Supplier Age Analysis

Settings

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

User Settings

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

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

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

  •  Accounting access is optional. It will allow users to allocate a contact person to accounts, change the supplier's bank details, set or edit the credit limit and enter a discount percentage. 

General Settings

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

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

List View

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

Navigation: Main Menu > Accounting > Supplier 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 Supplier Statements, not the Age Analysis.

    • Note: You can send multiple, personalised email messages or statements in one batch. Multi-select the records that you want to send, click 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.

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

  • Export Grid: Opens a file chooser to save the Supplier 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 Supplier Accounts, even those with a 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 Debits in the unallocated column and not in their Periods. 

  • Debits that leave the account with a Debit 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 supplier.

• Category: The Category selected for the supplier.

• Acc No: The supplier's Account Number.

• Terms: The Terms given by the supplier.

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

• Credit Limit: The organisation's Credit Limit with the supplier.

  • If a Credit Limit is assigned to a supplier, 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 suppliers with a Credit Limit.

  • The organisation has unlimited credit with suppliers without a Credit Limit (not a zero Credit Limit).

• W.I.P.: The total of transactions 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 Debit Notes that are not allocated to Invoices.

• Total: The Total Amount due to suppliers in the suppliers' respective currencies, unless the Local Currency filter is ticked (then the amount due is converted to Local Currency).

• Total ZAR: The Total Amount due to suppliers in the local currency.

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

  • Open Supplier:  Opens the editable file with all the supplier information.

  • View Supplier Summary:  Displays a summary of the Supplier's Account and activity as set up under Supplier Summary.

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

Related Topics

• Tutorial: Supplier Age Analysis

• Tutorial: Supplier Setup Age Analysis