Debtor Reports

From aeonscope

Contents 1 Invoice Reports 2 Credit Note Reports 3 Uninvoiced Jobs 4 Debtor Receipt Reports 5 Debtor Statements 5.1 Debtor Statement Report 5.2 Debtor Trial Balance Report 5.3 Overdue Debtor Report

Invoice Reports

Detailed instruction on Invoice reports can be found in the Invoicing Reports article on the Debtors page.

Credit Note Reports

Detailed instruction on Credit Note reports can be found in the Credit Note Reports article on the Debtors page.

Uninvoiced Jobs

To generate a list of all Scheduled Service and Work Center Service Jobs that have not been invoiced use the Uninvoiced Jobs report. This reporting tool can be accessed via the aeonscope icon in the taskbar, selecting Debtors → Reports → Uninvoiced Jobs.

To see all the Uninvoiced jobs for a particular time period, eneter a date range in the Date... field. Click the Preview button to generate a list of all the uninvoiced jobs for that period. Note: this report will not include uninvoiced Resale items.

This report can be narrowed for more specific information in several ways:

• to a specific Debtor - by typing a Debtor code into the Code field, or using the Search/Lookup button to the left of the field to search for a specific Debtor. Click on the Preview button to generate the report.
• to a specific department or group of departments within your company - in the Select Departments field type the department codes, separated by a comma. If you do not know the department codes, use the List button to launch the List of Departments window. Use the Search/Lookup button to locate the Department record, then add the Department to the list by pressing the Add button. Continue until you have the list of Departments you wish to base the report on. Click OK in this window to retutn to the Uninvoiced Report window. Click the Preview button to generate the report.

• to a specific Work Center of group of Work Centers within your company - in the Select Work Centre field type the Work Centre codes, separated by a comma. If you do not know the work centre codes, use the List button to launch the List of Work Centeres window. Use the Search/Lookup button to locate the Work Centre record, then add the Work Centre to the list by pressing the Add button. Continue until you have the list of Work Centres you wish to base the report on. Click OK in this window to retutn to the Uninvoiced Report window. Click the Preview button to generate the report.
• to Job Status. To restrict the report to Jobs flagged with a particular Status use the Select Completed Job Status, Select On Hold Job Sttus and/or Select Cancelled Job Status dropdown menus. If no selection is made the report will look for all Job status'. Click the Preview button to generate the report.

Debtor Receipt Reports

Detailed instruction on Debtor Receipt Reports reports can be found in the Debtor Receipt Report article on the Debtor Payments page.

Debtor Statements

Debtor Statement Reports can be used in several ways:

• to generate a report of all the financial activity for a Debtor over a specific time period; to be printed out on your companys letterhead, with a remittance advice slip.
• to generate a list of balances for a Debtor - their amounts overdue by 7, 30, 60 etc days
• to generate a list of all Debtors with overdue accounts

The Debtor Statements report can be accessed via the aeonscope menu, selecting Debtors → Statements. This will open the DR Statements window.

Debtor Statement Report

The Debtor Statement report generates an overview of all the financial activity for a Debtor over a specific time period. This report is designed to be printed out on your companys letterhead and posted to the Debtor. The printout inclides a remittance advice slip, and the address of the Debtor is formated to take advantage of windowed envelopes.

1. Select Statement Report from the Select Report drop down menu.
2. Enter the Debtor Code in the Code field, or use the Search/Lookup button to locate the Debtor record in the aeonscope database. If you wish to generate statements for all Debtors with overdue balances leave this field blank.
3. In the Select Date for Report field enter the date you wish to include in the report. The report will include all transactions up until this date. For information on dates and date shortcuts please refer to Date Fields.
4. The Suppress Zero Balance checkbox will prevent Statements being created for Debtors with a balance of $0.
   
5. Click on the Preview button to generate the report.
   
   The report will include the Credits for the 30 days previous to the Report date and any outstanding invoices. The report includes amounts overdue by 90, 60 and 30 days, as well as a Current balance and any amounts that have been received but not allocated towards an Invoice.
6. To print the report click on the button.

Debtor Trial Balance Report

The Debtor Trial Balance report is used to generate a list of overdue balances for a Debtor, listed in increments determined by their Credit agreement with your company. To assist with following up overdue accounts the Debtor Trial Balance report also includes contact telephone numbers for the Debtors listed.

1. Select Debtor Trial Balance from the Select Report drop down menu.
2. Enter the Debtor Code in the Code field, or use the Search/Lookup button to locate the Debtor record in the aeonscope database. If you would like a list of all Debtors with overdue accounts leave this field blank.
3. In the Select Date for Report field enter the date you wish to include in the report. The report will include all transactions up until this date. For information on dates and date shortcuts please refer to Date Fields.
4. The Suppress Zero Balance checkbox will prevent Debtors with a $0 balance from being included in the report.
   
5. Click on the Preview button to generate the report.
   
   The report lists Debtors according to their Credit terms. Debtors with 7 day payment terms are listed first, followed by Debtors with terms of 30 days, 1 month, 60 and 90 days. The report is divided into the following columns:

• Amount - the total amount overdue
• Unallocated - amounts debted or payments recieved that have not been allocated to a specific invoice. If there is a minus symbol (-) in front of the amount, this indicates a credit rather than a debt.
• Current - the amount overdue in the last credit period. ie: if the Debtor has 7 day payment terms this amount is past due by 1 - 13 days.
• Period 1 - Is a time period of twice the Debtor's terms. ie: if the Debtor has 7 day payment terms the amount in this column is overdue by 14 days, for 30 day payment terms the amount is overdue by 60 days, etc.
• Period 2 - Is a time period of three times the Debtor's terms. ie: if the Debtor has 7 day payment terms the amount in this column is overdue by 21 days, for 30 day payment terms the amount is overdue by 90 days, etc.
• Period 3 - The amount in this column is overdue by more than 3 times the Debtor's terms of credit.

To print the report click on the button.

Overdue Debtor Report

The Overdue Debtor Report will provide a list of all Debtors with overdue invoices. This report includes the date the Invoice was created, the date due, amounts outstanding, any unallocated credits and also all available contact information for the Debtor.

1. Select Overdue Debtors from the Select Report drop down menu.
2. Enter the Debtor Code in the Code field, or use the Search/Lookup button to locate the Debtor record in the aeonscope database. If you would like a list of all Debtors with overdue accounts leave this field blank.
3. In the Select Date for Report field enter the date you wish to include in the report. The report will include all transactions up until this date. For information on dates and date shortcuts please refer to Date Fields.
4. Click on the Preview button to generate the report.