It is important for an organization to have a clear report of all outstanding items or receivables at all times. You can generate a concise list of the outstanding amounts or a comprehensive report for each debtor.
The information in this document is applicable to product update 410 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Layout section
Report
Select the type of report to be displayed. You can select any of the following reports:
- List – Select this option to view the accounts receivable list.
- Details – Select this option to view the extensive report that includes information about the outstanding items and associated debtors.
- VAT cash system – Select this option to view the aging of unpaid receivables. However, this option is available only if the Flexible VAT system check box under the VAT section in the General ledger settings screen is selected. For more information, see General ledger settings.
Criteria section
Sorting
Select the required option to sort the data by Debtor code, Name, Postal code, Classification, Country, or Due date.
Note: This field is available only if Details is selected at Report under the Layout section.
Show: Analytical values
Select this check box to enable the Project, Cost center, Cost unit, and Person fields under the Range section.
Note: This field is available only if Details is selected at Report under the Layout section.
Reporting date
Select the required option to determine whether the reporting date is based on the Invoice date, Due date, or Reporting date.
Group
Select the required option to group the data by Our ref. or Due date. You can also select None if you do not want to group the report.
Note: This field is available only if Details is selected at Report under the Layout section.
Aging
Select this check box if you want to include aging in your criteria. Type the number of days for the aging in the three boxes.
Note: This field is available only if Details is selected at Report under the Layout section, and enabled only if Our ref. is selected at Group under the Criteria section.
Invoice currency
Select the required option to determine whether the invoice currency is based on All – Invoice currency, All – Default currency, the default currency or other foreign currencies that are registered in the settings. If you select a foreign currency, only the entries that have been posted in that currency are selected. If you select All – Invoice currency or All – Default currency, all the payments due are displayed irrespective of the currency code.
Reference number
Select the required option to determine whether the reference number is based on Our ref., Entry no., External number, or All.
Debtor
Type or select the range of debtor codes or select the All check box for all debtor codes.
Note: This field is available only if List or VAT cash system is selected at Report.
Reference date
Type or select the reference date. This allows you to retrieve outstanding items from an earlier date.
Note: This field is available only if List or VAT cash system is selected at Report.
Type
Select the type of debtor. You can choose from All, Customer, or Person.
Note: This field is available only if List or VAT cash system is selected at Report.
Exclude unknown debtor
Select this check box to exclude the unknown debtors from the report.
Note: This field is available only if List or VAT cash system is selected at Report.
Age
Type the age to display the report listing of all the unpaid invoices where the VAT code used is defined with the VAT cash system.
Note: This field is available only if VAT cash system is selected at Report.
Summary: Foreign currency
Select this check box to include a summary of the foreign currencies at the bottom of the report. This check box is enabled only if All – Default currency is selected at Invoice currency.
Note: This field is available only if List or VAT cash system is selected at Report.
Additional criteria
Click this for more search criteria, such as:
- Exchange rate difference – Select this check box to display the difference in exchange rates between outstanding items that are posted in a foreign currency and those same items calculated in the default currency for each debtor. This is available only if you have the E-Currency module.
- New page every debtor – Select this check box to indicate that you want to display each debtor on a new page.
- Exclude unknown debtor – Select this check box to exclude the unknown debtors from the report.
- Show Amount not due – Select this check box to display the payment amounts that are not due yet. This check box is enabled only if you have selected Due date at Reporting date, and selected the Aging check box under the Criteria section.
- Debtor data – Select this check box to include additional debtor data (contact person, address, telephone number, country, fax number, bank account, credit line, and payment method) in the report.
- Only with notes – Select this check box to specify that you only want to view entries that have a note linked to them. This check box is enabled only if the Compress check box is not selected.
- Compress – Select this check box to compress the report. When the report is compressed, certain lines and columns are no longer displayed.
- Outstanding items and notes – Select this check box to print all outstanding amounts with and without notes together with the contents of the notes (if any). This check box is enabled only if the Compress check box is not selected. Once you have selected this check box, the Only with notes check box will be disabled.
In the Additional criteria screen, click Close to exit and save the selection(s).
Note: This button is available only if Details is selected at Report.
Range section
Project
Type or select a range of projects, or select the All check box to display all the projects. This is only possible if you have debtors linked to the projects.
Note: This field is available only if List or VAT cash system is selected at Report under the Layout section, and enabled only if the Show: Analytical values check box under the Criteria section is selected.
Cost center
Type or select a range of cost centers, or select the All check box to display all the cost centers. This is only possible if you have debtors linked to the cost centers.
Note: This field is available only if List or VAT cash system is selected at Report under the Layout section, and enabled only if the Show: Analytical values check box under the Criteria section is selected.
Cost unit
Type or select a range of cost units, or select the All check box to display all the cost units. This is only possible if you have debtors linked to the cost units.
Note: This field is available only if List or VAT cash system is selected at Report under the Layout section, and enabled only if the Show: Analytical values check box under the Criteria section is selected.
Reference date
Type or select the reference date. This allows you to retrieve outstanding items from an earlier date.
Note: This field is available only if Details is selected at Report under the Layout section.
Status
Select the status of the debtors to be included in the report. You can choose from All, Active, Blocked, Inactive, Pilot, Reference, or Passive.
Note: This field is available only if Details is selected at Report under the Layout section.
Type
Select the type of debtor. You can choose from All, Customer, or Person.
Note: This field is available only if Details is selected at Report under the Layout section.
Debtor
Type or select the range of debtor codes, or select the All check box to display all the debtor codes.
Note: This field is available only if Details is selected at Report under the Layout section, and Debtor code is selected at Sorting under the Criteria section.
Name
Type or select a range of debtor names, or select the All check box to display all the debtor names.
Note: This field is available only if Details is selected at Report under the Layout section, and Name is selected at Sorting under the Criteria section.
Postal code
Type the range of postcodes, or select the All check box to display all the postcodes.
Note: This field is available only if Details is selected at Report under the Layout section, and Postal code is selected at Sorting under the Criteria section.
Classification
Type or select the range of classifications, or select the All check box to display all the classifications.
Note: This field is available only if Details is selected at Report under the Layout section, and Classification is selected at Sorting under the Criteria section.
Country
Type or select the country name.
Note: This field is available only if Details is selected at Report under the Layout section, and Country is selected at Sorting under the Criteria section.
Due date
Type or select the range of due dates, or select the All check box to display all the due dates.
Note: This field is available only if Details is selected at Report under the Layout section, and Due date is selected at Sorting under the Criteria section.
Blocked
Select the required option to determine whether you want to include all the payment items (All), only the blocked (Yes), or unblocked items (No) in the report.
Note: This field is available only if Details is selected at Report under the Layout section.
Payment method
Select the payment method to be included in the report. By default, All is selected but you can choose from On credit, Cash, Credit card, Cheque, Post dated cheque, Letter of credit, Collection, Debt collection, Factoring, Payment on delivery, Chipknip, EFT, or Settle.
Note: This field is available only if Details is selected at Report under the Layout section.
Items
Select All to display all the payment items, or Due to display only items that are due.
Note: This field is available only if Details is selected at Report under the Layout section, and enabled only if Invoice date or Reporting date is selected at Reporting date under the Criteria section.
Account employee
Type or select a range of employee accounts (account managers who are in charge of debtor accounts), or select the All check box to display all the employee accounts.
Note: This field is available only if Details is selected at Report under the Layout section.
Person
Type or select a range of people, or select the All check box to display all the people.
Note: This field is available only if Details is selected at Report under the Layout section, and enabled only if the Show: Analytical values check box under the Criteria section is selected.
Intermediary
Type a range of intermediaries, or select the All check box to display all the intermediaries if you have defined the intermediaries for the debtors.
Note: This field is available only if Details is selected at Report under the Layout section.
Scenario
Select the type of payment scenario if you have linked a scenario to your debtors. You can select All, Normal, Complaints, Payment agreement, or Transferred.
Note: This field is available only if Details is selected at Report under the Layout section.
Currency section
This section is available only if Details is selected at Report under the Layout section, and enabled only if All – Default currency is selected at Invoice currency under the Criteria section.
Summary: Foreign currency
Select this check box to include a summary of the foreign currencies at the bottom of the report.
Exchange rate
Select the type of exchange rate that you want to use when displaying the data in the report. You can select Original, Current, or Historical.
Date
Type or select the exchange rate date in order to determine the correct rate. This is used to convert the amounts to the selected currency.
Note: This field is available only if Historical is selected at Exchange rate.