The Debt Tracking option located in the right mouse button menu of the AR/AP slips window is used to display the debt tracking window listing debit and credit transactions by due date. The debt-tracking window can be used for transactions such as debt closing and undo operations. Furthermore, debit and credit transactions of the AR/AP can be tracked in local currency and transaction currency.
The Debt Tracking window can be set to open automatically when the transaction is completed, allowing closing operations to be performed. To do so, the Debt Closing Window parameter of the Finance Parameters option located in the definitions menu of the Administration section is used. This parameter is used to specify the operations requested to open the debt-tracking window when the slip is recorded.
AR/AP transactions are listed on the following columns of the debt tracking window.
- Transaction Date
- Date
- Number
- Transaction
- Debit
- Credit
- Remaining
- Document No.
- Trading Group
- Rem. Level
All invoice types are processed on the debt-tracking window except for Sales Proforma Invoices. If a payment plan is linked to the invoice bottom or the transaction in the line, the invoice is displayed in the debt-tracking window in as many pieces as the number of payments. The date column displays the payment date calculated for each payment. Invoices not linked to the payment plan are listed as outstanding transactions, on a single line on the Debt Tracking window.
Transaction lines totally or partially closed with a payment are listed as connected to each other with a link. In this way, it can be understood which transaction is closed by which payment or collection, and closed and remaining amount information can be tracked.
Closing operations on the Debt Tracking window can be performed by inter-connecting Debit and Credit transactions and using one of the following options:
- Close
- Multiple Close
- FIFO Close
- Automatic Close
When FIFO close is selected, the transaction with the closest due date among transactions with reverse balance that have not been used in other closing operations is used for the closing operation.
When Close is selected, transactions are linked and closed by the user.
When Automatic Close is selected, all transactions displayed in the window are closed according to the FIFO method. In other words, debit and credit transactions sorted by due date close each other according to this order.
If transactions are closed completely after the closing operation, closed and outstanding parts are separated. Each part of the transaction separated after the closing operation is displayed as linked to the other parts. When the cursor is on transactions that have their Closed (Remaining) field empty, the Counter Transaction field lists the following information of the slip which closed the transaction.
- Slip Number
- Date, Type
- Amount
Payment details are listed under Debt Tracking window, and these fields are not editable. Document tracking number of the relevant invoice is transferred to "Document Tracking Number" field located in this section for the payment transactions of purchase or sales invoices, and this value can not be changed. Debit - Average Due Date, Debit - Average Day, Credit - Average Due Date, Credit - Average Day fields are used to display average due dates of unclosed transactions. Average due date is calculated for debt/credit amounts and days separately. If there are more than one line checked in Debit Tracking window, average due date of only the selected lines are calculated.
Average Due Date Calculation:
Transaction Date + ((Transaction Date – Due Date) * Amount 1) + ((Transaction Date – Due Date) * Amount 2) + ..... n / Amount1 + Amount2 + ... AmountN