Using the Aged Analysis Dashboards

The Aged Analysis by Date and Aged Analysis by Period dashboards enable you to review the age of outstanding transactions for accounts payable or accounts receivable.

Before using these dashboards you must configure them. For more information, see Setting up Aged Analysis Dashboards.

Selecting your Dashboard Data

The Aged Analysis dashboards use the following options to display transaction data:

  • By Date. Identifies all transaction line items with a transaction date on or before the selected date, that have not been fully matched on or before the selected date.
  • By Period. Identifies all transaction line items posted in or before the selected period or year, that have not been fully matched in or before the selected period.

You can then use the dashboards to assist you in your collections or payments process.

Data displayed in the dashboards is derived from the Financial Matching dataset. For more information on the fields and objects used within this dataset, see "Datasets" in Using Financial Analytics Dashboards.

Managing Filters

Your filter selections determine the data displayed for each of your KPIs within your dashboards. To hide the filters click . Click to show the filters. To set or change your filters, use the following drop-down options:

  • [Aged Analysis by Period only] Period: Select your financial period and financial year.
  • [Aged Analysis by Period only]: Special Period 100. Select "Include (for selected year)" or "Exclude (for selected year)". This includes or excludes special period 100. All other special periods up to the year and period selected are always included. For a definition of the special periods, see Financial Balances Output Fields.
  • Aging Date: The date chosen to age transaction line items against. By default, the date is set to the latest year for which you have transaction data.
  • Currency: Available options are home and dual currency.
  • Company.
  • Account Name.
  • Transaction Type: Available options are Cash, Invoice, Journal, Purchase Credit Note and Purchase Invoice.

You can add custom filters to this dashboard. To add a custom filter to the global filters displayed on the dashboard:Click Edit to enter edit mode.Click to open the global filters panel.Click Add Global Filter.Select the dataset that contains the field that you want to filter by.Select the field that you want to filter by.Click Create. The new filter is now added to the global filters.Click Preview to view your changes.Click Save to save the changes to the dashboard. Click Save to confirm the changes.

Warning:

Incorrect data might be displayed in your dashboards if you select home currency, and then select two or more companies that do not have matching home currencies. You must review settings for these currencies, or switch to dual currency to continue.

Viewing Transactions in the Aged Analysis Dashboards

The Aged Analysis by Date and Aged Analysis by Period dashboards contain two charts. By default, these charts are hidden. To display these charts, click .

Note:

If you click to hide your charts, this does not remove the faceting applied to the summary table. To remove the faceting applied to the summary table, click to display your charts, and deselect any faceting you have applied.

  • The Aging by Days column chart is grouped according to your configured age ranges. Clicking on an aging range column orders the accounts displayed in the summary table for that age range in descending order. This enables you to identify the highest value invoices for collection or payment.
    Note: Values are sorted by absolute value. If the highest negative absolute value is greater than the highest positive absolute value, then this is displayed at the top of the selected column.
  • The Aging by Account pie chart displays the total value of outstanding transaction line items for each account. Clicking on one or more accounts facets the data displayed in the Aging by Days column chart and the summary table. In addition, a drop-down menu in the chart area enables you to filter the displayed accounts using the following options: All (by Total), All (by Total Overdue), Top 10 (by Total), and Top 10 (by Total Overdue).

Viewing Tables in the Aged Analysis Dashboards

The Aged Analysis by Date and Aged Analysis by Period dashboards contain a summary table. This provides a summary view of the amount of outstanding debt for each account, grouped according to your selected date ranges. The Total column displays the value of outstanding payments owed by each account. This includes overdue and non-overdue payments. The total value of overdue payments for each account is displayed in the Total Overdue column.

Grouping, Sorting, and Ordering the Data

The summary table enables you to customize the data displayed using the following selectors:

Key: * - Mandatory Selection

Selector

 

Description
Primary Grouping * Select the primary field to group the data in the table.
Secondary Grouping   Select a secondary field to group the data in the table.
Sort by *

Select the column used to sort the data displayed. The following options are available:

  • Primary Grouping
  • Secondary Grouping
  • Current
  • Total Overdue
  • Total
Order by * Select whether to order the data ascending or descending.

Standard and Custom Views

By default, no rows are selected in the summary table. You can display the Standard View and Custom View tabs and tables by performing the following actions:

  • Click "Drill All Accounts".
  • Click the "Total" row displayed under "Account", and then select "Drill All Accounts".
  • Click a row for your selected account and then click "Drill Selected Account".

Standard View

Contains a summary table with the following columns:

  • Account Name
  • Age in Days
  • As of Document Value
  • As of Value.
  • Document Currency
  • Due Date
  • Line
  • Line Value
  • Parent Account Name
  • Transaction Date
  • Transaction Document Number
  • Transaction Line Name

Custom View

Contains a summary table with the same columns as Standard View. You can add additional columns if required.

Available additional columns are:

  • Account Billing City
  • Account Billing Country
  • Account Billing State
  • Account Currency
  • Account Type
  • Bank Account Name
  • Currency Revaluation Name
  • Dimension 1
  • Dimension 2
  • Dimension 3
  • Dimension 4
  • Dual Currency
  • Expense
  • FFA Company
  • Financial Period End Date
  • Financial Period Start Date
  • Home Currency
  • Line Description
  • Line Number
  • Line Reference
  • Match Type
  • Matching Action
  • Matching Financial Period
  • Matching Match Date
  • Matching Reference Name
  • Matching Undo Reason
  • Matching Year
  • Parent Account Name
  • Product Name
  • Statement Date
  • Transaction Date
  • Transaction Document Description
  • Transaction Financial Period

To add additional fields to the Custom View summary table:

  1. Open the Aged Analysis dashboard you want to configure.
  2. Click Drill All >.
  3. Open to the Custom View tab. The global filters panel must be displayed to show this tab. You can open the filters panel by clicking .
  4. Click Edit to enter edit mode. To perform this step and continue with the configuration, you need the Analytics Platform Admin permission set.
  5. Click More Actions, then select Pick Initial Values.
  6. Select the columns you want to add to your table from the drop-down menu.
  7. Click Done to save your dashboard.
  8. Click Save.
  9. Click Preview to view your changes.
Note:

Additional columns are initially added to the right-hand side of the Custom View table in order of selection. If you close and open the dashboard after saving your changes, these additional columns are ordered alphabetically.

In addition, you can select records displayed in the Transaction Document Number heading to drill through to sales invoices or other billing documents held in Accounting or Billing Central. This feature is useful if, for example, you wish to review additional details.

Exporting to Excel

To export the tables displayed on either the Standard View or Custom View tabs to Excel:

  1. Hover over a cell in the table.
  2. Click Dropdown icon to open menu that appears in the top right corner of the table, and then select Share.
  3. Select Download | Download in Excel Format or Download in CSV Format.

To reorder the columns in your Custom View table before exporting to Excel:

  1. Deselect your additional columns and then select them in the order in which you want them to be displayed.
  2. Hover over a cell in the table.
  3. Click Dropdown icon to open menu that appears in the top right corner of the table, and then select Explore to create a new lens.
  4. Under the Data column on the left-hand side of the page, reorder your columns by dragging and dropping.
    Note: This does not reorder the columns in the dashboard.
  5. Click More Actions, and then select Share.
  6. Select Download | Download in Excel Format or Download in CSV Format.

Drilling Through to Documents

To drill through to documents:

  1. Hover over a cell in the Transaction Document Number or Transaction Line Name column in the table.
  2. Click Show Record Actions Menu that appears, then click Open Record.

The related transaction document opens in a new Accounting or Billing Central tab.

Note:

By default, the age range columns in the summary table display values in right alignment. If you customize your age ranges, then your age range values are displayed in left alignment. To realign your column values, enter edit mode, click the table columns and select your preferred alignment.

The Current Column

The transactions displayed in the dashboards are grouped into your configured age ranges by the number of days between the aging date and the due date or transaction date. By default, the dashboard includes a Current column. This column contains the value of all transaction line items for which payment is owed, but is not yet due. This column enables you to review debt that is not yet due, but might be significant.

If you have configured your dashboard to begin aging from the due date, then some records might not be overdue, but have a value of 0 or fewer days. These are displayed in the "Current" column.

For example:

Aging Date = 30/6/2019

Transaction date = 15/6/2019

Due date of transaction = 15/7/2019

Age of this transaction = 30/6/2019 - 15/7/2019 = -15. This transaction is therefore displayed as current.

Note:

If you have configured your dashboard to begin as of aging from the transaction date, then only transactions with the same date as your selected as of aging date appear in the "Current" column. This is because these transactions have an aging value in days of 0. Negative aging is not available when aging begins on the transaction date.