General Debtors Report

General Debtors Report

Report Summary

The General Debtors Report allows you to see a list of your customers and how much they owe at a chosen date. Effectively, the report can be backdated to see what customer accounts would have owed on a past date, and whether they were overdue then. An example would be to see what customers owed the store, at the end of the financial year, even if the report is run out this time.

Generating the Report

  1. On the top menu bar of Retailer, click on Reports → Customer → General Debtors Report.
  2. Select the Aging Types of customers to report on. For all customers, tick all options.
  3. For Newsagencies only, tick Exclude Sub-Agent if you do not want to see the Subagent's account totals.
  4. Choose the Customer Account Categories to report on, or All Acc Categories for every Account Category.
    1. Multiple Customer Account Categories can be selected by holding CTRL on the keyboard and clicking to select or deselect
  5. Choose the Customer Categories to filter the report on, or Select All.
  6. Choose the Customer Interests to filter the report on, or Select All.
  7. Choose any Customer Tags to filter the report on, or leave blank for all Customers.
  8. Under Optional Columns, tick the columns to show on the report. You can either tick all or only your required options. You can chose from the following columns:
    1. Address - customer address.
    2. Mobile - customer's mobile phone number.
    3. Phone - customer's main (home) phone number.
    4. Email - customer's email address.
    5. Company Name - customers company (business) name.
    6. Credit Limit - customers credit limit
    7. Include Proforma Payments - display any proforma payments made by the customer.
  9. Select End date - Choose the date that you want the report to show the customer balances to. eg. 30/06/2025. The default is today's date.
  10. Balance - Choose what balances you want to display. You can select from:
    1. Greater Than - only displays balances higher than the chosen amount
    2. Less Than - only shows balances lower than the chosen amount
    3. Equal To - only shows balances which have the same balance as the chosen amount
    4. Not Equal To - shows all balances which do not match the chosen amount
  11. Enter your chosen amount for Balance, eg. $0.00 
  12. Show only customers w/ proforma payments - Tick if you only want to see customers which have made a payment to a Proforma Invoice.
  13. Sort By - will order the customers on the report based on the selection. These options are:
    1. Surname - customers surname.
    2. Company Name - customer's company (business) name.
    3. Balance High to Low - show the highest balances at the top of the report.
    4. Overdue High to Low - show the highest overdue balances at the top of the report.
    5. Customer Number Highest to Lowest - show the highest (newest) customer number at the top of the report.
    6. Customer Number Lowest to Highest - show the smallest (oldest) customer number at the top of the report.
  14. Click on Preview or Print. 
    1. Preview will display the report on the screen. 
    2. Print will send the report to your default windows printer.

Reading the Report

The customers will be grouped by the Aging Types they belong to -  7 Day, 30 Day, End of Month, End of Following Month.
Depending on the chosen options above will depend on what columns are displayed.
Below explains what each column means:
  1. Name - full name of the customer.
  2. Num - customer number.
  3. Company Name - customers company (business) name.
  4. Address - customer's address.
  5. Mobile - customer's mobile phone number.
  6. Phone - customer's main (home) phone number.
  7. Email - customer's email address.
  8. Cred Lim- customers credit limit.
  9. Proforma - total of payments made to proforma invoices.
Depending on what Aging Type the customer belongs too, the last couple of columns will have different headings. Below explains each column heading, based on the different Aging Types.
  1. 7 days Accounts:
    1. 21 days +  = Overdue balances older than 21 days.
    2. 14 days = Overdue balances between 14 days and 21 days.
    3. 7 days = Overdue balances between 7 days and 14 days.
    4. Current - Balance that is not overdue.
    5. Balance - Total outstanding balance of the customer's account.
  2. 30 Day Accounts:
    1. 90 days + - Overdue balances older than 90 days.
    2. 60 days - Overdue balances between 60 days and 90 days.
    3. 30 days - Overdue balances between 30 days and 60 days.
    4. Current - Balance that is not overdue.
    5. Balance - Total outstanding balance of the customer's account.
  3. End of Month Accounts: eg report run in December.
    1. Older - Overdue balances older than the last 3 months.
    2. 2nd oldest month - The column heading with display the month name (eg..Oct = October).. This column shows the overdue balances between the 2nd and 3rd months.
    3. 1st oldest month - The column heading with display the month name (eg..Nov = November). This column shows the overdue balances between the 1st and 2nd months.
    4. Current month - The column heading with display the month name (eg..Dec = December). this is the balance that is not overdue.
    5. Balance - Total outstanding balance of the customer's account.
  4. End of Following Month Accounts: eg report run in December.
    1. Older - Overdue balances older than the last 3 aging months.
    2. 2nd oldest aging month - The column heading with display the month name (eg..Sep = September).. This column shows the overdue balances between the 2nd and 3rd months.
    3. 1st oldest aging month - The column heading with display the month name (eg..Oct = October). This column shows the overdue balances between the 1st and 2nd months.
    4. Current - Balance that is not overdue.
    5. Balance - Total outstanding balance of the customer's account.

Exporting the Report

You can export the report to either a PDF document or Excel spreadsheet by using the Preview button and following the below steps:
  1. PDF - Click on the red PDF button at the top of the report and choose your save destination.
  2. Excel spreadsheet -
    1. Click on the Print button at the top left.
    2. Tick 'Print to File' and select 'Xlsx Data File'.
    3. Click on the three dots button [...] to choose your save destination.
    4. Click OK to save the file.

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