Supplier Age Analysis

Overview

The Supplier Age Analysis module provide the functionality to manage Creditors (Payables). It lists all the outstanding accounts with totals for each month.

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 Supplier 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 > Supplier Age Analysis - Access Allowed	Tick the checkbox to allow access.	Unchecked
Setups > Suppliers Accounting - Access Allowed	Tick the checkbox to allow access. Accounting access is optional. It lets you allocate a contact person to accounts, change the supplier's bank details, set or edit the credit limit and enter a discount percentage.	Unchecked

General Settings

Accounting > Setup Supplier Age Analysis > Edit...: Customise which transactions are added to the WIP column.

List View

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

Buttons Explained

Button	Description
View	Generates a report according to the selected Data Filters.
Output	Outputs PDF documents. Options are 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 are 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

Filter	Description
Set	Sets a specific time frame such as Today, This Month, This Year, Fin Year.
Date	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 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 always appear in the unallocated column, regardless of the setting.

Fields Explained

Field	Description
Field Chooser (*)	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 applies 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.
Menu (...)	A submenu that lets you: 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.

Supplier Age Analysis

Overview#

Settings#

User Settings#

General Settings#

List View#

Buttons Explained#

Data Filters Explained#

Fields Explained#