Customer Age Analysis

Settings

The following Settings are required to use the Customer Age Analysis.

User Settings

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

• Accounting: Customer Age Analysis - Access Allowed: Tick the checkbox to allow access.

• Setups: Customer Accounting - Access Allowed: Tick the checkbox to allow access

  •  Access to the Accounting (tab) is needed to fill in an email address for the statements. If an email address is not provided, statements will go to the default contact address. 

General Settings

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

• Accounting > Setup Customer Age Analysis > Edit...:  Allows users to customise which transactions are added to the WIP column. 

List View

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

Navigation: Main Menu > Accounting > Customer Ageing.

Buttons Explained

• View: Generates a report according to the selected Data Filters.

• Output: Outputs PDF documents. 

  • Options include Print, Print (Show Dialogue), Preview and Email.

  • Output generates Customer Statements, not the age analysis.

  • You can send multiple, personalised email messages or statements in one batch. Multi-select the records that you want to send, click the Output (button) and select the Email menu item. Your emails will be created and saved to the Outbox from where you can check and send them.

• Menu: 

  • Reset Data Filter: Resets all the selected filters.

  • Suspend overdrawn accounts: Changes the Status of overdrawn accounts from active to suspended which blocks all other Transactions except for Quotations to be created..

  • Email Excel: Opens the default email template to email the Customer Age Analysis in .xlsx format.

  • Export Grid: Opens a file chooser to save the Customer Age Analysis in .xlsx format on the server.

  • Layout & Grids

    • Save

    • Save (All Users)

    • Restore Default (All Users)

Data Filters Explained

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

• Date: Allows users to filter the report to only include specific dates.

• ← →: Adjusts the date forwards or backwards based on the period selected under Set.

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

• All Accounts: Checkbox to include all Customer Accounts, even those with zero balances if they have current accounting transactions.

• Local Currency: If ticked, shows all the outstanding amounts in Local Currency. 

  • ⚠️ If ticked, accounts that are not in the Local Currency may show an outstanding balance in the Local Currency, but be zero in their own currency.

• Use Allocations: Toggle to show  unallocated credits in the Unallocated column and not in their Periods. 

  • Credits that leave the account with a Credit balance will always be shown in the Unallocated column, regardless of the setting. 

Fields Explained

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

• Account: The Name of the customer.

• Contact: The customer's contact person for Statements. If no contact person for statements is filled in, the default contact person's name will be shown.

• Email: The Contact person's email address. If no contact person for statements is filled in, the default contact person's email address will be shown.

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

• Status: Indicates the Status of the customer.

• Category: The Category selected for the customer.

• Acc No: The customer's Account Number.

• Terms: The Terms given to the customer.

• Billing Method: The customer's Billing Method.

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

• Remind: The Reminder Date of a linked service ticket.

• 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.

  • Only applicable to customers with a Credit Limit.

  • Customers without a Credit Limit have an unlimited Credit Limit (not a zero credit limit).

• W.I.P.: The total of transaction setup to show in that column.

• Total + WIP: The Amount Outstanding on the account added to the value of Work-in-progress.

• Columns for Days Outstanding: 

  • Columns are available for:

    • 120+ days 

    • 90 days

    • 60 days

    • 30 days

    • Current: The Current amount due.

• Unallocated: Displays a total of Payments or Credit Notes that are not allocated to Invoices.

• Secured Limit: The portion of the Credit Limit that is secured as filled in on Customer's Accounting (tab).

• Total: The Total Amount due by the customer.

• ...: A submenu that allows users to:

  • Create/Update a Service Ticket.

  • Open Customer:  Opens the editable file with all the customer information.

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

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

Data Pipelines

• CA_Filters:  This pipeline exposes the Data Filter fields for use on Output templates.

• CA_BusEntity:  Displays the masthead and images linked to an Entity. This Pipeline only works if an Entity has been selected in the data filter. A warning is provided when you output without filtering on an Entity.  

• CA_Record

• CA List

Related Topics

• Tutorial: Customer Age Analysis