Supplier Age Analysis

Overview

  • Use the Supplier Age Analysis to manage Creditors (Payables).
  • The Default View lists all the outstanding accounts with totals for each 30-day interval.
  • The Transaction View displays all the outstanding invoices.
Navigation

Main Menu > Accounting > Supplier Age Analysis

Settings

User Settings

Navigation

Main Menu > Office > My Organisation > Double-click to open a Staff File > Settings (tab)

Note

The defaults are the values for new databases and new users. Your database may have different values.

Setting Description Default
Accounting: Supplier Age Analysis - Access AllowedYes or No.No
General: Batch Updates - Access Allowed
  • Yes or No.
  • A general setting that applies to all batch updates, and not specifically to the Supplier Age Analysis.
No

General Settings

Navigation

Main Menu > Setup > Accounting > Settings (tab)

Setting Description Default
Maximum amount allowed to clear on Age Analysis
  • Enter an Amount
    • This feature lets you automatically write off small outstanding debts.
    • If the amount changes, you must restart BOS Professional before transactions can be cleared.
1

List View

Info

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

Navigation

Main Menu > Accounting > Supplier Age Analysis

Buttons Explained

Button Description
ResetResets the Data Filters to default.
ViewGenerates a report according to the selected data filters.
Output
  • Outputs PDF documents.
  • Options include Print, Preview & Email.
Actions
  • Batch Update: Updates all the selected fields when Update (button) is clicked. The options are:
    • Credit Limit
    • Status
    • Terms
Menu
  • Default: Displays a conventional age analysis showing each supplier's balance.
  • Transactions: Displays a list of all the outstanding transactions in date order.
  • Export
    • Email Excel
    • Export Grid
  • Layout
    • Save Grid
    • Save Grid (All Users)
    • Restore Grid
    • Restore Default Grid (All Users)

Data Filters Explained

Filter Description
SetSets a specific period such as Today, This Month, This Year or Fin Year.
← →Adjusts the date in the direction of the arrow.
DateLets you refine the date selection.
PeriodsCheckbox to calculate the ageing on Accounting Periods and not calendar dates.
All AccountsCheckbox to include all Supplier accounts, even those with zero balances or no current transactions.
Local CurrencyShows all the outstanding amounts in local currency.

Fields Explained: Default View

Field Description
Field Chooser (*)Lets you add or remove columns.
AccountThe name of the supplier.
ActiveA checkbox. Checked if the supplier is Active.
Category
  • The Category selected for the supplier.
  • The Category field could indicate the industry the supplier is in or the type of product or service they offer.
Acc NoThe supplier's account number.
CurrencyThe Currency in which invoices and other documents are issued.
TermsThe supplier's terms.
Credit Limit
  • The credit limit set by the supplier.
  • If a credit limit is entered, this field is highlighted when the Orders or Amount Due exceeds the credit limit.
OverdrawnThe outstanding amount that exceeds the credit limit.
OrdersThe value of orders on hand (e.g. Purchase Orders).
Total + Orders
  • The amount outstanding added to the value of current orders.
  • If a Credit Limit is assigned by a supplier, this field is highlighted when the Orders or Amount Due exceeds the credit limit.
Columns for Days OutstandingColumns are available for:
  • 1 year
  • 120 days
  • 120+ days (default)
  • 150 days
  • 180 days
  • 2 years
  • 2+ years
  • 30 days (default)
  • 60 days (default)
  • 90 days (default)
CurrentThe current amount due.
UnallocatedDisplays a total of payments or debit notes that are not allocated to invoices.
TotalThe Total Amount due to the supplier.
Menu (...)A submenu that lets you:
  • Open Supplier: Opens the supplier record.
  • Supplier Summary: Displays a summary of the supplier's account and activity.
  • Detailed Ledger: Opens the supplier's Ledger Account.
  • Transactions Ageing: Displays the outstanding transactions for the supplier.

Fields Explained: Transaction View

Field Description
Field Chooser (*)Lets you add or remove columns.
Trans IDThe system-generated transaction number.
StatusThe Status of the transaction.
Ledger IDThe system-generated ledger number.
TransA code indicating the source Entry Type (e.g. SI for Supplier Invoice).
No.The document number (e.g. Invoice number).
DateThe transaction date.
Due DateThe transaction's due date.
CompanyThe name of the supplier.
ContactThe supplier's Contact person.
ReferenceThe transaction's reference.
TermsThe supplier's terms.
SP No.The Supplier Payment number.
SP DateThe Supplier Payment date.
CURThe supplier's currency.
TotalThe total outstanding amount.
AgeingThe number of days the amount is Outstanding.
OverdueThe number of days the account is overdue.
Columns for Days OutstandingColumns are available for:
  • 150+ Days
  • 150 Days
  • 120 Days
  • 90 Days
  • 60 Days
  • 30 Days
OutstandingThe total amount outstanding.
Menu (...)
  • Open Transaction in Ledger
  • Open Supplier Payment

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