Supplier Age Analysis

Overview

• The Supplier Age Analysis is used to manage Creditors (Payables).

• The Default View lists all the outstanding accounts with totals for each 30-day interval.

• The Transaction View displays all the outstanding invoices. 

Navigation: Main Menu > Accounting > Supplier Age Analysis

Settings

User Settings

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

• Accounting: Supplier Age Analysis - Access Allowed: Options are Yes or No.

• Default Templates: Supplier 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.

  • This is a general setting that applies to all batch updates, and not specifically to the Supplier Age Analysis.

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.

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

List View

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

Navigation: Main Menu > Accounting > Supplier Age Analysis

Buttons Explained

• Reset: Resets the Data Filters to default.

• View: Generates a report according to the selected data filters.

• Output:

  • Outputs PDF documents.

  • Options include Print, Preview & Email. 

• Actions:

  • Batch Update: Updates all the selected fields when Update (button) is clicked. The options are:

    • Status

    • Terms

    • Credit Limit

• Menu:

  • Default: Displays a conventional age analysis showing each supplier'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 period such as Today, This Month, This Year, or Fin Year.

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

• Date: Allows users to refine the date selection.

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

• All Accounts: Checkbox to include all Supplier accounts, even those with zero balances or no current transactions.

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

Fields Explained: Default View

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

• Account: The name of the supplier.

• Active: A checkbox. Checked if the supplier is Active.

• Category

  • The Category selected for the supplier.

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

• Acc No: The supplier's account number.

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

• Terms: The supplier's terms.

• Credit Limit

  • The credit limit set by the supplier.

  • If a credit limit is entered, this field is highlighted when the Orders or Amount Due exceeds the credit limit.

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

• Orders: The value of orders on hand (e.g. purchase orders).

• Total + WIP

  • The amount outstanding added to the value of current orders.

  • If a Credit Limit is assigned by a supplier, this field is highlighted when the Orders 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 debit notes that are not allocated to invoices.

• Total: The Total Amount due to the supplier.

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

  • Open Supplier: Opens the supplier record.

  • Supplier Summary: Displays a summary of the supplier's account and activity.

  • Detailed Ledger: Opens the supplier's Ledger Account.

  • Transactions Ageing: Displays the outstanding transactions for the supplier.

Fields Explained: Transaction View

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

• Trans ID: The system-generated transaction number.

• Status: The Status of the transaction.

• Ledger ID: The system-generated ledger number.

• Trans: A code indicating the source entry type (e.g. SI for Supplier Invoice)

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

• Date: The transaction date.

• Due Date: The transaction's due date.

• Company: The name of the supplier.

• Contact: The supplier's Contact person.

• Reference: The transaction's reference.

• Terms: The supplier's terms.

• SP No.: The Supplier Payment number.

• SP Date: The Supplier Payment date.

• CUR: The supplier's currency.

• Total: The total outstanding amount.

• Ageing: The number of days the amount has been Outstanding.

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

• Columns for Days Outstanding: Columns are available for:

  • 150+ Days

  • 150 Days

  • 120 Days

  • 90 Days

  • 60 Days

  • 30 Days

• Outstanding: The total amount outstanding.

• Menu (...)

  • Open Transaction in Ledger.

  • Open Supplier Payment.