Customer Age Analysis and Ledger Tutorials

The Customer Age Analysis (CAA), also known as Debtors Age Analysis, is used by organisations to manage collections. The age analysis has columns that are divided into date ranges of current, 30, 60, 90, 120, and 180+ days. These date ranges are based on the calendar month and not necessarily the number of days in the month.

Credit limits are shown on the age analysis and there is a setting to allow Work in Progress to be shown.

A transaction appears on the age analysis once the Header Status is in an accounting status (the accounting checkbox is checked for that status).

Navigation: Main Menu > Accounting > Customer Age Analysis

These tutorials explain how to display the Customer Age Analysis and use the context menu functions.

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How to Display an Age Analysis

• Filter options allow you to view the age analysis by Entity (if there is more than one registered entity).
• The Local Currency checkbox converts all amounts to local currency. With this option, accounts in foreign currency might show outstanding balances because of currency conversions.

1. Navigate to the Customer Age Analysis.
   • Note: The navigation depends on where it is added on your menu (e.g. Main Menu > Accounting > Customer Age Analysis).
2. Select the date for which you want to view the age analysis in the To date field.
3. Select an Entity from the dropdown list or select All.
4. Click the Show All checkbox to show accounts with zero balances.
5. Click the Local Currency checkbox to convert all outstanding amount to the local currency.
6. Click View (button).

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How to Print, Preview or Email Statements

1. Navigate to the Customer Age Analysis.
2. Select the date for which you want to send statements in the To date field.
3. Select an Entity from the dropdown list (only applicable if there is more than one registered entity).
4. Click Output (button) and select one of these options:
   1. Print > Customer Statement: The statements will be printed to your default printer. If your default printer is a PDF printer, you will be prompted to type a file name.
   2. Preview > Customer Statement: The statements will be displayed on screen from where you can save or print them.
   3. Email > Customer Statement: The statements will be attached to emails and placed in your outbox from where you can view and send them. 

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How to Display a Customer Ledger

1. Navigate to the Customer Age Analysis.
2. Click View (button).
3. Right-click an entry and select Open Detailed Ledger from the context menu.
4. Select any of the filters on the left (e.g. date, entity).
5. Click View (button). 

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How to Access a Customer’s Account

1. Navigate to the Customer Age Analysis.
2. Select the date opt for which you want to view the Customer Age Analysis in the To date field.
3. Click View (button).
4. Right-click an entry and select Open Customer from the context menu.
   • Note: the popup has limited functionality. To fully edit the customer record, access it from the Customer setup menu (e.g. Main Menu > Setup > Customers).

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How to Add Work in Progress to the Age Analysis

• You can add work-in-progress transactions to the age analysis to check if customers will exceed their credit limits.  
• You need Setup access for Transaction Types to enable this feature.

1. Navigate to Transaction Types setup (e.g. Main Menu > Setup > Transaction Types).
2. Double-click the Transaction Type you want to add (e.g. Sales Orders).
   • Note: Do not add this setting to transactions that appear on the age analysis (e.g. invoices, credit notes) because they will be counted twice.
3. Click Edit (button) on the top row.
4. Click Settings (tab) (it should be open by default).
5. Click Settings (button) next to Add.
6. Click the setting: Accounting > Sum Active Transactions to Work in Progress in Customer Age Analysis.
   • Note: If the setting is not on the list, it has already been added. In this case, proceed with Step 9.
7. Click Add/Update (button).
8. Confirm the update.
9. Close the settings popup.
10. Navigate to the setting: Accounting > Sum Active Transactions to Work in Progress in Customer Age Analysis and check the checkbox in the Value column.
11. Click Save (button). 

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