Financial: Aged Debtor List

Note: This report has been superceded by the Control Debtor Report. This (Aged Debtor) report should be used only if the Control Debtor cannot provide the breakdown required.

Premvet 5 is based on the 'Balance forward' accounting method. This means the system determines what transactions are outstanding by first adding up all payments received from the client then paying off all transactions in the order they were entered until the payment total is reached. Transactions after that point are then classed as unpaid.

Credits
The program includes clients who are in credit on the short form of the listing (but not in the detailed form). Such credit amounts are not aged and always appear in the current month or 0- 30 days column.

Aged debtor list options
When you have selected this report a selection screen is displayed with the following options:

(1) Client range
This is to select the numeric range of clients to be processed.

(2) Report will be
This can be set to display on the screen or print on the printer.

(3) Client types
This is used to restrict the listing to specified client types.

(4) Status
Used to restrict the listing to a maximum of 4 different status codes. Codes should be entered as two characters using spaces as required e.g. DD Y<space> G J for DD, Y, and GJ.

(5) Status to ignore
This option will allow the user to enter up to 4 different status codes to IGNORE entered in the same manner as 4) above.

(6) Surgery number
You can run the report for specific surgeries by specifying the surgery number here.

(7) Listing type
This is used to either output:

• 'Short' - One line per client, giving number, name and the aged figures.
• 'Detailed' - Itemising all unpaid/part paid transactions.

(8) Age based on
This option can be set to decide whether to work out the ageing based on the actual transaction date, or alternatively the end of the month the transaction took place in, which would normally be the date the transaction was invoiced on.

(9) Ignore debt <
This option can be used to restrict the output by ignoring debts less than a specific number of days.

(10) Payment report
This provides a report on the payments received in any of the past four months, based on the user reference of the person who originally did the work which is being paid for.

The VAT book, of course, provides both a payments report based on the user reference of the person entering the payment and on work done based on the transaction's user reference. This report ties up both of these.

If this option is switched on the program will not only have to read the records of clients with an outstanding balance, but all clients, and so take correspondingly longer to run.

This report will probably be more useful to run on a month by month basis rather than on groups of 30 days, so make sure that the 'Period based on' described below is set correctly.

A set of analysis codes to be ignored in the report can be specified by entering this into the option which follows the payments report switch, '11 Pay. codes'.

(11) Reserved
This option will change to 'Pay codes' if the payment report is switched on (see above).

(12) Period based on
This is how the report works out the age of the debt. It can be 'days' which will break down the debts into groups of 30 days i.e. 0- 30, 31-60 etc., or if set to 'months' will break it down by calendar months. The format is very similar to the 'days' option except that month names appear at the top of the columns (and of course the figures are slightly different). The last column is the total as before and the second last column has two dots after the month name (like this: May..); this means May and prior.

(13) Debtors for
This can be set to 'Now' which will use today's date as the end point. However you can run the report to generate a retrospective debtors figure by changing this option to 'Then'. This option will take longer to run if done retrospectively because the program will need to look at all clients rather than the ones currently owing. The best course is to run the program at the end of the month when required. You will be asked the end date once the selection is complete.

Once the selection is complete press RETURN to start the report.

Aged debt v Outstanding accounts
The aged debt program ages the work done by reading all the transaction records to determine the amount outstanding and the age of the debt. The outstanding account listing just looks at the balance outstanding on the client's management record card and uses either the last seen or last consultation date for the debt age calculation. Additionally the outstanding account listing has more selection criteria available for reporting. Differences can occur between these reports because of the following:

1. A different search criterion was used between the two reports. As the selection criteria used by the outstanding accounts is the same as that used by the client lists, a setting used for a previous selection may have been overlooked and this would alter the client selection.

2. Financial amounts may differ between the clinical records (used by by the Aged debtor program) and the management record (used by the Outstanding account listing). This can happen if transactions are edited incorrectly or a system failure occurs. However the monthly validation run will detect and advise you of these problems.

3. Credits - The aged debtor program takes clients with credit balance into account while unless specified to the contrary the outstanding account listing will ignore these.