Hello. I am hoping someone can help me. I need to do a report in Excel format that includes customer name & phone number & address along with the aging breakdown of 30, 60, 90, etc days. I have tried different procedures but nothing seems to be working for me. Is there any way of accessing the Overdue Receivables report or the Aged Trial balance report and inserting phone number & address? I do have Crystal Reports. Or is there a better way to do this? Thanks for the help. Linda

Hi Linda,

If you need this information in Excel with each customer on one row, the easiest way to do this is:

1) Use the Calculate Customer Aging function in Adagio Receivables to determine the aging 30/60/90 amounts by customer. You can choose to do this either by Due Date (like the Overdue Receivables report) or by Invoice Date (like the Aged Trial Balance report).

2) Use the SmartFinder and edit the columns on the grid to include the information you want - customer name, phone number, address fields, and (near the bottom of the field list), Aged Current, Aged Bucket 1, Aged Bucket 2, Aged Bucket 3, and Aged Budket 4.

3) Generate a search based on desired criteria, such as all customers or perhaps only those that have an amount in any of the Aged Bucket columns.

4) Click the Excel Direct button to send the generated customers to an Excel spreadsheet. You don't have to use any other software to get this - it can be done completely within Adagio Receivables.

As you have Crystal Reports, you can create a report that is based on the Customer Information file and linked to the Customer Extension file to get the same information as above. If you are using version 9.0A of Adagio Receivables, there is a single 'Customer Master' data file on which you would base the report. The 'aged bucket' fields are in the Extension table, if you use Adagio Receivables 8.1A or earlier.

If you have Adagio GridView, you can use this to create a view file that mimics the column layout of the SmartFinder grid as described in step 2 above. The advantage of doing this with GridView is that you have more flexibility in selecting or filtering customers, or adding calculated columns, before sending to Excel. You can also attach this view to the Inquiries menu so that you can get the customer list on demand.

Thanks. I tried your procedure 1-4 as above, but I couldn't get any amounts to appear in the aged buckets. Can you tell me why that would be?
I also tried doing this in Crystal Reports, but I did not use the "extension table" file, so I did not find the aged amounts. If I can't get your first suggestion to work, I'll try Crystal Reports again with the correct files. Linda

Hi Linda,

You won't get amounts in the 'aged buckets' if the customer does not have a balance outstanding (ie unpaid invoices).

If the customer has a balance outstanding, then running the Calculate Customer Aging function (from the Maintenance menu) will populate those Aging Buckets. You have to run this function to put values into these columns.

Good Morning!
I tried the Calculate Customer Aging function again, but I still can not get numbers, other than "0", to appear in any of the aging buckets fields. When I run the report it appears that it is working and at the end it says "Customer Aging has been updated", but still no numbers appear. Is there something that has to be swithced on or off in set up? Any ideas. Linda

Hi Linda,

It should just work - there are no settings to turn this feature on or off.

The only other thing I can think of is that you can select which customers to run this for, at the bottom half of the Calculate Customer Aging screen. You could choose all customers, those that belong to a certain report group or a range of Account Sets, and so on. Perhaps there is something there that isn't selecting any customers, or not selecting the customers that you are looking at. Ensure that all of the ranges are from 'blank' to 'zzzzzz' instead of 'blank to 'blank'.

Perhaps also look at the field 'Aged as of' on the same Customer grid/file, as it gets written to by the same process. If it doesn't have today's date, then something isn't allowing the customer records to be updated.

Ensure that all buckets Aged 1 to Aged 4 are present. If you age by Due Date and the amount is over 90 days, it will appear in the Aged 4 bucket.

Perhaps also try with sample data, so you can see if it works there.