Retrospective Debtors Report

The Retrospective Debtors Report is a historical report that produces a list of outstanding customer debts as at a date you specify, aged according to the length of time the debt had been outstanding at that date. If you want to see what your Debtors Report looked like, say on 31/12/2010, you can enter that date for the report to calculate your debtors' position at that time. Ageing values are displayed for up to four foreign currencies on the customer account. Unallocated cash is shown as a total only.

The debt is aged according to the Accounting Period option on the Sales Ledger - Utilities - Set Options form. If this setting has changed since the original Debtors Report for the period was run, the debt will be aged differently. For example, if the option was originally set to 'Monthly' but is now set to '30 days', the Retrospective Debtors Report will age the debt over 30-day periods rather than monthly periods.

Produce Report 'As At' Date

The report uses a Produce Report As At date to find the relevant transactions and calculate the debt position. For the purposes of the report, the relevant transactions that are included on the report are rewound to the position they were in on the Produce Report As At date you enter. All invoices, receipts, refunds, credit notes and adjustments that were on a customer's account are taken into account. Invoices that were paid and allocated after the Produce Report As At date are also deallocated to provide a true historical report. Any transactions that were posted after the date entered are ignored.

Important: This report relies on the relevant Sales Ledger transactions being available. You must therefore ensure that you retain your transactions for as long as necessary. If, for example, you wanted to print a report as at the 31/12/2012, the relevant invoices, receipts etc need to be available to generate the required report. The number of periods that transactions are kept for is controlled by the Keep Transactions..Periods option, either on the Options form for each individual customer or on the Sales Ledger - Utilities - Set Options form. All customer transactions that are older than the number specified here are removed when you run the Sales Ledger - Utilities - End of Period command.

Balance Forward Accounting: If the Open Item option is cleared on a customer's profile, the debt on this report is based on the consolidated debt at the end of each period. The reason for this is the End of Period command creates one consolidated 'balance forward' transaction for the invoices, receipts etc posted in that period. The report cannot then show the debt based on the individual transactions that were originally posted during that period. What are Open Item and Balance Forward accounts?

Box	Description
Sequence	The sequence you want for the report. You can produce the report in 'Account', 'Region', 'Territory', 'Customer Type' or 'Balance' sequence and use the From and To lists to define the range of records you want included.
Currency	The currency in which you want company debt totals to be displayed in addition to the home currency debt total. A maximum of 20 currencies can be included on the printed or PDF report. If you select a specific currency, the report will include the total debt in that currency in addition to the home currency total. If this report is saved as a spreadsheet, it displays foreign currency values only if one currency is selected. If more than one currency is selected the values are displayed in the home currency.
Total Debt	Includes accounts where the total debt exceeded the level you enter as at the Produce Report As At date. In the Over list, select whether the total debt exceeded was above a zero balance or above the credit limit. This only applies if the Produce Report As At date is set to today.
Due Dates	The range of due dates to include in the report. This only applies if the Produce Report As At date is set to today.
Show Transactions	When selected the report displays the transactions for each account up to the date you enter in the Produce Report As At box. Any transactions that were posted after that date are not included in the report.
Advanced Transactions	When selected, transactions that were posted as advanced are included in the calculations when the report is constructed. This only applies if you are running the report with an 'as at' date after the most recent period end in the Sales Ledger; the option is disabled if the Produce Report As At date is before the Date of Last Period End date. If the Advanced Transactions box is ticked, allocated advanced transactions are included in the appropriate ageing columns on the report. Unallocated advanced transactions are included in the Unalloc column only if the Produce Report As At date is set to today. If the Advanced Transactions box is not ticked, advanced transactions are shown in the Advanced column on the report.
Show Zero Balance Accounts	Select to include accounts that had a zero balance on the date that you enter in the Produce Report As At box. By default these accounts are not included on the report.
Produce Report As At	The historical 'as at' date for the report. You cannot enter a date after today's date. Example: if you wanted to see what your Debtors report looked like at the end of your last financial year, say on the 31 December 2010, you would enter 31/12/2010 for the report to calculate your debtors position as at that date.
Date of Last Period End	This box displays the date of the last period in the Sales Ledger. It is provided for information and used by the report to calculate whether the date you enter in the Produce Report As At box is in the current Sales Ledger period. If the date is in the current period, you can include advanced transactions on the report.

Notes

1. The debt displayed on the report is aged according to the current selection in the Accounting Period box on the Sales Ledger - Utilities - Set Options form. If this setting has changed since the original Debtors Report for the period was run, the debt will be aged differently. For example, if the option was originally set to 'Monthly' but is now set to '30 days', the Retrospective Debtors Report will age the debt over 30-day periods rather than monthly periods.

2. This information is only included on the report if the Produce Report As At is set to today's date:

- A column called Unallocated, which displays transactions that have not been allocated
- A column called Disputed, which displays the reason for a dispute on the transaction
- A column called Credit Limit, which displays the current credit limit for the customer.

3. For customer records that are not set as Open Item accounts, the debt displayed on the report is based on the overall debt rather than individual transactions. The reason for this is that individual transactions for these types of accounts are consolidated into a period 'brought forward balance' transaction when the Period End is run in the Sales Ledger.

Open the Sales Ledger folder and then click Reports - Retrospective Debtors or click the Financials tab and then click Sales Ledger - Reports - Retrospective Debtors on the Ribbon Bar.
In the Sequence list, select the sequence option you want. Then use the From and To lists to define the range of records you want included in the report.
In the Currency list, select the currency in which you want company debt totals in addition to the home debt total. The default is ALL.
Select the Total Debt option to include accounts where the total debt exceeded the level you enter in box provided. In the Over list, click to select whether the total debt exceeded was above a zero balance or above the credit limit.
Under Due Dates, use the From and To boxes to enter the range of transaction dates to include in the report.
To show the transaction detail for each account included in the report, select the Show Transactions option. To include advanced transactions (those posted to a future period), select the Advanced Transactions option. This box is enabled only if the Produce Report As At box is in the current Sales Ledger period.
Click OK. On the Publisher form, click the tab to select the output device you want to use and then complete any settings or options you want to apply to the output device. To process the output, click Publish.

To save this report in Opera 3 as a Microsoft Excel spreadsheet, select Excel Report from the Report Layout box on the Publisher form.