This poss includes a series of ‘SQL Server views’ that together give an aged debt, grab the most recent memo (which we use for recording credit control conversations) from the customer account, and show basic contact information.

Provided you or a colleague have basis SQL Server skills, it is straight-forward to create the necessary views in your Sage 200 SQL Server database.  You can choose your own name for the first view, and this is the one that you should link to from Excel, but the other views will need to use the names indicated.

This version doesn’t support foreign currency accounts, and it also can’t be used to produce retrospective aged debtors.  There are other ways of achieving much the same end, including the use of pivot tables which has the advantage of letting you drill down to transactions. 

The views don’t format particularly well as created via our blog software I’m afraid, but you should be able to cut and paste directly.  Also the views were put together by someone relatively inexperienced, so we know they’re not as tidy as they might be!

If you need help implementing this or similar Sage 200 aged debt reports please contact our Sage 200 support service.

SELECT     TOP 100 PERCENT dbo.CreditControlWithMemo.CustomerAccountNumber, dbo.CreditControlWithMemo.CustomerAccountName,
                      dbo.CreditControlWithMemo.AccountBalance, dbo.CreditControlWithMemo.Now, dbo.CreditControlWithMemo.[30 Days], dbo.CreditControlWithMemo.[60 Days],
                      dbo.CreditControlWithMemo.[90 Days], dbo.CreditControlWithMemo.[120 Days],
                      dbo.CreditControlWithMemo.[60 Days] + dbo.CreditControlWithMemo.[90 Days] + dbo.CreditControlWithMemo.[120 Days] AS [Over 30 Day Total],
                      dbo.CreditControlWithMemo.[Explanation/Excuse], dbo.CreditControlWithMemo.[Date Of Last Contact], dbo.CreditControlContacts.Contact AS CreditControlName,
                      dbo.CreditControlContacts.DefaultTelephone AS CreditControlPhone, dbo.CreditControlContacts.DefaultEmail AS CreditControlEmail,
                      dbo.CreditControlEscContacts.Contact AS EscalateToName, dbo.CreditControlEscContacts.DefaultTelephone AS EscalateToPhone,
                      dbo.CreditControlEscContacts.DefaultEmail AS EscalateToEmail, dbo.SYSCreditPosition.Name AS Creditability
FROM         dbo.SLCustomerAccount LEFT OUTER JOIN
                      dbo.SYSCreditPosition ON dbo.SLCustomerAccount.SYSCreditPositionID = dbo.SYSCreditPosition.SYSCreditPositionID LEFT OUTER JOIN
                      dbo.CreditControlEscContacts ON dbo.SLCustomerAccount.SLCustomerAccountID = dbo.CreditControlEscContacts.SLCustomerAccountID LEFT OUTER JOIN
                      dbo.CreditControlContacts ON dbo.SLCustomerAccount.SLCustomerAccountID = dbo.CreditControlContacts.SLCustomerAccountID RIGHT OUTER JOIN
                      dbo.CreditControlWithMemo ON dbo.SLCustomerAccount.CustomerAccountNumber = dbo.CreditControlWithMemo.CustomerAccountNumber
GROUP BY dbo.CreditControlWithMemo.CustomerAccountNumber, dbo.CreditControlWithMemo.CustomerAccountName, dbo.CreditControlWithMemo.AccountBalance,
                      dbo.CreditControlWithMemo.Now, dbo.CreditControlWithMemo.[30 Days], dbo.CreditControlWithMemo.[60 Days], dbo.CreditControlWithMemo.[90 Days],
                      dbo.CreditControlWithMemo.[120 Days], dbo.CreditControlWithMemo.[60 Days] + dbo.CreditControlWithMemo.[90 Days] + dbo.CreditControlWithMemo.[120 Days],
                      dbo.CreditControlWithMemo.[Explanation/Excuse], dbo.CreditControlWithMemo.[Date Of Last Contact], dbo.CreditControlContacts.Contact,
                      dbo.CreditControlContacts.DefaultTelephone, dbo.CreditControlContacts.DefaultEmail, dbo.CreditControlEscContacts.Contact,
                      dbo.CreditControlEscContacts.DefaultTelephone, dbo.CreditControlEscContacts.DefaultEmail, dbo.SYSCreditPosition.Name
ORDER BY dbo.CreditControlWithMemo.[60 Days] + dbo.CreditControlWithMemo.[90 Days] + dbo.CreditControlWithMemo.[120 Days] DESC

CreditControlWithMemo

SELECT     TOP 100 PERCENT dbo.SLCustomerAccount.CustomerAccountNumber, dbo.SLCustomerAccount.CustomerAccountName, dbo.SLCustomerAccount.AccountBalance,
                      SUM(CASE WHEN DATEDIFF(d, dbo.SLPostedCustomerTran.TransactionDate, GETDATE()) BETWEEN 1 AND
                      30 THEN dbo.SLPostedCustomerTran.GoodsValueInAccountCurrency – dbo.SLPostedCustomerTran.AllocatedValue ELSE 0 END) AS Now,
                      SUM(CASE WHEN DATEDIFF(d, dbo.SLPostedCustomerTran.TransactionDate, GETDATE()) BETWEEN 31 AND
                      60 THEN dbo.SLPostedCustomerTran.GoodsValueInAccountCurrency – dbo.SLPostedCustomerTran.AllocatedValue ELSE 0 END) AS [30 Days],
                      SUM(CASE WHEN DATEDIFF(d, dbo.SLPostedCustomerTran.TransactionDate, GETDATE()) BETWEEN 61 AND
                      90 THEN dbo.SLPostedCustomerTran.GoodsValueInAccountCurrency – dbo.SLPostedCustomerTran.AllocatedValue ELSE 0 END) AS [60 Days],
                      SUM(CASE WHEN DATEDIFF(d, dbo.SLPostedCustomerTran.TransactionDate, GETDATE()) BETWEEN 91 AND
                      120 THEN dbo.SLPostedCustomerTran.GoodsValueInAccountCurrency – dbo.SLPostedCustomerTran.AllocatedValue ELSE 0 END) AS [90 Days],
                      SUM(CASE WHEN DATEDIFF(d, dbo.SLPostedCustomerTran.TransactionDate, GETDATE()) BETWEEN 121 AND
                      1000 THEN dbo.SLPostedCustomerTran.GoodsValueInAccountCurrency – dbo.SLPostedCustomerTran.AllocatedValue ELSE 0 END) AS [120 Days],
                      dbo.SYSCompany.CompanyName AS Source, dbo.SalesMemosB.MemoText AS [Explanation/Excuse],
                      dbo.SalesMemosB.TimeAndDateMemoCreated AS [Date Of Last Contact]
FROM         dbo.SLCustomerAccount INNER JOIN
                      dbo.SLPostedCustomerTran ON dbo.SLCustomerAccount.SLCustomerAccountID = dbo.SLPostedCustomerTran.SLCustomerAccountID LEFT OUTER JOIN
                      dbo.SalesMemosB ON dbo.SLCustomerAccount.SLCustomerAccountID = dbo.SalesMemosB.SLCustomerAccountID CROSS JOIN
                      dbo.SYSCompany
GROUP BY dbo.SLCustomerAccount.CustomerAccountNumber, dbo.SLCustomerAccount.CustomerAccountName, dbo.SLCustomerAccount.AccountBalance,
                      dbo.SYSCompany.CompanyName, dbo.SalesMemosB.MemoText, dbo.SalesMemosB.TimeAndDateMemoCreated
HAVING      (dbo.SLCustomerAccount.AccountBalance <> 0)
ORDER BY dbo.SLCustomerAccount.CustomerAccountNumber

CreditControlEscContacts

SELECT     SLCustomerAccountID, SLCustomerContactID, Contact, IsDefaultRole, DefaultTelephone, DefaultEmail, DefaultFax, DefaultWebsite, DefaultMobile,
                      IsPreferredContactForRole, ContactRoleName
FROM         dbo.SLCustomerContactDefaultsVw
WHERE     (ContactRoleName LIKE ‘esc%’) AND (IsPreferredContactForRole <> 0)

CreditControlContacts

SELECT     SLCustomerAccountID, SLCustomerContactID, Contact, IsDefaultRole, DefaultTelephone, DefaultEmail, DefaultFax, DefaultWebsite, DefaultMobile,
                      IsPreferredContactForRole, ContactRoleName
FROM         dbo.SLCustomerContactDefaultsVw
WHERE     (ContactRoleName = ‘credit control’) AND (IsPreferredContactForRole <> 0)

The problem is that the allocation date, which is set within the top right section of Sage 200’s allocation screens, defaults to the current date.   This is really easy to overlook, and calls to our Sage 200 support team suggest most users are, quite reasonably, unaware of the implications of that date. However, this can cause a few hiccoughs if left unchanged, affecting retrospective debtors/creditors reports, retrospective statements, and any view of average times to pay by customers (visible in the account details report).

With this in mind, it is generally a good idea to change the allocation date from the default of the current system date to that of the latest transaction in the batch being allocated, to keep analyses based on transaction and allocation dates consistent.   Sage 50 does this automatically, so perhaps this is something the software developers need to talk to each other about!

There is a fix, however, if you forget to do this when allocating.  You can always go into the Amend Allocation option under the Adjust Transactions menu on the sales or purchase ledgers and either undo or amend the date on the problem allocations.