Tracking outstanding items

Outstanding items can be tracked in PANTHEON using various outstanding items reports.

This chapter shows how to track the outstanding items in PANTHEON.

CASE SUMMARY Anne Accountant, an accountant at Tecta, wants to check the outstanding items of the customer Merkur d.o.o. She will send a reminder to the customer for late payment due to outstanding unpaid receivables. This is done as follows: Selecting the report type Defining the report criteria Selecting the report type for printing Sending the outstanding items report

1. Selecting the report type

The person responsible creates an outstanding items report for the customer Merkur d.o.o., which will show the outstanding receivables from the customer.

This is done by opening the menu Financials | Reports | Outstanding items.

This opens the window Outstanding items on a date, which consists of the parameter settings tab, grid view, import of subject's books and potential custom fields.

The person responsible opens the tab Settings and defines the criteria for creating a report of outstanding items.

2. Defining the report criteria

First, the person responsible must define the criteria of the report to be created.

The person responsible has the option to choose to view the outstanding or overdue outstanding items of the day. This is selected above the criteria in the tabs, as shown in the image below.

In this case, the person responsible checks the outstanding items by staying on the tab Open items.

Then, the person responsible manually enters the account number in the field Account based on which a report of outstanding items will be created.

HINT If the account number is not entered, the program creates a report for accounts that have an accounts receivable defined in the chart of accounts and a account payable defined on the suppliers' side.

In the field, the account 1200 - Short-term trade receivables - domestic market is entered.

HINT If you want to display more accounts per report, you can do this by clicking the button and selecting a set of accounts. If you want to display more accounts per report, check the checkbox Range and enter the starting and ending account numbers in both fields Account.

In the field Subject, the person responsible manually enters the name of the subject for which the report should be created.

In this case, "Merkur" is entered and selected from the drop-down list.

The field Name 2 is automatically populated.

HINT Outstanding items can also be displayed for an specific Subject type.

The report can be limited to a single department, cost carrier or a linked document number.

Then, the person responsible selects the date in the field Date, in this case 10.5.2022.

HINT You can check the checkbox Period, which copies the period date from the journal entry header, or the checkbox Document, which copies the document date from the journal entry lines.

In the section Type of outstanding items, the person responsible enables the radio button Customers, because the person responsible is interested in the outstanding receivables from the customer Merkur.

In the section Document status, the person responsible enables the radio button Open.

3. Selecting the report type for printing

In the section Report type on the left side of the form, the person responsible selects the desired report.

In this case, the report type 08P - Outstanding items - detailed by documents is selected. The selected report displays each post in the selected account for the same linked document separately.

By double-clicking the report type or by clicking the button Report, a preview of the report is displayed.

The report can be printed by clicking the button (Print) or sent to the customer by email.

4. Sending the outstanding items report

Using the module Reports | Open Items, the person responsible can send a reminder to the customer by email.

HINT Unlike sending reminders using the module Reminders, this is an ad-hoc sending of outstanding items.

After setting the report parameters on the form and selecting the report type, the person responsible clicks the button Send by email to open the window Send payment reminders by email.

The subject and outstanding items data is copied to the window based on the parameters selected in the outstanding items report.

HINT You can define the field and report template settings in the Document types register (Reminders).

The subject's email address is populated from the default email address for sending reminders defined in the Contacts register.

When the person responsible has finished reviewing and editing the email, the button Sign/Print/Archive is clicked.