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Invoice Analysis

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To view data on the Invoice Analysis tab, the user must have a security profile linked to the function External Organisation Invoice Analysis

with an access allowed of Inquire.

 

On this tab the following fields can be viewed:

 

Settings

 

hmtoggle_plus1Apply

After a selection was made that should be used for the selected External organisation.  This button will save the setting.  All changes that were made after the settings were set, can be saved by using this Apply button.

 

Creditors

 

hmtoggle_plus1Aging By

Capture Date

Should you regard all invoices received/issued within a month, to start aging on the invoice capture date, select the option Capture Date.

 

Invoice Date

Should you regard all invoices received/issued within a month, to start aging on the date the invoice was printed, select the option Invoice Date.

 

For creditor invoices, it will assume the invoice date entered on the creditor invoice as the invoice date.

 

Line Creation Date

Should you regard all invoices received/issued within a month, to start aging on the date the invoice line was created, select the option Line Creation Date.

hmtoggle_plus1Day Of Month

When the option "Specific Day of Month" is selected as the method, this spinner control is enabled, and defaults to the value of Invoice Age Analysis Day of Month on System Configuration.  The user can specify the actual day to be used using this spinner control.

 

It can have a minimum value of 1 and a maximum value of 28.

hmtoggle_plus1Method

Invoice Age Analysis groups invoices into "age periods" as defined on System Configuration.

 

The purpose of the age analysis option is to specify the method according to which the age of the invoice is determined, which will have an effect on the "age period" into which an invoice will be grouped.  This field will default to the option selected in Invoice Age Analysis Default on System Configuration.

 

 

Calendar Month End Date

 

Should you regard all invoices received/issued within a month, to start aging on the last day of the month, select the option Calendar Month End Date.

 

All invoices, irrespective of the actual invoice date will therefore be assumed to have an invoice date equal to the last calendar day of the month during which it was invoiced.

 

 

Financial Month End Date

 

Should you regard all invoices received/issued within a month, to start aging on the last day of the month, select the option Financial Month End Date.

 

All invoices, irrespective of the actual invoice date will therefore be assumed to have an invoice date equal to the financial month end of the month in which it was invoiced.

 

 

Specific Day of Month

 

Should you regard all invoices received/issued within a month, to start aging on the last day of the month, select the option Specific Day of Month.

 

When this option is selected, the "Day of Month" spinner is enabled and defaults to the value specified in Invoice Age Analysis Day of Month on System Configuration.  The spinner allows you to specify any value between 1 and 28.  All invoices, irrespective of the actual invoice date will therefore be assumed to have an invoice date equal to the specified day of the month.

 

Use Date As Is

 

Should you regard an invoice received/issued to start aging on the actual invoice date, select the option, Use Date As Is. The actual invoice date depends on the Aging By setting used.

 

All invoices will be individually aged according to their actual invoice date.

hmtoggle_plus1Purchase Orders

When checking "Purchase Orders" as the source of creditor invoices, the function will select all the creditor invoices of the selected organisation, where the source on the invoice line link references a purchase order line.

 

If this option is selected, the function will only allow the user to specify a specific purchase order number.

 

This option can be selected in conjunction with the field "Service Requisitions" as the source.

 

RELATED TOPIC: Creditors

hmtoggle_plus1Service Requisitions

When checking "Service Requisitions" as the source of creditor invoices, the function will select all the creditor invoices of the selected organisation, where the source on the invoice line link references a service requisition.

 

If this option is selected, the function will allow the user to select a specific requisition. This option can be selected in conjunction with the Purchase Orders field as the source.

 

RELATED TOPIC: Creditors

hmtoggle_plus1Specific Purchase Order

It is an optional field that can only be selected if "Purchase Orders" has been checked as being the source of creditors invoices.

 

This field is only used should you wish to perform an age analysis on invoices that relate to a specific purchase order only.

 

The function will only populate with purchase orders of the selected organisation that exists in the Order Master table.

hmtoggle_plus1Specific Requisition

It is an optional field that can only be selected if "Service Requisitions" has been checked as being the source of creditors invoices.

 

This field is only used should you wish to perform an age analysis on invoices that relate to a specific service requisition only.

 

The function will only populate with service requisition numbers of the selected organisation that exist in the Service Requisition table.

 

Debtors

 

hmtoggle_plus1Aging By

Capture Date

Should you regard all invoices received/issued within a month, to start aging on the capture date, select the option Capture Date.

 

Invoice Creation Date

Should you regard all invoices received/issued within a month, to start aging on the invoice creation date, select the option Invoice Creation Date.

 

However, for debtor invoices, it will assume the invoice date as being the date the invoice was created, by extracting the debtor invoice status history (on the Debtors function).

 

Line Creation Date

Should you regard all invoices received/issued within a month, to start aging on the date the invoice line was created, select the option Line Creation Date.

 

Print Approved Date

Should you regard all invoices received/issued within a month, to start aging on the date the invoice was printed approved, select the option Print Approved Date.

 

Print Date

Should you regard all invoices received/issued within a month, to start aging on the date the invoice was printed, select the option Print Date.

 

For debtors invoices it will apply the actual print date as derived from the debtor status history (on the Debtors function).  However, should some of the analysed invoices lack a status of "Printed", the function will apply the maximum date in the status history (on the Debtors function), and will therefore apply either the "Print Approved" or "Creation Date" for the purpose of the age analysis.

hmtoggle_plus1Counter Sales

When checking "Counter Sales" as the source of debtor invoices, the function will select all the debtor invoices of the selected organisation, where the source of the invoice line link does not reference a customer (sales) order line and implies that the source was a counter sale.

 

This option can be selected in conjunction with the field "Customer Orders".

 

RELATED TOPIC: Debtors

hmtoggle_plus1Customer Orders

When checking "Customer Orders" as the source of debtor invoices, the function will select all the debtor invoices of the selected organisation, where the source on the invoice line link references a customer (sales) order line.

 

If this option is selected, the function will also allow the user to specify a specific customer order number or contract.

 

This option can be selected in conjunction with the field "Counter Sales".

 

RELATED TOPIC: Debtors

hmtoggle_plus1Day Of Month

When the option "Specific Day of Month" is selected as the method, this spinner control is enabled, and defaults to the value of Invoice Age Analysis Day of Month on System Configuration.  The user can specify the actual day to be used using this spinner control.

 

It can have a minimum value of 1 and a maximum value of 28.

hmtoggle_plus1Debtors Invoice Status

This frame provides the status options to be selected for the invoices to be included in the age analysis.  At least one or more status options must be selected.

 

The current status of the invoice will be taken into account and all the invoices, of which the current status matches one or more of the selected status options, will be included in the analysis.

 

This is subject to the selection criteria such as source and/or specific orders/contracts.

hmtoggle_plus1Display Unapplied Cash

When an organisation that is a debtor, is selected, the "Debtors" frame and the "Disp Unapplied Cash" check box are enabled.

 

When checked, the unapplied cash amount is displayed.  This is done by summing the amount of all bank transactions where the mode is Organisation to Bank (therefore being payments made by the debtor into your bank account) where the organisation is the selected organisation.

 

The function will then sum the amounts of the settlement records that were performed via the Debtor Transfer Settlements function and subtract this from the total of all the bank transactions selected.

 

The result will represent the unapplied cash being the payments received from the debtor which has not yet been applied to settle the outstanding invoices of the debtor.

 

RELATED TOPICS:        Bank Transaction Function

         Debtor Transfer Settlements Function

hmtoggle_plus1Method

Invoice Age Analysis groups invoices into "age periods" as defined on System Configuration.

 

The purpose of the age analysis option is to specify the method according to which the age of the invoice is determined, which will have an effect on the "age period" into which an invoice will be grouped.  This field will default to the option selected in Invoice Age Analysis Default on System Configuration.

 

Calendar Month End Date

Should you regard all invoices received/issued within a month, to start aging on the last day of the month, select the option Calendar Month End Date.

 

All invoices, irrespective of the actual invoice date will therefore be assumed to have an invoice date equal to the last calendar day of the month during which it was invoiced.

 

Financial Month End Date

Should you regard all invoices received/issued within a month, to start aging on the last day of the month, select the option Financial Month End Date.

 

All invoices, irrespective of the actual invoice date will therefore be assumed to have an invoice date equal to the financial month end of the month in which it was invoiced.

 

Specific Day of Month

Should you regard all invoices received/issued within a month, to start aging on the last day of the month, select the option Specific Day of Month.

 

When this option is selected, the "Day of Month" spinner is enabled and defaults to the value specified in Invoice Age Analysis Day of Month on System Configuration.  The spinner allows you to specify any value between 1 and 28.  All invoices, irrespective of the actual invoice date will therefore be assumed to have an invoice date equal to the specified day of the month.

 

Use Date As Is

Should you regard an invoice received/issued to start aging on the actual invoice date, select the option, Use Date As Is. The actual invoice date depends on the Aging By setting used.

 

All invoices will be individually aged according to their actual invoice date.

hmtoggle_plus1No Reference

When checking "No Reference" as the source of debtor invoices, the function will select all the debtor/creditors invoices of the selected  organisation, where the source of the invoice line link has no reference.

hmtoggle_plus1Specific Contract

It is an optional field that can only be selected if "Customer Orders" has been checked as being the source of debtors invoices.

 

This field is only used should you wish to perform an age analysis on invoices that only relate to a specific contract number.

 

The function will populate with specific contract numbers of the selected organisation.

hmtoggle_plus1Specific Customer Order

It is an optional field that can only be selected if "Customer Orders" has been checked as being the source of debtors invoices.

 

This field is only used should you wish to perform an age analysis on invoices that relate to a specific customer order only.

 

The function will only populate with customer orders of the selected organisation that exists in the Order Master table.

hmtoggle_plus1Settled

In addition to all the other age analysis options and criteria specified for both creditors and debtors, this field is used to specify whether settled invoices are to be included in the analysis and grouped into the relevant periods.

 

Either settled, unsettled, or both settled and unsettled must be selected.  The resulting output will display settled and unsettled amounts in separate rows for visibility (results will be displayed for creditors, debtors, and the nett result).

hmtoggle_plus1Selected Organisation Only

When checking this option the Results will only display the results of the selected Organisation.

hmtoggle_plus1Unsettled

In addition to all the other age analysis options and criteria specified for both creditors and debtors, this field is used to specify whether unsettled invoices are to be included in the analysis and grouped into the relevant periods.

 

Either settled, unsettled, or both settled and unsettled must be selected.  The resulting output will display settled and unsettled amounts in separate rows for visibility (results will be displayed for creditors, debtors, and the nett result).