Bill Wise Outstanding (Multi-Year)
The party-wise statement of unpaid bills across the current and the previous financial years — the one to take out when you chase a customer, because it shows every open bill, how old it is and what has been received against it.
Outstanding by Bill (Receivables) works on a single year. This statement reads bills of the current year together with the previous years, so a party's old dues appear in one list. dsGST keeps bill-wise outstanding for the current year plus two previous ones; see Outstandings.
See Video - Bill Wise Outstanding Statement
Generate the statement
Set the filters and click Generate. Abort stops a long run; Print opens the print dialog.
Filters
| Filter | Use |
|---|---|
| Party, Group, Category, Sub Grp, City | One party, or a kind of party. Group starts ticked at the debtors group. |
| Pt Name, Pt.Code | Part of the name or the party code. |
Bill Date (S for a standard range) | Bills of a period. |
| Sr | One bill series. |
| Days <= / Days >= | Only bills not older than, or older than, the given number of days — useful for "everything over 60 days". |
| MR in Bill, Mfr of mr in Bill, MR of Sr | Bills of one medical representative, that representative's manufacturer, or the representative of a series. |
| All / Cash / Credit | Cash or credit bills. |
| Dues list | All, Non-Zero (the default: bills not yet fully settled), +ve Balance (the party owes), -ve Balance (we owe the party). |
| Sort | By Name, City or CollGrp. |
| Selected Parties | When you arrive here from another screen with a chosen set of parties, the statement is limited to them and says how many. |
Columns and display options
| Column | Meaning |
|---|---|
| Bill, Date, Days | Bill number, date and how many days old it is |
| Bill Dis, Dis Amt | Discount percentage and amount on the bill |
| Bill Amt | Amount of the bill |
| Recd Amt | Received against the bill |
| Due Amt | Still due on the bill |
| Running | Running total for the party |
Use Show Dis Amt Col, Show Cash Col, Show Pt Cd, Show Pt Nm, Show Mobile, Show MR in Bill, Show Recp Detl and Font Size to choose what appears. Show Undone TDo adds the to-do items not yet marked done. Show Led Dues is explained below.
Colours
| Where | Colour | Meaning |
|---|---|---|
| Whole row, in red | red text | A negative bill, such as a sale return or credit note. |
| Running cell | light cyan | The bill belongs to the previous financial year. |
| Running cell | yellow | The bill is from an even earlier year. |
| Other Dues line | beige | Not a bill — the difference to the ledger balance (see below). |
| TOTAL row | yellow | Totals of the whole statement. |
Double-click a bill to open it, or double-click the party's name columns to open the party's ledger.
Show Led Dues: the "Other Dues" line
The statement adds up bills. A party's ledger balance adds up everything posted to the party's account. The two are often not the same, and Show Led Dues makes the gap visible instead of leaving you to hunt for it.
The tick box appears only when Credit is selected. With it ticked, after each party's bills dsGST compares the total of the listed bills with the party's current ledger balance. If they differ, one extra line is added:
Other Dues at dd/mm/yyyy hh:mm
Its Due Amt is ledger balance − bills listed, and Running shows the ledger balance, so the party's last running figure always agrees with the ledger. The same line is added to letters, e-mails and WhatsApp messages sent from this screen, so the party sees one figure that matches their account.
Why bill-wise outstanding can differ from the ledger balance
If Other Dues appears — or you compare this statement with the ledger by hand — the difference is one or more of the following. Starting with the most common:
| Reason | What is happening | What to do |
|---|---|---|
| Bills older than the connected years | Bill-wise outstanding covers the current year and the two previous years linked in Set Defaults. Older bills are not in the list; their unpaid amount reaches the current year only as the party's opening balance, which is in the ledger but is not a bill. | Expected. Collect it as an old balance, or treat the opening balance as the "bill". |
| Entries made outside Receipt by Bill | Receipts and payments entered on account, cash/bank vouchers, journal vouchers, cheque returns, bank charges, interest or discount vouchers all change the ledger but are not matched to any bill, so every bill stays fully open. | Settle the bills with Receipt by Bill, or accept that those parties are tracked on account. See Outstandings. |
| Documents that are not bills | Only sale, purchase, sale return, purchase return, sale register, purchase register, credit note and debit note documents are listed as bills. Other documents that post to the party's account (for example expiry documents) are in the ledger only. | Check the ledger lines that are not bills. |
| Filters on the statement | Bill date range, series, medical representative, Days ≤ / ≥, Cash/Credit, Dues (Non-Zero, +ve, −ve) and the party selection narrow the bills shown. The ledger balance is never filtered, so a filtered statement will not agree with it. | Remove the filters to compare. |
| Cash bills | If your firm treats cash bills as settled at once (Cash-to-Cash), they are left out of the bill list although they are in the ledger together with their receipt. | Select All in the Cash/Credit list. |
| Different date | The statement is as of now; a ledger printed earlier or "up to a date" will differ by everything posted since. | Compare both at the same moment. |
| Account deleted in the current year | A bill from an earlier year belongs to a party account that has no counterpart in this year's masters, so it cannot be tied to the party's current account. | Tick Miss Acc to list such bills, then bring the account across — see Accounts from the Previous Year. |
| Account Id differs between years | Years are linked by account Id, not by name. If a party was deleted and re-entered, it has a new Id this year; last year's bills belong to the old Id and appear under a different (or no) account, so the party's bills and ledger do not agree. | Compare the two years in Accounts from the Previous Year; do not import the old row as a second account — have the Ids re-linked. |
| Small amounts | Round-off or discount posted by voucher rather than on the bill. | Adjust the bill, or pass a voucher to clear the residue. |
Tick Show Led Dues with Credit selected and no other filters, then open the party's ledger from the same row. The Other Dues amount is exactly what the ledger holds that the bills don't — scan the ledger for entries that are not bills and for opening balances.
Send it to the party
When you are generating for one party, the buttons below the filters turn the statement into a letter:
| Button | Does |
|---|---|
| Letter | Prints the statement as a letter for the party. |
| E-mails it to the party. Tick with pdf to attach it as a PDF (needs a PDF printer set up on the computer). mail with run bal includes the running balance. | |
| WApp | Queues it as a WhatsApp message. |
Type a Title to head the letter. These buttons are shown only to users with Show permission for Sales; mail needs SMTP settings, and the party's address on the account.