left blank, to allow for the following account permutations:
Accounts that are over their credit limit
Accounts that have a non-zero balance [i.e. actually owe something]
Accounts that have overdue invoices [i.e. past their due dates]
Accounts that have unallocated cash [i.e. could potentially be due to be paid in the very near future]
Accounts that are on stop
Credit Terms [Parameters]:
Note: Credit Terms parameters define the overdue columns analysis in the final report. The Credit Terms are not selection criteria to narrow down the report results.
A group of fields allows a high level of control of the age analysis on the basis of credit terms. The period definition selected will be used by the system for determining the periods in the four overdue columns of the report layout.
The definition includes the following:
Credit terms: You can accept the default terms. Alternatively, a choice of credit terms is displayed - for example: 14 days net, Net Monthly, and so on - by using the drop-down
- MN (Monthly): In this parameter, the system analyses/compiles the transactions per month in the four overdue columns.
- M2 (Bi-Monthly): in this parameter, the system analyses/compiles the transactions per two months in the four overdue columns.
- ** Specify terms: When you select the two asterisks, (**) the system allows you to enter a specific period for analysis. (For example, a weekly analysis would be Period type: D Days and a Period length of 7.)
Note: The only situation where you can edit the following fields (Period type and Period length) is when the Credit terms field is set to Specify terms. Then, period type and -length fields can be manually entered:
BUTTONS
Exit: Returns you to the previous menu.
Print/Display: This will process the report subject to the selection criteria, and the output is as follows:
Accounts, short name, currency, the total amount owed to the supplier, the current period outstanding, 1 month, 2 month, 3 months, and over 4 months [or whatever number of periods can be displayed, governed by the system parameter "number of periods to display".
Help: Displays help on the current application using the default browser.
