Customer Age Analysis

Overview

The Customer Age Analysis (CAA), also known as Debtors Age Analysis or the Debtors Control, helps manage collections. The ageing report has columns that are broken into date ranges of Current, 30 Days, 60 Days, 90 Days, 120+ Days and Total Receivables. Unallocated Receipts also appear.

Multiple accounts can be selected to email a personalised message with an attached Statement or to print multiple Statements in one batch.

Settings

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

User Settings

Note

The defaults are the values for new databases, new users and new Transaction Types. Your database may have different values.

Setting	Description	Default
Accounting > Customer Age Analysis - Access Allowed	Checkbox. If checked, access is allowed.	Unchecked
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.	Unchecked

General Settings

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.

Buttons Explained

Button	Description
View	Generates an age analysis according to the selected Data Filters.
Output	Outputs PDF documents. Options are 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. 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

Filter	Description
Set	Sets a specific period such as Today, This Month, This Year, Fin Year.
Date	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 appear in the Unallocated column. If unchecked, the values appear in their respective periods.

Fields Explained

Field	Description
Field Chooser (*)	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 appears.
Email	The Contact person's email address. If no contact person for statements is filled in, the default contact person's email address appears.
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 lets you: Create/Update a Service Ticket: Opens the customer's Accounts ticket if one is New/Pending or Active. If there is none, a new ticket is created. 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

The Data Pipelines for Customer Age Analysis Output Templates are listed in Output Data Pipelines.