The Aged Debtors section is used to review the age of a company profile's debt and to generate account statements. The screen lists all the companies with debt at the property, showing their Global Credit Limit, Balance and whether that balance is a Current Balance or has become an Aged Debt. You can then review each company's detailed record of all transactions, known as the debt Ledger.
β οΈ Important: A company can only be a debtor if the credit facility has been assigned in the Company Profile.
You can also correct common Aged Debtor ledger issues, using our guides:
Navigate to Aged Debtors
To access the Aged Debtors within your system, navigate to Accounting, Company, then select Aged Debtors.
Aged Debtors
The aged debtors screen shows details of the debtors, including:
Company Ref β Select the hyperlink to navigate to the ledger to review a detailed record of all transactions for that company.
Description β Name of the Company.
Global C/L β Displays the global credit limit for the company.
Balances β Shows per company with a summary of totals at the bottom of the list.
Age of Debt - Displays the age of the debt from current not aged debt to overdue by 30+, 60+, 90+, 120+ days.
Totals - At the very bottom of the page, you can see a total of all aged debts.
Search and display options
Use the following filter options to customise your view:
Company Ref or Company Name β Search for a specific company using one of these fields.
Display By β Order the results by company name or reference.
Show Zero Balances - Includes companies that do not have a balance. Tick this option and press Refresh to show all companies, including those without any balances.
View Global Balances - Accumulates the balances per property and shows a combined total for the company. This is only applicable if you have more than one property. When a property is part of a group, tick the box and then refresh to see the entire Aged Debtor Balance for the group.
Accumulate Subsidiaries β When selected, rather than show all the subsidiaries independently, they will be accumulated into the parent account, and all totals are combined. This groups the Subsidiary Company profiles under their parent Company profile to show one balance.
View - The View button on the far right allows you to print the Aged debtors list as it appears on the screen.
Select from and to - Select a range of debtors by choosing a start and end point. Click Execute to select all debtors between and including those points.
Batch Printing Options
To use Batch Printing, follow the steps below:
Select companies from the list of Aged Debtors.
Choose what information to display on the statement, selecting from: Total balance, Current, 30+, 60+, 90+, 120+ days.
You can then select:
Email: to send the statement via email to the selected company's Accounts Payable email.
Note: You can check the Accounts Payable email address under Options within the Company profile or within the Accounts Payable section of the ledger.
View: to batch print, download or email a document with all of the statements.
View a Ledger
From the list of Aged Debtors, click on the Company Ref hyperlink to access the individual company ledger.
The screen is divided into two tabs:
Account Status tab
Shows the credits and debits with debit invoices and credit invoices against that account. A balance appears at the top of the screen showing the current and aged debt totals.
Search and Display Options:
Basic Search β Click on the wording Basic search to open up an Advanced Search screen allowing you to search in more detail for invoices within the ledger, including by invoice number, booking ref and statuses.
Display - Select to display either Credits and Debits separately or in a combined view.
Zero Balances β Tick this box to show invoices that have been fully paid or payments that have been fully used and are now at a zero balance, then click refresh
Debit Transactions
When the display order Split is selected, debit transactions are shown in the top half of the screen and credit transaction in the bottom half. Each debit transaction has its own line showing details regarding that transaction, with the corresponding information beneath the columns. Click on Tracking on the far right to see the transaction on that invoice and reprint the invoice from this screen. You can also reassign the invoice to another account in the sales ledger and unallocate any payments or credit notes applied to the invoice.
Credit Transactions
Each credit transaction has its own line showing details regarding that transaction. On the far right, three options may be available:
Adjust β Adjust a payment only if you have placed the incorrect value and need to change the amount. Payments which can be adjusted and have not yet been adjusted will show this option.
Allocate β Assign the payment or credit note to an invoice. Credits can be matched in full, or part matched.
Tracking β View the credit transaction and which invoice it has been applied to. You can also print and unallocate from here. If no payments have been made to the invoice, you can re-assign the invoice to a different Aged Debtor if required. The tracking window is divided into:
Tracking Records: From here you can track payments which have been made to the invoice. These will display information such as: time and date stamp, status type, operator code, movement, debit ID, Debit Balance, Credit ID and Credit Balance.
Source Records: Below the Tracking Records, the Source Records show where the transaction source originated. The information displayed here details the Operator Code, Time and date stamp, for date, Analysis Code, Description, Room Pick, Folio ID, Gross, Quantity and Total.
At the bottom right of the screen you have a number of options, including:
View β Print, download or email the statement for the account.
Invoice β Create a manual invoice on the account. Once selected, it will populate the description box displayed (what is written here displays on the ledger statement). Select add to raise individual charges against the relevant analysis code for your invoice and type in the amount. Once all charges have been raised, select Create Document to raise your invoice.
Credit β Create a manual credit note for the account. Once selected, it operates the same way as an invoice but with a credit note, the amount will automatically minus in the background to deduct the amount.
Payment β Put a payment onto the account and allocate it at a later stage.
Pay / Allocate β Put a payment onto the account and allocate immediately to one or more invoices at the same time.
Edit Company β Edit the company profile details.
Create to do β Create to do notes for the account.
Back β Takes you back to the main Aged Debtors screen.
Learn more about Payment and Pay/Allocate in our article: Add payments to a ledger via Aged Debtors.
Chase Activity tab
This is where you can record any chase activity or steps you have taken to request an overdue payment from a debtor.
When Chase Activity tab is selected, the most recent chase activity is displayed. Use the Start and End Dates at the top of the screen to view Chase Activity for a specific date range, then click Refresh to view on screen.
Next Chase Date can be set in the bottom right of the screen, this is visible within this page but does not generate a notification to users.
Click Add Activity in the bottom right of the screen, to add a note to the Chase Activity tab.