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 etc. 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.
Prior to running the report, it is worth considering the parameters, and the setup of these parameters. The Sales Ledger system parameters used are:
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 which 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.
Branches: By using a button, you can select any specific branch that exists, or use the "****" facility to mask a selection [e.g. "*2*" will result in all branches containing "2" to be selected, such as 0203, 0204 etc]
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 Name: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 code. Use the button to aid the search. This is the Nominal account that the supplier accounts are controlled to.
Account categories. Use the button to search. [e.g. for parts supplier, other stock supplier]
Leaving these fields blank will result in all the available fields being displayed.
Account criteria
The criteria include:
Account type [e.g. is it a credit supplier, sundry cheque account type etc. A drop-down button is available to aid the search.
Currency What is the base currency of the account [e.g. UKL, Dollars etc]. Use the drop-down button to aid the search.
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 aids the search process.
Again, accepting the defaults in these fields will result in all records being displayed.[e.g. all currencies, and all account types]
Credit Terms
A group of fields allows a high level of control of the age analysis on the basis of credit terms allowed to customers:
The criteria include:
Credit terms A choice of credit terms is displayed [e.g. 14 days net, Net Monthly etc] by using the drop-down button [alternatively you can accept the default terms] to enable the report criteria to be further narrowed down.
Period type
Period length
These two fields are not editable by you- they will correspond to the credit terms set-up that has been selected e.g. Bi-Monthly will result in the period type field being "Months" and the length to be "2" . The only situation where these fields ARE editable is when the Credit terms field is left blank then "specified terms" can be entered in the period type and length fields.
CHECK BOXES [Only include accounts which..]
To further narrow down the search criteria, 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]
BUTTONS
Exit: Returns you to the previous menu.
Print: 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.
