Old Reports -> Creditor -> Age Analysis

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Bug - Lookup

The lookup on the  Tools → Old Reports → Reports → Creditor → Age Analysis does not work. It includes all creditor (supplier) accounts.

This option allows you to analyse the outstanding amounts you owe to your creditors in periods such as current, 30, 60 and 90 days, or more. These reports are essential for cash flow control. You may also wish to use this facility to schedule the payments to your creditors, to optimise your cash flow management.


Print Creditor Age Analysis Reports

To Generate a Creditor Age Analysis Report:

1.Click on the Tools  → Old Reports → Creditor → Age Analysis menu.

The Creditor Age Analysis Options screen is displayed:

2.Send Report to - Select the output method (screen, printer, file, e-mail or fax).

3.Select the following options:

a)Show Account Detail - If this box is ticked, the contact details of your creditor will be displayed, such as the telephone and fax numbers and e-mail address. If not selected, only the Account Number and Name of your creditors will be displayed.

b)Sort by Name - If this box is ticked, the creditors will be listed in alphabetical order. If not selected, the creditors will be listed in the account code sequence.

c)Show Transactions - If this box is ticked, the date, the details of your transactions, reference number or document number, and batch type will be displayed.

d)Ignore Zero Balance - If this box is ticked, all creditors with zero balances at the time of generating the report, will be excluded.

e)Use Open Item - If this box is ticked, the open item method will be displayed.

f)From Account ... To - You may select all your creditor accounts, a specific creditor, or a specified range of creditor accounts, to be included in this report.

g)Minimum Amount - You may wish to exclude creditors to whom you owe less than a specified amount. Enter the minimum amount you do not wish to follow up. This is a very handy facility, if you wish to target creditors with a minimum outstanding amount, not exceeding the specified amount.

h)Date of Ageing - You may specify the date of ageing. This date will include transactions on or before this date.

i)Up to - The months up to will specify the date in which the transactions for the current period should be included.

j)Months up to - The months up to may be selected, as to report the age analysis on, but could include any period specified.

k)Terms - You may specify any suitable description to meet your specific requirements for the current and three ageing terms. The normal recommended ageing terms for your creditors would be to include the periods as defined in your credit terms, current, 30, 60 and over 90 days as specified in their terms with you.

l)Period Increment - You may increment the period with any value of 1 to 12, etc., next to your terms. This will increment your periods as set up in the Setup → System parameters → Reporting Dates menu with the value of the number of months, weeks, etc. If not the standard terms, you may specify the other terms, or criteria, to be displayed on reports.

4.Click on the OK button. The report will be sent to the medium selected in the Send Report to field.

View Creditor Age Analysis Reports

The Creditor Age Analysis Options allows you to select the options to analyse your transactions with each of your creditor accounts according to specified accounting periods. This could be a useful tool to schedule your payments to your creditors. This Report will display a break down of your creditor account balances for each of the specified periods for a selected creditor account, or a range of selected creditor accounts.

An example of the Creditor Age Analysis (Use Open Item option not selected (ticked):

This report consists of the following eight (8) columns:

1.Column 1 - Reference No. - This is the reference number of the transaction as entered into the reference field of the Batch Entry screen. If you generate documents (Purchase and Supplier Returns documents), the Document number will be displayed in this column. If the Show Transactions field is not selected on the Creditor Age Analysis Options screen, the reference number will not be displayed.

2.Column 2 - Date - This is the date of the transaction. If the Show Transactions field is not selected on the Creditor Age Analysis Options screen, the date will not be displayed.

3.Column 3 - Batch Type - The name of the selected batch type in which the transaction was entered and posted (updated) to the Ledger. If the Show Transactions field is not selected on the Creditor Age Analysis Options screen, the batch type will not be displayed.

4.Column 4 - Transaction Total - The total outstanding balance for the creditor as at the selected date of ageing.

5.Column 5 - Current to - The outstanding balances as at the end of the specified accounting period (e.g. the selected current accounting period).

6.Column 6 - 30 Days to - The outstanding balances as at the end of the specified accounting period (e.g. 1 accounting period or month back).

7.Column 7 - 60 Days to - The outstanding balances as at the end of the specified accounting period (e.g. 2 accounting period or months back).

8.Column 8 - 90 Days to - The outstanding balances as at the end of the specified accounting period (e.g. 3 accounting period or months back).

At the end of each of the selected creditor accounts, a total will be displayed for each ageing period. At the end of the report, a grand total for all of the selected creditor accounts will be displayed.

You may customise the headings for columns 5 to 8 and you may also set the increment accounting periods from 1 to 12 according to your periods (as set in the Reporting Dates screen) on the Creditor Age Analysis reports on the Creditor Age Analysis Options screen. The heading and the periods, as entered on the Creditor Age Analysis Options screen, will then reflect as the headings of the generated report.

If you did not take on the opening balances for each accounting period for each of your creditors, you will not be able to use the ageing facility for the first ageing periods. To take-on Opening balances for Creditor Accounts using the ageing feature, read the chapter to Take on Creditor Opening Balances.


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