Customer Age Analysis

Overview

The Customer Age Analysis is used to manage Debtors (Receivables). The Default View lists all the outstanding accounts with totals for each 30-day interval. The Transaction View displays all the outstanding invoices. The Customer Age Analysis also include features to send Customer reminders and Statements.

Navigation: Main Menu > Accounting > Customer Age Analysis

Settings

These Settings are required to use the Customer Age Analysis.

User Settings

Navigation: Main Menu > Office > My Organisation > Double-click to open a Staff File > Settings (tab)

• Accounting: Customer Age Analysis - Access Allowed: Options are None, All, Own (Rep).

• Default Templates: Customer Age Analysis: Allows users to select a different template to display the age analysis (if different templates were created).

• General: Batch Updates - Access Allowed: Options are Yes or No.

General Settings

Navigation: Main Menu > Setup > Accounting > Settings (tab).

• Maximum amount allowed to clear on Age Analysis: Type an Amount.

• This feature allows users to automatically write off small outstanding debts.

• QuickEasy BOS Professional must be restarted if the amount was changed before transactions can be cleared.

• This setting applies to the Customer and Supplier age analyses.

List View

The List View shows all the Customers with active balances or transactions.

Buttons Explained

• Reset: Resets the Data Filters to default.

• View: Displays the age analysis as per the selected filters.

• Output: Outputs PDF documents:

  • Option to print the default template (if a template is loaded)

  • Options include Print, Preview, and Email.

  • For each option, users can choose to output the Age Analysis or output a Customer Statement.

• Actions > Batch Update

  • Allows users to select Customers from the Age Analysis and update any of the following fields for all of them:

    • Status

    • Terms

    • Credit Limit

    • QT Access (Quotation)

    • CPN Access (Campaigns) 

    • SO Access (Sales Order)

    • WO Access (Work Order)

    • DN Access (Delivery Note)

    • CI Access (Customer Invoice)

• Menu

  • Default:  Displays a conventional age analysis showing each customer's balance.

  • Transactions: Displays a list of all the outstanding transactions in date order. 

  • Export

    • Email Excel

    • Export Grid

  • Layout

    • Save Grid

    • Save Grid (All Users)

    • Restore Grid

    • Restore Grid (All Users)

Data Filters Explained

• Set: Sets a specific time frame such as Today, This Month, This Year, or Fin Year.

• ← →: Adjusts the date in the direction of the arrow.

• Date: Allows users to customise the dates.

• Periods: Checkbox to calculate the ageing on Accounting Periods and not calendar dates.

• Rep: Dropdown list of all the reps to select one, or all. The filter uses the rep selected on the customer account (i.e. the default rep) which may differ from the rep chosen on a specific transaction.

• All Accounts: Checkbox to include all customer accounts, even those with zero balances.

• Local Currency: Shows all the outstanding amounts in the local currency. 

Fields Explained: Default View

• Field Chooser (*): Allows users to add or remove columns.

• Status: Indicates the Status of the customer.

• Account: The Name of the customer.

• Category

  • The customer's category.

  • The category field could indicate the industry the Customer is in, or the type of product or service they buy. 

• Acc No: The customer's Account Number.

• Terms: The Terms given to the customer.

• Acc. Contact: The customer's Contact person.

• Rep: The Sales Representative who normally deals with the customer.

• Remind: The reminder date.

• Region: The customer's region.

• Currency: The Currency in which invoices and other documents are issued.

• QT Access: Checkbox indicating whether the customer has access to Quotations.

• CPN Access: Checkbox indicating whether the customer has access to Campaigns.

• SO Access: Checkbox indicating whether the customer has access to Sales Orders.

• WO Access: Checkbox indicating whether the customer has access to Work Orders.

• DN Access: Checkbox indicating whether the customer has access to Delivery Notes.

• CI Access: Checkbox indicating whether the customer has access to Customer Invoices.

• Credit Limit:

  • The customer's Credit Limit.

  • If a Credit Limit is assigned to a customer, this field is highlighted when the WIP or Amount Due exceeds the credit limit.

• Overdrawn: The outstanding amount that exceeds the credit limit.

• Total + WIP

  • The amount outstanding on issued invoices added to the value of work-in-progress.

  • If a Credit Limit is assigned to a customer, this field is highlighted when the WIP or Amount Due exceeds the credit limit.

• Columns for Days Outstanding: 

  • Columns are available for:

    • 1 Year

    • 120 Days

    • 120+ Days (default)

    • 150 Days

    • 180 Days

    • 2 Years

    • 2+ Years

    • 30 Days (default)

    • 60 Days (default)

    • 90 Days (default)

• Current: The Current amount due.

• Unallocated: Displays a total of payments or credit notes that are not allocated to invoices.

• Total: The Total amount due by the customer.

• Menu (...): A submenu that allows users to:

  • Clear Account: (Limited to the setting amount). Allows users to automatically write off small outstanding debts.

  • Create/Update a Service Ticket: Creates a new ticket or edits an existing one if the Service Manager is configured for customer accounts.

  • Open Customer: Opens the customer's record.

  • View Customer Summary: Displays a summary of the customer's account and activity.

  • View Detailed Ledger: Opens the customer's Ledger Account.

  • Transactions Ageing: Displays a list of the outstanding transactions for the customer.

Fields Explained: Transaction View

• Field Chooser (*): Allows users to add or remove columns.

• Trans ID: The system-generated Transaction Number.

• Status: Indicates the Status of the transaction.

• Ledger ID: The system-generated Ledger Number.

• Trans: A code indicating the source document (e.g. CI for Customer Invoice).

• No.: The source document's number (e.g. Invoice number).

• Date: The transaction's date.

• Due Date: The transaction's due date.

• Category

  • The Category selected for the customer.

  • The Category field could indicate the industry the customer is in or the type of product or service they buy. 

• Company: The customer's Name.

• Acc. Contact: The customer's Contact person.

• Rep: The Sales Representative who normally deals with the customer.

• Reference: The reference on the source document.

• Order No.: The customer's order number on the transaction.

• QT No.: The linked Quotation Number.

• Terms: The terms given to the customer.

• Total: The total amount outstanding on the account.

• Currency: The Currency in which invoices and other documents are issued.

• Ageing: The number of days the invoices have been Outstanding.

• Overdrawn: The number of days the account has been Overdrawn.

• Columns for Days Outstanding: Columns are available for:

  • 150+ Days

  • 150 Days

  • 120 Days

  • 90 Days

  • 60 Days

  • 30 Days

• Outstanding: The total amount due by the customer.

• Menu (...): Click the eye (icon) to open the transaction.