Debtor Transactions and Enquiry Feature in Profitz

Description: The Debtor Transactions enquiry in Profitz provides a centralised view of all financial interactions with debtors. This tool is essential for efficient accounts receivable management, allowing users to track and review debtor invoices, receipts, and client applications or claims in one place. With ageing analysis, job-level breakdowns, and interactive drilldowns, it supports accurate cash flow forecasting, credit control, and financial reporting.

How to Access

Navigate to Enquiries › Debtor Transactions

Key Features

Debtor Enquiry Header

Use the header filters to define the scope of your enquiry:

Filter	Description
Age As At Date	Defines the reference date for ageing analysis. Used to calculate overdue balances.
Job No	Filter transactions associated with a specific job.
Account Code	Filter transactions for a specific debtor account.
Order Number	Filter by customer order number.
From/To Date	View transactions within a specific date range.
From/To Period	View transactions within a defined range of financial periods.
Batch	Filter transactions by batch number to isolate grouped entries.
Transaction Type	Choose one or more of the following:

• AR Invoice
• AR Cash
• AR Sales Application
• AR Sales Claim

Transaction Overview

Each line in the enquiry displays key details, including:

Column	Description
Period	Financial period of the transaction
Account Code	Debtor account code
Document Type	Type of document (e.g., Invoice, Claim)
Transaction Type	AR Invoice, AR Cash, AR Sales Application, AR Sales Claim
Invoice Number	Unique transaction reference
Date	Transaction date
Reference	Customer reference or internal note
Goods / GST / Amount	Breakdown of transaction value and tax
Job Number / Job Name	Job associated with the transaction
Outstanding	Amount still due from the customer
Ageing Buckets	Breakdown of overdue amounts:

• Future
• Current
• 1 Month
• 2 Month
• 3 Month

Filtering Options

Click the grey bar at the top of the screen to reveal advanced filters. Use these to refine your search and locate specific transactions.

Interactive Drill-Down

Any blue hyperlink in the report is clickable. Clicking a value opens a detailed view of the transaction.

 

Best Practices

• Use the Age As At Date to identify overdue receivables and prioritise follow-up
• Drill into Amount fields to validate how revenue was allocated across jobs or GL accounts
• Use Batch filters to reconcile bulk billing runs or payment batches
• Use Transaction Type filters to isolate invoices, claims, or receipts

Limitations

• Only posted transactions will appear in the enquiry
• Drill-down is only available for transactions with detailed allocation data
• Filters must be applied carefully to avoid excluding relevant results

FAQ

Can I view client claims or applications in this enquiry? Yes. Client applications and claims are included alongside standard debtor invoices and receipts.

Why can’t I see any results? Ensure your filters (e.g., period, date, job, account) are correctly set and that transactions have been posted.

Can I export the results? Yes. Use the export options in the toolbar to download the enquiry data.

Related articles:

• [Job Enquiry in Profitz]
• [GL Enquiry in Profitz]
• [Receipts Payments]