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: Checkbox. If checked, access is allowed.

• Setups > Customers Accounting - Access Allowed: Checkbox. If checked, access is allowed to the Accounting tab on customer accounts. A contact can be selected to receive the emailed statements on the accounting tab. If no contact is selected, the statements are emailed to the default contact.

General Settings

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

• Accounting > Setup Customer Age Analysis > Edit...:  Sets the transactions included in the Customer Age Analysis including the work-in-progress (WIP) column.

Customer Age Analysis

This display lists Customers with active balances or transactions.

Navigation: Main Menu > Accounting > Customer Age Analysis

Buttons Explained

• View: Generates an age analysis 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.

  • Multiple, personalised email messages or statements can be sent in one batch by selecting all the records before selecting an option from Output (button). Emails are created and stored in the Outbox from where they can be checked and sent.

• Actions > Batch Update: Updates all the selected records when Update (button) clicked. The options are:

  • Status

  • Terms

  • Credit Limit

  • Billing Method

• Menu: 

  • Reset Data Filter: Resets all the selected filters.

  • Suspend overdrawn accounts: Changes the Status of overdrawn accounts from active to suspended which blocks Invoices and Sales Orders. Quotations and Receipts are still allowed.

  • Email Excel: Emails 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 period such as Today, This Month, This Year, Fin Year.

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

• ← →: Adjusts the date forwards or backwards.

• 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.

• Local Currency: Checkbox. If checked converts all foreign currency transactions to local currency.  

  • ⚠️ This conversion may result in accounts showing small outstanding balances in the Local Currency but zero in their own currency.

• Use Allocations: Checkbox. If checked unallocated credits are shown in the Unallocated column. If unchecked, the values are shown in their respective periods.

Fields Explained

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

• Status: The Status of the customer account.

• 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.

• 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 Credit Limits.

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

• W.I.P.: The total of transactions (e.g. Sales Orders) selected 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.

• Total: The Total Amount due by the customer.

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

• Total ZAR: The Total Amount due by the customer in the local currency where ZAR is the local currency.

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

  • Create/Update a Service Ticket.

  • Receive Payment: Records a payment for the account.

  • 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 includes the Data Filter fields which can be used 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.  Users are warned when they click Output (button) without first selecting an Entity.  

• CA_Record

• CA List

Related Topics

• Tutorial: Customer Age Analysis