Debtor and Creditor Report Applet

Purpose and Overview

The Debtor and Creditor Report Applet provides comprehensive financial reporting for managing your organization’s receivables (money owed to you) and payables (money you owe). It offers powerful aging analysis and outstanding balance tracking.

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Core Concept: Debtors are customers who owe you money (Accounts Receivable). Creditors are vendors/suppliers you owe money to (Accounts Payable).

Key Features Overview

Who Benefits from This Applet?

Finance Teams:

Monitor outstanding receivables and payables
Track aging of invoices
Ensure timely collections and payments
Generate financial reports for audits

Accounts Receivable (AR) Teams:

Track customer outstanding balances
Identify overdue accounts
Prioritize collection efforts
Monitor customer payment patterns

Accounts Payable (AP) Teams:

Track vendor outstanding balances
Plan payment schedules
Ensure timely supplier payments
Monitor payment terms compliance

Management & Executives:

Dashboard view of cash flow position
Monitor working capital
Identify credit risks
Make data-driven collection decisions

What Problems Does This Solve?

Traditional AR/AP Challenges:

No consolidated view of outstanding balances
Manual aging calculations prone to errors
Difficulty identifying overdue accounts
Lack of visibility into payment patterns
Time-consuming report generation

The Solution:

Real-time reporting - Up-to-date balance information
Automated aging - Instant aging bucket calculations
Multi-currency support - View balances in any currency
Flexible filtering - Drill down by customer, vendor, date
Export options - Generate Excel/PDF reports easily

Key Features Overview

Debtor Aging Report

AR aging analysis by customer

Creditor Aging Report

AP aging analysis by vendor

Outstanding Summary

Balance overview dashboard

Detailed Reports

Transaction-level details

Export & Print

Generate PDF and Excel reports

Settings

Configure report options

Key Concepts

Debtor vs Creditor

Term	Also Known As	Description	Example
Debtor	Customer, Accounts Receivable	Someone who owes you money	Customer with unpaid invoices
Creditor	Vendor/Supplier, Accounts Payable	Someone you owe money to	Supplier with unpaid bills

Aging Buckets

Aging analysis categorizes outstanding amounts by how long they’ve been due:

Bucket	Description	Risk Level
Current	Not yet due	Low
1-30 Days	1-30 days overdue	Medium
31-60 Days	31-60 days overdue	High
61-90 Days	61-90 days overdue	Very High
90+ Days	Over 90 days overdue	Critical

Outstanding vs Overdue

Outstanding: Total amount not yet paid (includes current and overdue)
Overdue: Amounts past the payment due date
Current: Amounts not yet due (within payment terms)

Quick Start Guide

For Finance: Run Debtor Aging Report

Goal: View all customer outstanding balances with aging.

Navigate: Go to Debtor Aging Report from the sidebar
Set Filters:
- As of Date: Report date (usually today)
- Company: Select your company
- Currency: Reporting currency
Generate: Click Search or Generate Report
Review: See customers grouped by aging buckets
Export: Click Export to Excel for further analysis

Key Insight: Large amounts in 90+ days need immediate collection attention.

For Finance: Run Creditor Aging Report

Goal: View all vendor outstanding balances with aging.

Navigate: Go to Creditor Aging Report from the sidebar
Set Filters:
- As of Date: Report date
- Company: Select your company
- Currency: Reporting currency
Generate: Click Search or Generate Report
Review: See vendors grouped by aging buckets
Plan: Identify payments due soon to manage cash flow

Key Insight: Focus on 1-30 days bucket for immediate payment planning.

For Managers: Monitor Outstanding Balances

Goal: Get a quick overview of AR/AP position.

Check Summary: Review the Outstanding Summary dashboard
Compare:
- Total Receivables vs Total Payables
- Overdue amounts in each category
Drill Down: Click on any amount to see details
Take Action: Assign follow-ups for critical accounts

Debtor Aging Report

What It Shows

The Debtor Aging Report displays:

Customer/debtor name and code
Total outstanding amount
Breakdown by aging bucket (Current, 1-30, 31-60, 61-90, 90+)
Invoice details (optional drill-down)

Report Columns

Column	Description
Customer Code	Unique customer identifier
Customer Name	Customer/debtor name
Current	Amounts not yet due
1-30 Days	1-30 days overdue
31-60 Days	31-60 days overdue
61-90 Days	61-90 days overdue
90+ Days	Over 90 days overdue
Total	Total outstanding balance

Filter Options

Filter	Description
As of Date	Calculate aging as of this date
Company	Filter by company
Customer	Specific customer (optional)
Currency	Reporting currency
Include Zero Balances	Show customers with no outstanding

Use Cases

Collections Prioritization:

Sort by 90+ Days Descending → Focus on oldest debts first

Customer Credit Review:

Filter by Customer → See payment history and patterns

Monthly Reporting:

As of Date = Month End → Generate for management reporting

Creditor Aging Report

What It Shows

The Creditor Aging Report displays:

Vendor/supplier name and code
Total outstanding amount owed
Breakdown by aging bucket
Invoice details (optional drill-down)

Report Columns

Column	Description
Vendor Code	Unique vendor identifier
Vendor Name	Vendor/supplier name
Current	Amounts not yet due
1-30 Days	1-30 days overdue
31-60 Days	31-60 days overdue
61-90 Days	61-90 days overdue
90+ Days	Over 90 days overdue
Total	Total outstanding balance

Use Cases

Payment Planning:

Filter: 1-30 Days → Identify payments due this month

Cash Flow Management:

Review Total column → Plan cash requirements

Vendor Relationship:

Monitor 90+ Days → Avoid damaging supplier relationships

Outstanding Summary

Dashboard Overview

The summary view provides:

Total Debtors Outstanding: Sum of all receivables
Total Creditors Outstanding: Sum of all payables
Net Position: Debtors minus Creditors
Aging Distribution: Visual breakdown by bucket

Key Metrics

Metric	Formula	Interpretation
DSO (Days Sales Outstanding)	(Avg AR / Revenue) × Days	Lower is better
DPO (Days Payable Outstanding)	(Avg AP / COGS) × Days	Depends on strategy
Overdue %	Overdue / Total Outstanding	Lower is better

Detailed Reports

Transaction-Level Detail

Drill down to see individual documents:

Invoice number and date
Original amount
Paid amount
Outstanding amount
Days overdue

Statement Generation

Generate customer/vendor statements showing:

Opening balance
All transactions in period
Payments received/made
Closing balance

Export & Print

Export Options

Format	Use Case
Excel (.xlsx)	Further analysis, pivot tables
PDF	Formal reports, attachments
Print	Physical copies for review

Export Steps

Run the desired report
Click Export button
Select format (Excel/PDF)
Download file

Configuration & Settings

Report Settings

Default aging buckets (customize days)
Default currency for reporting
Include/exclude certain document types

Default Filters

Set your default company
Default date range
Preferred report layout

Permissions

View Reports - Who can view AR/AP reports
Export - Who can export data
Admin - Who can change settings

Personalization

Personal Default Settings

Save your preferred filters and report options.

Favorite Reports

Bookmark frequently used reports for quick access.

FAQ

Q: What’s the difference between “As of Date” and “Report Date”? A: “As of Date” determines which invoices are included and how aging is calculated. Setting it to month-end shows the position at that point in time.

Q: Why do some customers show zero balance but appear in the report? A: Check if “Include Zero Balances” filter is enabled. Disable it to show only customers with outstanding amounts.

Q: Can I see the original invoice details? A: Yes, click on any customer/vendor row to drill down and see individual invoice details.

Q: How is aging calculated? A: Aging is calculated from the invoice due date (not invoice date) to the “As of Date” you selected.

Q: Can I export reports to send to customers? A: Yes, use the Export to PDF option to generate professional statements for customers.

Q: Why do my totals differ from the GL? A: Ensure you’re using the same “As of Date” and currency. Also verify all documents are posted and finalized.

Q: Can I customize the aging buckets? A: Yes, administrators can configure custom aging periods in Settings.

Q: How often is the data updated? A: Reports run in real-time against current data. Refresh the report to see the latest information.