The debtors report is designed to show any/all invoices that have an outstanding balance on them. To open the Debtors report, click on the Debtors menu option in the Finance menu group. This will open the report with some default settings as per the example below:
As at Date: This will default to the current date but can be changed. Any invoices raised after this date will be ignored and the age of the invoice will be calculated against this date.
To: This allows the report to be restricted to the following options:
A specific company or agent
Only companies or agents
Only casual invoices (not made to pre registered companies or agents)
Unissued: If ticked, it will include all applicable invoices whether or not they have had an issue date and status entered. If not ticked, then only those applicable invoices that have been given an issued status will be included. Note that issued is a status used to notify that an invoice has been issued to its intended debtor.
Order By: The default will be by invoice date in reverse date date order. If set to Debtor name then it will list all invoices in debtor name order then by reverse invoice date order. It will subtotal the amounts for each debtor and provide a report total at the end of the report. See screen example below:
Overdue: This filter defaults to ‘All’ meaning that all invoices with an outstanding balance will be displayed. If set to ‘Current’ then only those that have payments owing that are not overdue will be listed. If set to 1+ days, it will list all invoices that have overdue payments between 1 and 29 days. If set to 30+ days then this will apply to overdue payments between 30 and 59 days. If set to 60+ days then this will apply to overdue payments between 60 and 89 days. Ifs set to 90+ then this will apply to payments overdue by over 90 days.
Once the filters are set, clicking the Search button will retrieve the results.
Report Fields & Columns:
The fields listed in the report are as follows:
Inv No - the invoice number
Inv Date - the date the invoice was created
Due Date - the date payment is/was due.
Issued Date - the date the invoice was sent to the debtor
Invoice To - the name of the company, agent or individual who is the debtor.
Crnt - If an amount is shown in this column, the amount is the payment due by the due date which has not yet been reached.
1+ - As for Crnt but the required payment is between 1 and 29 days overdue.
30+ As for 1+ but the required payment is between 30 and 59 days overdue.
60+ As for 30+ but the required payment is between 60 and 89 days overdue.
90+ As for 60+ but the required payment is overdue by 90 days or more.
Tot Bal - the total amount owing on the invoice.
Age - the actual number of days overdue. Invoices that are current will have a blank in this column.
View / Print Statements
If the View/Print button is clicked, it will open a window and display the statement of one or more debtors depending on the selection criteria that was set in the previous screen. This is in the format that the debtor will receive if the statement is emailed to them. The view/print function is therefore a means of checking the accuracy of the statements before they are emailed. A sample is shown below (note that this example is not showing the company logo that would normally appear at the top):
Clicking the email button will launch the following window:
As in the message at the top of this window, the email functionality is designed to be used with companies and agents only - not casual debtors. So even if the screen that calls this is showing outstanding invoices for casual debtors, they will not be sent an email statement.
Note that this window will send either one or as many statements as shown on the previous screen so all statements can be sent in one go. In order to check this process, the screen shows a Trial Email Only field. Enter your own email into this field and the statement or statements will be sent to this address. If left blank the statement will be sent to email of the debtor.
Prior to sending the emails, the subject and/or message fields can be updated.
To email the statements, click the send button.
Clicking the Export button will open a window to enable you to export the data as a csv file. This export will contain the same records that is shown in the screen that opened it but there will be a number of extra fields that are included that could not be included in the screen report.