Supplier Age Analysis and Remittance Advices
The Supplier Age Analysis (SAA), also known as Creditors Age Analysis, helps organisations manage their payments to suppliers. Its columns are divided into date ranges: current, 30, 60, 90, 120 and 180+ days. The ranges follow calendar months, not a fixed number of days.
Credit limits appear on the age analysis, and a setting lets you show Work in Progress.
A transaction appears on the age analysis once its header status is an accounting status (a status with the accounting checkbox checked).
The Supplier Detailed Ledger can be accessed from the supplier age analysis but is a separate module.
Settings
These settings affect which transaction totals are included on the Supplier Age Analysis.
| Setting | Setting Name | Description |
|---|---|---|
| Transaction Setting > Settings (tab) | Accounting > Enable Accounting | Supplier Invoices and Debit Notes must have accounting enabled to appear on the age analysis and ledger. |
| Transaction Setting > Settings (tab) | Accounting > Sum Active Transactions to Work in Progress in Supplier Age Analysis | Add the setting to the applicable Transaction Types (e.g. Purchase Orders). The checkbox in the Value column must be checked. If a transaction has a status that falls in the Active group, the transaction appears on the Supplier Age Analysis as WIP. This feature helps organisations manage their credit limits. Do not check the setting for transactions that automatically appear on the Supplier Age Analysis, because the amounts are duplicated. All transactions that post to the ledger and a supplier account automatically appear on the age analysis. |
| Transaction Setting > Status (tab) | Accounting | Transactions are included in the Supplier Age Analysis only when they are in an Accounting status (that is, the checkbox in the Accounting column is checked for the applicable Status). |
Interface Explained
Buttons Explained
| Button | Description |
|---|---|
| View | Shows the entries that match the selected filters. |
| Arrow on View Button | Reset Data Filter: Resets all the data filters. |
| Output | Prints, previews or emails the output if Output Templates are set up for the module. Export: Exports the list in .xlsx, .htm or .csv format. Supplier Remittance Advices are normally one of the templates and are emailed from the age analysis. To email several suppliers at once, select their rows (Ctrl + left-click or Shift + left-click), then select Email and a template:
Supplier ledgers have different output options. |
| Menu | Views Settings |
Filters Explained
- The start date applies to remittance advices and the ledger. It has no effect on the age analysis.
- The end date is the date for which the age analysis is generated.
- The age analysis dates are transferred to the ledger. However, any changes to the dates on the ledger are not transferred to the age analysis.
| Filter | Description |
|---|---|
| Set | Select a date option from the dropdown list:
|
| Navigational Arrows | Adjusts the date forwards or backwards. |
| Date … to … | Set your own dates (depending on the selection under Set). The To date defaults to today. |
| Entity | Select All or a specific entity from the dropdown list. |
| Show All | Checkbox. If checked, shows all the suppliers, even those with zero balances. |
| Local Currency | Checkbox. If checked, converts all the values to local currency. |
Fields Explained
| Field | Description |
|---|---|
| ID | The system-generated number for the entry. |
| Status | The supplier’s status. |
| Supplier | The supplier’s name. |
| Code | The supplier’s code. |
| Contact | The supplier’s Accounting contact person. |
| Terms | The supplier’s terms. |
| Currency | The supplier’s currency. |
| Credit Limit | The supplier’s credit limit. |
| Overdrawn | The sum of WIP and Total Amount Outstanding that exceeds the Credit Limit. |
| W.I.P. | The total value of Work in Progress as per the setting. |
| Total + W.I.P. | The total amount outstanding plus the work in progress. |
| 180+ days | The amount outstanding for six months or more based on the To date. |
| 150 days | The amount outstanding for five months based on the To date. |
| 120 days | The amount outstanding for four months based on the To date. |
| 90 days | The amount outstanding for three months based on the To date. |
| 60 days | The amount outstanding for two months based on the To date. |
| 30 days | The amount outstanding for one month based on the To date. |
| Current | The amount that represents transactions in the current month. |
| Unallocated | The transactions not allocated to each other. |
| Total | The total amount outstanding. Negative amounts (e.g. overpayments, debit notes) appear in red. |
 | A context menu (also opened by right-clicking the entry) with the following options:
|
Remittance Advices
- Below is an example of the included template.
- A Remittance Advice is generated by clicking Output (button).
- The template can be added to Supplier Invoices, where it includes only a single invoice.
- If added to the Supplier Age Analysis, it shows all the transactions as per the selected date ranges.
- When generating remittance advices, an entity must be selected because the heading, bank details and logo are picked up from the entity’s records.
- Remittance advices are printed or previewed one at a time, but you can email them to several suppliers at once: select their rows before you select Output (button) > Email. Before Ver 2.5.0, remittance advices had to be generated one at a time.
