A/P-A/R accounting > Inquiries > Supplier aged bal. to date 

This function is used for a given reference date to reconstitute an aged balance for a date.
The reference date therefore plays an important role because the information is reconstituted to how it was on that date.

This inquiry is a useful work tool in the tracking of open items. It can be accessed in two ways:

  • via the menu < P/L and S/L accounting \ Inquiries \ Aged balance >
  • From the customer or supplier record <Tool bar \ Inquiries \ Aged balance>

SEEWARNING This function enables the retrieval of the balance to date, but does not process every case.The historization of the open items is based on the flows in the modules upstream of the Financials module.The accounting events (manual matching/unmatching) do not fall within the archiving context per se.
(i.e. an invoice manually matched with two non-posted payments of different dates will be considered as closed on the earliest date of the two, not successively and gradually on the date of the two payments).

    Prerequisite

    SEEREFERTTO Refer to documentation Implementation

    Screen management

    This inquiry is carried out on a single tab.

    Header

    Presentation

    In the header, specify the necessary fields, this information will be displayed in the Aged balance grid. You must at least enter the BP field.

    Close

     

    Fields

    The following fields are present on this tab :

    Selection

    The information to be shown on screen are refined by entering a Company / Site or a group of Companies. The site is optional.

    • The field Company can include a homogeneous or heterogeneous group of Companies.
    • If the field Company is left empty, the search will be carried out on all Companies.

    Enter or a site or a group of sites to narrow down the research. If you do not specify a site, the research will be performed on all the sites of the specified company.

    • field DAT

    This field is used to specify a reference date: the time ranges will be calculated from this date.

    • Function (field FNCCNT)

    This drop-down menu is used to select the contact function.
    Changing the function makes it possible to display the name and telephone number of the first contact associated with this criteria.

    • Contact (field CNT)

    This automatic field indicates the main contact person for the displayed BP, along with its title and telephone number.

    • Telephone (field TEL)

    Telephone number.

    The format depends on the country.

    Other criteria

    • Control (field COLLEC)

    When you fill in the Group or Control group field, in order to have useful information, the Aged balance grid displays the Bill-to BP and Pay-by BP information. The cases of compensation between customers and suppliers are excluded from the functional fields of this inquiry.

    The groups can be used in account inquiry mode or in certain reports.

     

    You must necessarily enter the BP. The field Payment BP field is then automatically filled according to the customer record setup.

    This field is populated if you have entered the BP.

    Close

     

    Tab Aged balance

    Presentation

    This tab is used to view all the columns that are used to display the open items balance. Following the screen setup, the totals are displayed in either transaction currency or local currency. Only the "Total in local currency" column (or "Total in transaction currency") cannot be set up and is always displayed in the exchange value.
    For instance, if the open items are displayed in "local currency" in the Aged balance screen, this column will display the amount of the open item in "transaction currency". Conversely, if the open items are displayed in "transaction currency", this column will display the amount of the open item in "local currency".

    Open item display

    The reference date is the date from which the BP situation should be fixed. It is the pivot date from which the amounts are dispatched into the interval columns based on their due dates.

    Example:

    Creation of an invoices for 01/07/04 for an amount of 1000 EUR.
    Creation of a credit note matched to the invoice for : 05/07/04 for an amount of € 200.

    CASE 1: Inquiry on the reference date 30/06/04

    Document no.

    Amount

    Paid

    None

    -

    -

     

     

     

    CASE 2: Inquiry on the reference date 02/07/04

    Document no.

    Amount

    Paid

    Invoice

    1000

     

     

     

     

    CASE 3: Inquiry on the reference date 06/07/04

    Document no.

    Amount

    Paid

    Invoice

    1000

    200

     

     

     

    "Total" block

    This block contains:

    • a total amount,
    • a total by interval,
    • the part in %age for each interval.

    Only the totals for the first seven intervals are displayed. The general total takes into account the totals from the nine interval columns set up in the general parameters STRINT1 to 9.

    Close

     

    Fields

    The following fields are present on this tab :

    Grid Details

    Choice of the expenditure type: there are 3 types of expenditures in the Integrale documents.

    • Freight: LPV_POR table associated with a product with a "PO" nature.
    • Miscellaneous expenditures: LPV_FRA_DIV table associated with a product with a "FR" nature.
    • Fixed expenditures: LPV_FRA_FIX table associated with a product with a "FR" nature.

    • Order no. (field NUM)

    Invoice number.
    This number is used to identify the invoice in a unique way. It is entered upon each creation or automatically generated depending on the counter associated with the invoice type.

    This code is used to identify the currency for a site, BP, etc. It is managed in the currency table.
    The currency proposed by default is that of the budget.
    The exchange rate type applied is based on the BUDTYPCUR - Budget conversion rate type (BUD chapter, CMM group) parameter setting.

    SEEINFOIt is recommended to use the ISO coding during the creation of a new currency.

    • Due date (field DUDDAT)

    Open item payment due date.

    If the MAXPD - Maximum period (companies) activity code is activated, a blocking message is displayed if the last due date is greater than the period specified, depending on the case, at the level of the following parameters or of the Contractual period possibly specified at the BP level.

    Code identifying the BP that can have various roles based on the context:

    Paying customer loaded by the bill-to customer.

    • Accounting date (field ACCDAT)

    This date represents the accounting date of the original transaction.
    The accounting date makes it possible to determine the posting period of the accounting entries. It is initialized by default to the current date and it can be changed depending on the value of the PIHACCDAT - Accounting date modification parameter (ACH chapter, INV group).
    This date is systematically controlled in order to verify that it belongs to an open and existing fiscal year.
    If a problem occurs during the control, the user will need to enter a new date, irrespective of the parameter value.

     

    • Source document (field BPRVCR)

    It is the number printed on the supplier invoice. A check accompanied with a warning message is carried out so as to avoid entering the same number several times. This field can be deactivated by the entry transaction.

    • Document date (field BPRDATVCR)

     

     

    • Internal number (field ACCNUM)

     

    • Paid (field PAYCUR)

    Amounts of the payments or equivalent (matching) having gone through the first posting phase, expressed in transaction currency.

    • Company paid (field PAYLOC)

    Amounts of the payments or equivalent (matching) having gone through the first posting phase, expressed in the bookkeeping currency.

    Enter the site code.

    • field AMTCUR1

     

    • field AMTLOC1

     

    • field AMTCUR2

     

    • field AMTLOC2

     

    • field AMTCUR3

     

    • field AMTLOC3

     

    • field AMTCUR4

     

    • field AMTLOC4

     

    • field AMTCUR5

     

    • field AMTLOC5

     

    • field AMTCUR6

     

    • field AMTLOC6

     

    • field AMTCUR7

     

    • field AMTLOC7

     

    • field AMTCUR8

     

    • field AMTLOC8

     

    • field AMTCUR9

     

    • field AMTLOC9

     

    • field AMTCUR10

     

    • field AMTLOC10

     

    • Transaction currency amount (field AMTCUR)

    Amount expressed in the selected transaction currency.

    • Local currency amount (field AMTLOC)

     

    Totals

    • field LIBTOT1

     

    • field AMTTOT1

     

    • field PER1

     

    • field POUR1

     

    • field LIBTOT5

     

    • field AMTTOT5

     

    • field PER5

     

    • field POUR5

     

    • field LIBTOT2

     

    • field AMTTOT2

     

    • field PER2

     

    • field POUR2

     

    • field LIBTOT6

     

    • field AMTTOT6

     

    • field PER6

     

    • field POUR6

     

    • field LIBTOT3

     

    • field AMTTOT3

     

    • field PER3

     

    • field POUR3

     

    • field LIBTOT7

     

    • field AMTTOT7

     

    • field PER7

     

    • field POUR7

     

    • field LIBTOT4

     

    • field AMTTOT4

     

    • field PER4

     

    • field POUR4

     

    • field LIBTOTLOC

     

    • field AMTTOTLOC

     

    • field POURTOT

     

     

    Close

     

    Action icon

    Document

    This function displays in a dialog box the contents of the "Original document" column.
    This right click allows to have the information without scrolling or without integrating the "Original document" column to the inquiry.

    Invoice Inquiry

    It is possible to pass to the original invoice: BP, sales or purchase invoice.

    Journal Inquiry

    This function makes it possible to zoom to the associated accounting document.

    Payment inquiry

    This function only appears if the open item has been the object of a payment: it makes it possible to zoom to the original payment.

     

    Close

     

    Menu Bar

    This function gives access to other inquiry criteria that are in part displayed at the top of the inquiry screen:

    • the company and the site as well as the Reference date. Checkboxes are used to refine the inquiry and specify whether simulation documents and/or non-posted payments (payments entered, allocated but not posted yet) should be taken into account.
    • two sorts are submitted (by Open item date or by accounting date) as as well as the display order of the information (Ascending/Descending),
    • It is possible to call another aged balance screen via the "Screen code" field.
    • the Intervalles table is used to define or modify on the fly the interval ranges for the aged balance, expressed in numbers of days. The fields are only accessible based on the interval range number declared at the level of the setup of the inquiry screen. The ranges submitted by default are recovered from the STRINT1 to STRINT9 parameters.

    Menu Bar

    Tunnel/Payments

    Via the Tool Bar it is possible to directly access the Payment entry function.
    If the TRANSREG user parameter is entered, the tunnel leads directly to this transaction.
    If this parameter is empty, the transaction selection screen is displayed.

    Error messages

    The only error messages are the generic ones.

    Tables used

    SEEREFERTTO Refer to documentation Implementation