Customer Age Analysis, Statements, and Ledger
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).
The Customer Detailed Ledger can be accessed from the customer age analysis but is a separate module.
Navigation: Main Menu > Accounting > Customer Age Analysis
Settings
These settings affect which transactions are included in the totals that appear on the Customer Age Analysis.
| Setting | Setting Name | Description |
|---|---|---|
| Transaction Setting > Settings (tab) | Accounting > Sum Active Transactions to Work in Progress in Customer Age Analysis | The setting is added to each applicable Transaction Type (e.g. Sales Orders). If the checkbox is checked, and a transaction is allocated a Status that falls in the Active group, the transaction will be shown on the Customer Age Analysis as WIP. This setting should not be added to transactions that appear on the Customer Age Analysis by default (e.g. Customer Invoices, Credit Notes) because the amounts will be duplicated. |
| Transaction Setting > Status (tab) | Accounting | Transactions are only included in the Customer Age Analysis when they are in an Accounting status (i.e. the checkbox in the Accounting column is checked for the applicable Status). |
Interface Explained
Buttons Explained
| Button | Description |
|---|---|
| View | Generates a list of entries as per the selected data filters. |
| Arrow on View Button | Reset Data Filter > Resets all the data filters. |
| Output | Prints, previews or emails reports if Output Templates are created. Customer Statements are normally one of the templates and are emailed from the age analysis. Customer ledgers have different output options. |
| Menu | Settings – User Access Layout |
Filters Explained
- The Start Date is from when you want to view the transactions on the ledger.
- The End Date is the date that applies to the ageing.
- The dates can be changed on the ledger. Any changes to the dates on the ledger are not transferred to the age analysis.
| Filter | Description |
|---|---|
| Set | Allows users to select a date from the dropdown list (e.g. No Date, Today, This year). |
| Navigational Arrows | Adjusts the dates forwards or backwards. |
| Date … to … | Allows users to set their own Dates (based on the selection under Set). |
| Entity | A dropdown list of Entities to select All or a specific Entity. |
| Show All | Checkbox. If checked shows all the customers, even those with zero balances. |
| Local Currency | Checkbox. If checked converts all the values to the local currency. |
Fields Explained
| Field | Description |
|---|---|
| ID | The system-generated number for the entry. |
| Status | The customer’s Status. |
| Customer | The customer’s Name |
| Contact | The name of the customer’s Accounts contact person. |
| Code | The customer’s Code. |
| Rep | The name of the Rep assigned to the customer. |
| Terms | The customer’s Terms. |
| Currency | The customer’s Currency. |
| Credit Limit | The customer’s Credit Limit. |
| Overdrawn | The sum of WIP and Total Amount Outstanding that exceeds the Credit Limit. |
| W.I.P. | The total value of Work in Progress as per the setting. |
| Total + W.I.P. | The total amount outstanding added to the work in progress. |
| 180+ days | The amount that has been outstanding for 6 months or more from the To date. |
| 150 days | The amount that has been outstanding for 5 months from the To date. |
| 120 days | The amount that has been outstanding for 4 months from the To date. |
| 90 days | The amount that has been outstanding for 3 months from the To date. |
| 60 days | The amount that has been outstanding for 2 months from the To date. |
| 30 days | The amount that has been outstanding for 1 month from the To date. |
| Current | The amount that represents transactions in the current month. |
| Total | The Total amount outstanding. |
| Widget | A sub-menu that can also be accessed by right clicking the entry: – Open Customer: Opens the customer’s contact form. – Open Detailed Ledger: Opens the customer’s detailed ledger. |
Customer Statements
- Customer Statements are sent from the age analysis.
- Below is an example of an included template which is accessed by clicking Output (button).
- When generating customer statements, an Entity must be selected because the heading, bank details and logo are picked up from the entity’s records.
