Credit Management

Report Options

Field

Description

Report as of

The 'as of' date is taken from the Ageing date entered on the Ageing Options tab.

Option	Description
Current period	Select this to generate the report as of the current month.
Previous period 1	Select this to generate the report as of the previous month 1. When you select this option, the Ageing date on the Ageing Options tab is set to your Current year previous period 1 date from the Periods tab of the Accounts Receivable Setup program.
Previous period 2	Select this to generate the report as of the month before last. When you select this option, the Ageing date on the Ageing Options tab is set to your Current year previous period 2 date from the Periods tab of the Accounts Receivable Setup program.

Report type

Option	Description
Summary - Balance only	Select this to print a single aged analysis line for each customer.
Include invoice detail	Select this to print a single line for each invoice, showing balance and age with a total aged invoice analysis line for each customer.
Include transaction detail	Select this to print the original invoice balances and any transactions posted to the invoices, with a total aged analysis line for each customer.

Sequence

Indicate one of the following sequences in which to generate the report:

Customer number
Short name
Branch
Customer class
Geographical area
Salesperson

Branch selection by

This option is enabled when you select to generate the report in Branch sequence and the Report type is Include transaction detail.


	The branch defined against the customer may or may not be the same as the branch defined against the transaction.

Option	Description
Invoice	Select this to use the branch defined against the transaction for the report.
Customer	Select this to use the branch defined against the customer for the report.

Print options

Print full address

Select this to include each customer's full address on the report.

Print all customer detail

Select this to include details defined against each customer (Customers) in the report.

Selection criteria

Field	Description
Customer selection	Indicate the customer(s) for which to generate the report.
Branch selection	Indicate the branch(es) for which to include customers in the report.
Customer class selection	Indicate the customer class(es) for which to include customers in the report.
Salesperson selection	Indicate the salesperson(s) for which to include customers in the report.
Geographic area selection	Indicate the geographic area(s) for which to include customers in the report.

Ageing Options

Field	Description
Ageing options	Indicate how you want the ageing columns to be represented on the report.
Ageing date	Enter the date to use to calculate the time bucket allotted to each invoice printed. Regardless of the month selected to print, the entry made at this field is used to calculate the time buckets. If you selected Report as of - Current period on the Report Options tab, then this field defaults to the current SYSPRO system date. If you selected Report as of - Previous period 1 on the Report Options tab, then this field defaults to your Current year previous period 1 date from the Periods tab of the Accounts Receivable Setup program. If you selected Report as of - Previous period 2 on the Report Options tab, then this field defaults to your Current year previous period 2 date from the Periods tab of the Accounts Receivable Setup program. Invoices are aged according to the Invoice ageing method defined (Accounts Receivable Setup)
Use standard ageing columns	Use the standard ageing columns. If you do not select this option, then you can define the number of days to use for each ageing column. The standard ageing columns are: Current, 30 days, 60 days, 90 days, 120 day and 150 days+.
Column 1 - 5	Enter the number of days to use for each ageing column. These fields are only enabled if you did not select to use standard ageing columns.
Report ageing method	If your Invoice ageing method is By statement (Accounts Receivable Setup) and your ageing buckets are defined as 30 days each, then the maximum age of invoices calculated by the system is 210. If it is By aged statement, then the maximum age of invoices calculated by the system is 180. Refer to Invoice Ageing for information on Accounts Receivable invoice ageing. See also: Notes and warnings.
Statement	Select this to age invoices according to the last seven period end dates defined for your Accounts Receivable module. These dates were defined at the time of adding a company (Accounts Receivable Setup). The invoice date is used for ageing. An invoice is current if the invoice date is later than the last period end date.
Aged statement	Age invoices according to the last seven period end dates defined for your Accounts Receivable module. These dates were defined at the time of adding a company (Accounts Receivable Setup). The invoice date is used for ageing. An invoice is current if the invoice date is later than the penultimate period end date.
Invoice date	Age invoices according to the difference between the invoice date and the system run date. For 30 day ageing buckets, the ages would be: 0-29 days - Current 30-59 days - 30 days 60-89 days - 60 days 90-119 days - 90 days 120-149 days -120 days 150-179 days - 150 days 180+ days - 180 days and over
Invoice due date	Age invoices according to the due date of the invoice. This is calculated as the invoice date plus the days until due as indicated in the Invoice Terms table. The invoice remains current providing the due date is greater than the ageing date. For 30 day ageing buckets, overdue invoices are aged into the following columns: 1-30 days overdue 31-60 days overdue 61-90 days overdue 91-120 days overdue over 120 days Due date ageing does not affect the handling of future invoices. If you select to age the report By invoice due date, then the date and terms defined against the invoice are used to age the invoice. The terms defined against the customer are ignored (Customers).

Currency Options

These options only apply when the Foreign currency sales required option is enabled (Accounts Receivable Setup)

Field Description

Show values in

Indicate the currency in which to print invoice amounts on the report.

Option

Description

Local currency

Print the totals for foreign currency customers in the local currency equivalent.

When including Invoice details or Transaction details in the Credit Management report, the individual transactions are printed in the foreign currency of the customer. The totals are, however, printed in the local currency equivalent, because the report can be generated for a range of customers with different currencies. Each customer total could be for a different currency, so summing these totals into a grand total would not make sense.

Foreign currency

Print totals only for the specific foreign currency indicated in the Currency field.

Convert to local value at

These options are only available if you selected Local currency at the Show values in option.

Option	Description
At entry time	Select this to convert foreign amounts into local currency at the exchange rate applicable when the invoice was captured.
At current exchange rate	Select this to convert foreign amounts into local currency at the current exchange rate defined in the `Currency` table (Currencies)

Currency selection

Option

Description

All

Include all transactions regardless of the currency in which they were posted.

You cannot select this option if you selected Show values in - Foreign currency.

Single

Only print the value of transactions that were posted in a specific currency.

Indicate this currency in the Currency field.

Currency

Indicate the single currency for which to print transactions.

This option only applies if you selected to print transactions for a Single currency, or you selected to Show values in - Foreign currency.

Limits and Terms

These options enable you to include customers in the report based on the method of credit checking indicated.

Field Description

Customer selection by

Option	Description
All customers	Include all customers irrespective of the method of credit checking.
Limit checking	Include customers based on an amount by which they have exceeded their credit limit. You specify this amount at the Amount over limit field.
Terms checking	Indicate customers based on the number of days they have exceeded their terms. This can be performed using standard ageing or the actual days overdue.
Limit and terms checking	Include customers based on a combination of the criteria specified using the Limit checking and Terms checking options.
Minimum balance checking	Indicate customers whose balance exceeds the minimum balance amount entered at the Balance field.

Limit checking This only applies when Customer selection is by Limit checking or by Limit and terms checking.

Amount over limit / Over limit by Indicate the amount by which customers must have exceeded their credit limit for them to be included in the report.

Terms checking This only applies when Customer selection is by Terms checking or by Limit and terms checking.

Based on

Option Description

Standard ageing

Select this to determine the number of days that customers have exceeded their terms by the credit status and terms assigned to the customer.

This is performed by multiplying the customer's credit status by 30 and subtracting the customer's terms. This establishes the ageing bucket to which the customer is assigned.

For example: If the customer's credit status is 2 and the customer's terms are 30, then the calculation is performed as follows:

credit status x 30 (02 x 30 = 60)

result - terms (60 - 30 = 30)

In this example, if you enter a number in the range 0 to 29 at the Days over terms field, then this customer is included in the report.

Actual days

Select this to bypass the standard ageing method of selecting customers, and include only those who have exceeded their terms by the actual number of days specified at the Days over terms field.

This is performed by subtracting the customer's terms from the oldest invoice (in days). If the result is equal to or greater than the number of days overdue entered, then the customer is included on the report.

For example:

Customer terns are 30 days.

An invoice exists with a date of 1 October 20yy. The Balance function is run on 17 November 20yy. The highest number of days field on the Customer Master file is updated with 47 days.

When the customer terms are subtracted from this amount, the actual number of days that the customer's terms are exceeded is 17 (i.e. 47 - 30).

If you specified a number up to and including 17 at the Days over terms field, then this customer is included in the report.

Days over terms

Enter the number of days to use to determine whether customers have exceeded their terms.

This applies if you selected the option: Actual days overdue.

Include where credit not available

Include customers who are in a credit status of 9 (i.e. a manual hold has been placed on the account to suspend all credit for the customer).

This option only applies when Customer selection is by Terms checking or by Limit and terms checking.

Minimum balance checking This option only applies when Customer selection is by Minimum balance checking.

Balance Indicate the minimum balance. If a customer's balance exceeds this amount, then the customer is included in the report.

Customer account selection

Option	Description
All	Include all customers irrespective of their account balance.
Debit	Include only customers with a debit balance on their account.
Credit	Include only customers with a credit balance on their account.

Terms selection

Option	Description
All	Include all customers irrespective of the terms defined against them.
Single	Include only customers whose terms code matches the entry made at the Terms field.

Terms Indicate the single terms code for which to include customers in the report.

Other Options

These options enable you to indicate additional criteria according to which customers are selected and additional information that you may want to include on the report.

Field

Description

Credit narrations selection

Option	Description
Include	Select this to include credit narrations in the report.
Exclude	Select this to exclude credit narrations from the report
Follow-up date selections	Select this to include customers in the report based on their follow-up date.

Follow-up date selection

Indicate the customers to include in the report based on the follow-up date.

Customer on hold selection

Option	Description
Include customers on hold	Select this to include customers whose accounts are on hold in the report.
Exclude customers on hold	Select this to exclude customers whose accounts are on hold in the report.
Only customers on hold	Select this to include only customers whose accounts are on hold in the report.

Include

Zero balance customers

Select this to include customers whose balance is zero for the month you selected to generate the report.

You must select this option if you want to balance the MTD activity value, at company or branch level, to the MTD values displayed by the AR Company Control Balances program.

See Coding considerations in Notes and warnings

Future invoices

Select this to include future invoices in the report.

Future invoices are those with an invoice date ahead of the ageing date you entered for the report, but which were posted in the current or a previous month.

Zero balance current invoices

Select this to include zero balance invoices that became zero in or before the month you selected to generate the report.

When you enable this option, you must also enable the option: Zero balance customers.

See Coding considerations in Notes and warnings

Post dated checks

Select this to include post dated checks in the report. Voided post dated checks are excluded unless you specifically include them by enabling the Include void PD checks option.

Retained invoices

Select this to include retained invoices in the report.

Retained invoice are zero value invoices which have been retained for more than one month.

Include void PD checks

Enable this to include voided post dated checks in the report. This only applies if you selected to include Post dated checks.

Output Options

These options enable you to apply a theme to the report and to define multiple output destinations for the report once it has been compiled (SRS Output Options).

Report Details

The total in brackets ( ) indicates the average number of days that invoices are overdue for the customer. This is calculated as: the sum of the days overdue for each of the customer's invoices, divided by the number of invoices that are overdue.

The Amount column prints the original invoice amount. The Ageing columns include all transactions (adjustments, debit and credit notes posted to the invoice).

You need to select the option: Include transaction detail if you want the invoice amount plus all the transactions to add up to the ageing.

To balance the Summary Credit Management and Credit Management reports when you have Future invoices, you need to either select the Include future invoice totals option in the Summary Credit Management report and select the Future invoices option in the Credit Management report or deselect these options in both reports.

Notes and warnings

Coding considerations

Zero balance customers
- Zero balance customers are always included in the report when Future invoices exist against them. This is irrespective of whether you selected to include Future invoices and/or Zero balance customers.
- If you have foreign currency customers and you do not include zero balance customers, then the ageing totals on the report may not agree with the control balance totals.
  
  This happens when a foreign currency customer's balance is zero in the foreign currency, but non-zero in the local currency (e.g. there is an invoice and credit note for the same foreign value, but the exchange rates differ and they have not been offset against each other).
- You must include zero balance customers if you enabled Zero balance current invoices, otherwise customers whose balance became zero in the current month due to a payment or an adjustment are excluded from the report.

Ageing headings

If you are using the Number of days fixed terms code(AR Invoice Terms) and you defined ageing buckets other than 30 days or 7 days, then you need to customize the report to display the headings you defined in the AR Terms Ageing Headings program for the customer totals. The AR heading elements are available in the schema and may be used to customize the report.

Error messages

The following error messages could be displayed:

Invoice balance error

This indicates that the total invoice transactions printed for the customer does NOT equal the customer balance held on file.

This can be caused when there was a system problem when posting the transaction (e.g. a power failure or a technical problem) and the transaction was posted but the customer balance was not updated or vice-versa.

You need to run the Balance function of the AR Period End program to correct this. The AR Period End balance function accumulates the transaction values and changes the customer balance to match the total of the transactions.

Alternatively, the report was printed by branch and a customer has transactions allocated to more than one branch. The customer is repeated for each branch with the applicable transactions for each branch, but the balance held for the customer on file is the total for all the branches, therefore the total calculated at branch level is different to that held on file.
Customer branch balance variance

This only applies if the report is generated in Branch sequence and the Branch selection by option is set to Invoice. It indicates that the customer balance does not equal the total of the invoices for that branch.