The Aged creditors analysis report 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, one month, two 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.
Before running the report, you should consider the parameters, and the set-up of these parameters. The Purchase Ledger system parameters used are as follows:
Age analysis terms (for example, 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)
Refer to System Parameters for more detail about what function the parameters serve.
The following details are summarised on the report:
Accounts
Short name
Currency
Total amount owed to the supplier
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)
To run an aged creditors analysis report:
From the Autoline Master menu select the Purchase Ledger option and the Company you require.
The PURCHASE LEDGER menu is displayed.
Select the Reports & enquiries option.
The PL REPORTS AND ENQUIRIES menu is displayed.
Select the Aged creditors analysis option.
The Aged Creditors Analysis form is displayed.
This form is displayed when the Aged creditors analysis option is selected from the PL REPORTS AND ENQUIRIES menu.
Report format:
Cut-off date: Date at which the age analysis is produced. The system uses the posting date on each transaction to determine its eligibility for 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.
Tip: Click the ellipsis
button search facility to access a calendar which displays possible dates.
Date to report on: You can age reports on the taxpoint/document date, the due date or the posting date.
Tip: Select the required option from the drop-down menu
.
Report level: Either Detailed, Summary or Consolidated field (default is D)
Report sequence: Either Account Code or Short Name sequence
Branches: Click the ellipsis
Selection criteria:
Tip: Use the ellipsis buttons to aid your searches.
The following fields enable you to select accounts on the basis of whether or not they fall within certain ranges:
Account codes: Supplier account codes
Short Name: Purchase Ledger short name (often an easier method of searching if you do not know the account code)
Remittance Analysis: Account's code for remittance analysis, if any
Area codes: Area code for the Purchase Ledger
Account balance: Enables you to narrow down accounts within a certain range of overdue amounts
NL Control code: Nominal account to which the supplier accounts are controlled
Account categories: Parts supplier, other stock supplier and so on
Note: Leaving these fields blank results in all the available accounts being included in the report.
Account criteria:
Tip: Use the drop-down arrow
Account type: Credit supplier, sundry cheque account type, and so on
Currency: Base currency of the account, for example UKL, Dollars and so on
Value to report: R for the revalued currency at today's rates, O for the original currency or B for base value
Note: Accepting the defaults in these fields results in all records being included in the report (for example, all currencies and all account types).
Credit terms:
This group of fields gives you a high level of control of the age analysis on the basis of credit terms allowed to customers.
Credit terms: Use the drop-down menu
Period type
Period length
Note: The Period type and Period length fields are automatically filled in according to the contents of the Credit terms field. For example, if Credit terms is Bi-monthly it sets the Period type field to Months and the Period length field to 2. The fields are editable only when Credit terms is set to **, enabling specified terms to be entered.
Only include accounts which...
You can select the check-boxes in this group to include only accounts that:
Are over their credit limit
Have a non-zero balance (that is, actually owe something)
Have overdue invoices (in other words, are past their due dates)
Have unallocated cash (that is, could potentially be due to be paid in the very near future)
PUSH BUTTONS:
Exit: Returns you to the PL REPORTS AND ENQUIRIES menu
Print: Processes the report subject to your selection criteria, and sends it to the currently selected printer
Help: Displays help on the current program using the default browser
