Accounts Receivable > Reports > Credit Management

Credit Management

You use this program to produce a list of selected customers against whom specific credit control action is required.

Report Options

Field Description
Report as of The 'as of' date is taken from the Ageing date entered on the Ageing Options tab.
OptionDescription
Current periodSelect this to generate the report as of the current month.
Previous period 1Select 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 Payable Setup program.

Previous period 2Select 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 Payable 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 the sequence in which to generate the report.

The following sequences are available:

  • 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.
[Note]

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

OptionDescription
InvoiceSelect this to use the branch defined against the transaction for the report.
CustomerSelect 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 (AR Customer Maintenance) in the report.

Selection criteria

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

Ageing Options

Field Description
Ageing options These options enable you to 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 Payable 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 Payable Setup program.

Invoices are aged according to how you have defined your invoice ageing method (Accounts Receivable Setup - General tab)

Use standard ageing columns Select this to 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 You use these fields to 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 - General tab), 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.

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, and are accessible on the Periods tab of the Accounts Receivable Setup program.

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

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, and are accessible on the Periods tab of the Accounts Receivable Setup program.

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

Select this to aged invoices according to the difference between the invoice date and the system run date as follows:

  • 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

Select this to 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 will remain current provided that the due date is greater than the ageing date.

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 (AR Customer Maintenance - Basic tab).

Currency Options

[Note]

The options on this tab page only apply if you selected the setup option Foreign currency sales required (Accounts Receivable Setup - General tab).

Field Description
Show values in This option enables you to indicate the currency in which you want to print invoice amounts on the report.
OptionDescription
Local currencySelect this to print the totals for foreign currency customers in the local currency equivalent. The individual transactions are still printed in the foreign currency of the customer.

The reason that the totals are printed in the local currency equivalent is that the report can be generated for a range of customers with different currencies. If the totals were printed in the customers' currencies, then each total could be a different currency and the grand total would not make sense.

Foreign currencySelect this to print transaction details and totals for a specific foreign currency only. You indicate the currency 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.
OptionDescription
At entry time rateSelect this to convert foreign amounts into local currency at the exchange rate applicable when the invoice was captured.
At current exchange rateSelect this to convert foreign amounts into local currency at the current exchange rate defined in the Currency table (Currencies).
Currency selection
Option Description
All

Select this to include all transactions regardless of the currency in which they were posted.

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

Single

Select this to only print the value of transactions that were posted in a specific currency.

You indicate this currency in the Currency field.

Currency

Indicate the single currency for which you want to print transactions.

This option 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 Select this to include all customers irrespective of the method of credit checking.
Limit checking Select this to 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 Select this to include 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 Select this to include customers based on a combination of the criteria specified using the Limit checking and Terms checking options.
Minimum balance checking Select this to include customers whose balance exceeds the minimum balance amount entered at the Balance field.
Customer account selection
Option Description
All Select this to include all customers irrespective of their account balance.
Debit balance Select this to include only those customers with a debit balance on their account.
Credit balance Select this to include only those customers with a credit balance on their account.
Limit checking This option is only available if you defined Customer selection by Limit checking or by Limit and terms checking.
Over limit by Indicate the amount by which customers must have exceeded their credit limit for them to be included in the report.
Minimum balance checking This option is only available if you defined Customer selection by Minimum balance checking.
Balance This indicates the minimum balance. If a customer's balance exceeds this amount, then that customer is included in the report.
Terms selection
Option Description
All Select this to include all customers irrespective of the terms defined against them.
Single Select this to select only those customers whose terms code matches the entry made at the Terms field.
Terms This indicates the single terms code for which you want to include customers in the report.
Terms checking This option is only available if you defined Customer selection by Terms checking or by Limit and terms checking.
Based on
Option Description
Standard ageing

Select this if you want the number of days that customers have exceeded their terms to be determined 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 overdue

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: If an invoice is held on file (against a customer with terms of 30 days) with a date of 1 October 1998 and the balance function is run on 17 November 1998, the highest number of days field on the customer master file is updated with 47 days. If the terms are then subtracted from this amount, the actual number of days that the customer's terms has been exceeded is 17. If you specified a number up to and including 17 at the Days over terms field, then this customer is selected.

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

You can only access this field if you selected either the Terms checking or Limit and terms checking options at the Customer selection by field.

This enables you to 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).

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.

[Note]
  • 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 At a Glance - Accounts Receivable program.
  • If you have foreign currency customers and you do not select this option, 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 rate differs and they have not been offset against each other).

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.
Post dated checks Select this to include post dated checks in the report.
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.

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.

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).

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.