Discussed earlier in conjunction with the Credit Control Manager, the option to update the saved aged analysis values on payment entry can be used even when not using the Credit Control feature.
The Sales Ledger allows the option to calculate the aged analysis of the outstanding transactions for an account – showing the amount overdue by 30, 60, 90 days, etc. These values are available for enquiry, via the Ledger Enquiry, or on a report, the Aged Debtors report, but are not recorded on the database.
An existing feature allows you to run a routine (say) once a day to record the aged analysis values against the account record. These details then become available for use in reports or Word documents, and for use in selection criteria.
Up to now these values have only been updated when running the Save Aged Analysis routine – a process which requires exclusive locks on the accounts and transaction files and relies on operators to keep it up to date. In a fast moving business, generation of new invoices are unlikely to have an impact on your debtor chasing processes but the failure to update these details for a payment may result in you chasing a customer for money they have already paid – sometimes not a good customer relations move!
This new feature allows, on entry of the payment and allocation via either the Sales Ledger or Cashbook, to update the saved aged analysis details on an account based on the current outstanding transactions. You will still need to run the ‘Save’ process – as invoice, credit generation will not update these details – but the timing on the rebuild of these values is no longer as critical due to credit terms.
The Sales ledger System Profiles has a new prompt on Screen 1 to update the saved aged analysis.
Update saved aged analysis on receipts – set to update the saved aged analysis data items on entry of a payment transaction (in Sales Ledger) or a receipt transaction (in Cashbook).
Article ID: 326
Created On: Wed, Jun 13, 2012 at 2:44 PM
Last Updated On: Mon, Jun 19, 2023 at 4:37 PM
Online URL: https://kb.datafile.co.uk/article/update-saved-aged-analysis-on-payment-entry-s-l-only-326.html