Bug - Lookup

The lookup on the Tools → Old Reports → Debtors → Age analysis  does not work. It includes all debtor (customer / client) accounts. 

The Debtor age analysis options allows you to select the options to analyse your transactions with each of your debtors according to specified accounting periods. 

This could be a useful tool to manage your outstanding debts and to see which debtors are not performing according to your credit agreements. This Report will display a breakdown of your debtor (customer / client) account balances for each of the specified periods for a selected debtor (customer / client) account, or a range of selected debtor (customer / client) accounts. 

You may also use this feature to calculate provision for bad debts. 

You need to analyse the outstanding amounts your debtors owe you in periods such as current, 30, 60 and more than 90 days. These reports are essential for credit control. If you allow your debtors to pay you when they wish you may develop some serious cash flow problems. If you are registered for VAT/GST/Sales tax on the invoice basis large outstanding amounts that include VAT/GST/Sales tax may have an impact on your cash flow as you may have to pay the VAT/GST/Sales tax to the Tax Authorities irrespective if the money has been received or not. 

To Print Debtor age analysis reports: 

1.Click on the Tools  → Old Reports → Debtor → Age analysis  menu. 

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 debtor such as the telephone and fax numbers and e-mail address will be displayed. If not selected, only the Account number and Name of your debtors will be displayed. 

b)Sort by name - If this box is ticked, the creditors will be listed in alphabetical order. If not selected, the debtors 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 debtors 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)Show all items - You may select to include all debtors accounts within the specified range of debtors to be included in this report.

g)From account ... To - You may select all your debtors, a specific debtor, or a specified range of debtors, to be included in this report.

h)Minimum amount - You may wish to exclude debtors who 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 debtors with a minimum outstanding amount, not exceeding the specified amount. An amount you specify may not be economically recoverable or you wish to target outstanding debtors from a specified amount to minimise your losses or improve your cash flow.

i)Reporting group - By default, all selected debtor (customer / client) accounts will be included in this report. You may select Debtor group 1 or Debtor group 2. 

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

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

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

m)Terms - You may specify any suitable description to meet your specific requirements for the current and three ageing terms. The normal recommended circumstances would be to include the periods as defined in your credit terms, current, 30, 60 and over 90 days. Note that if your trading terms are 30 days, periods 60 and 90 should be classified as Overdue. Debtors with balances in these periods are using your money to finance their business.

n)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 Debtor Age analysis reports 

The Debtor age analysis options allows you to select the options to analyse your transactions with each of your debtor (customer / client) accounts according to specified accounting periods. This could be a useful tool to manage outstanding amounts owed by debtors. This Report will display a break down of your debtor (customer / client) account balances for each of the specified periods for a selected debtor (customer / client) account, or a range of selected debtor (customer / client) accounts. 

An example of the Debtor Age analysis (Use open item option not selected (not 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 (Invoices and Credit notes) the Document number will be displayed in this column. If the Show transactions field is not selected on the Debtor 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 Debtor 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 Debtor age analysis options screen, the batch type will not be displayed. 

4.Column 4 - Transaction Total - The total outstanding balance for the debtor 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 debtor (customer / client) accounts, a total will be displayed for each ageing period. At the end of the report, a grand total for all of the selected debtor (customer / client) 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 Debtor Age analysis reports on the Debtor age analysis options screen. The heading and the periods, as entered on the Debtor age analysis options screen, will then reflect as the headings of the generated report. 

An example of the Debtor Age analysis (Use open item option selected (ticked): 

If you did not take-on the opening balances for each accounting period for each of your debtors, you will not be able to use the ageing feature for the first ageing periods. To take-on Opening balances for Debtor (customer / client) accounts using the ageing feature, read Take-on Debtor Opening balances.