Who Owes Me — Debtors, Ageing, Open Items and Credit Limits

In an exchange office, money sitting with a customer is still your asset — but an asset that gets a little riskier with every day that passes. This episode covers the four tools Nexto gives you: three that report the problem, and one that prevents it.

What you will learn

• What debtors and creditors show, and when to open them
• How the ageing report splits debt into four age bands
• Why the days inactive column matters more than the amount
• How to use open items as a weekly to-do list
• How to set a credit limit so Nexto warns you automatically
• How to chase a debtor once you have found them

Step by step

1. Start with debtors and creditors

Debtors and creditors tell you who owes what. The list is sorted by amount with the total at the top. Look at this report before any big decision — before extending credit to a new customer, for instance, see how much of your money is already out there.

2. Move to ageing — the most important report here

Four cards across the top: under seven days, seven to fifteen, fifteen to thirty, and over thirty. A hundred thousand that went out three days ago is not the same thing as a hundred thousand that has been out for three hundred days. This page shows you precisely that difference.

3. Sort by days inactive, not by amount

The table has one column that does the work for you: days inactive — how long since this customer's last transaction. A row that has not moved in months is the one to ring today, not the one with the biggest number.

4. Empty open items every week

Open items shows the payment commitments that have not been completed — the total, how much has been paid, how much is left. Everything built in /learn/rial-routing collects here. At the end of every week this page should be empty, or close to it.

5. Set a credit limit on the customer form

On every customer's create or edit form there is a credit limit field. Fill it in, and when that customer's debt goes past the figure, Nexto warns you as the document is being recorded and reports it to the manager as well. Unlike the other three tools, this one is not a report — it is a precaution. The in-app page help (the ? icon at the top of the page) has more detail.

6. Follow up straight from the statement

Once you have found the customer who owes, you can put their balance or their statement straight onto their WhatsApp from the statement page. These parts run together as one chain: find, look, follow up.

Tips

• The biggest debt is not always the most urgent one. Ring the rows with climbing inactive days first — that is where a debt turns into a problem.
• Open items should be short by the end of the week. If it keeps growing, commitments are being made faster than they are being closed.
• Put a credit limit on the customers you worry about, so you do not have to keep remembering.

FAQ

What is the difference between the debtors report and ageing?

Debtors tells you the amount — who owes what, sorted with the total at the top. Ageing tells you the risk, by splitting the same debts into age bands and showing how long each customer has been silent.

Which customers should I call first?

The ones whose days inactive figure is climbing, not the ones with the largest balance. A large debt that is three days old is normal business; a smaller one that has not moved in months is the one that turns bad.

What does the credit limit actually do?

When a customer's debt goes past the figure you set, Nexto warns you while the document is being recorded, and reports it to the manager as well. It stops the problem at the point of entry instead of reporting it afterwards.

Where do open items come from?

They are the payment commitments that have not yet been completed — everything created in the local payout workflow collects on this page, showing the total, how much has been paid and how much is left.