Producing aged summaries

Using a date or datetime field in a table, you can group records into aging periods and produce an aged summary of the data.

To produce an aged summary:

  1. Select Analyze > Age.
  2. On the Main tab, do one of the following:
    • Select the field on which to base the aging from the Age On drop-down list.

    • Click Age On to select the field, or to create an expression.

  3. In the Cutoff Date field, leave the default current date, or do one of the following to specify a different cutoff date:
    • Edit the date directly in the Cutoff Date field.

    • Click the down arrow to select a date from the calendar. You can use the left or right arrows to move backward or forward one month at a time, or click the month and year, year, or decade at the top center of the calendar to move backward or forward in larger intervals of time.

    Specifying a different cutoff date allows you to align the beginning of the first aging period with a date such as a fiscal period end date. If you leave the default date, the first aging period begins on the current date, which may or may not be appropriate for your analysis.

  4. Enter the aging periods to use in the Aging Periods text box, or keep the default values.

    The aging period values must be entered in days. Each value must be listed on a separate line from lowest to highest (most recent to oldest). The final value specifies the end of the oldest aging period.

    Note

    You can change the values used for the default aging periods by selecting Tools > Options and updating the Aging Periods on the Date and Time tab.

  5. Select one or more Subtotal Fields, or click Subtotal Fields to select the subtotal field(s), or to create an expression.

    The order in which you select the fields is the order in which the columns appear in the results. If you are appending results to an existing ACL table, the column selection and order must be identical to the column selection and order in the existing table.

  6. If there are records in the current view that you want to exclude from processing, enter a condition in the If text box, or click If to create an IF statement using the Expression Builder.

    The IF statement considers all records in the view and filters out those that do not meet the specified condition.

  7. Click the Output tab.
  8. Select the appropriate output option in the To panel:
    • Screen – Select this option to display the results in the ACL display area. If the output table contains a large number of records, it is faster and more useful to save the results to a file than to display the results on the screen.

    • Print – Select this option to send the results to the default printer.

    • Graph – Select this option to create a graph of the results and display it in the ACL display area.

    • File – Select this option to save or append the results to a text file. The file is saved outside ACL.

    Note

    Output options that do not apply to a particular analytical operation are disabled.

  9. If you selected File as the output type, specify the following information in the As panel:
    • File TypeASCII Text File or Unicode Text file (depending on which edition of ACL you are using) is the only option. Saves the results to a new text file, or appends the results to an existing text file.

    • Name – Enter a file name in the Name text box. Or click Name and enter the file name, or select an existing file in the Save or Save File As dialog box to overwrite or append to the file. If ACL prefills a file name, you can accept the prefilled name, or change it.

      You can also specify an absolute or relative file path, or navigate to a different folder, to save or append the file in a location other than the project location. For example: C:\Results\Output.txt or Results\Output.txt.

    • Local – Disabled and selected. Saving the file locally is the only option.

  10. Depending on the output type, you can optionally specify a Header and/or a Footer in the text box(es).

    Headers and footers are centered by default. Type a left angle bracket (<) before the header or footer text to left align the text. Click Header or Footer to enter a header or footer of more than one line. Alternatively, you can enter a semi-colon (;) as a line-break character in the header or footer text box. Left aligning multiple lines requires a left angle bracket at the beginning of each line.

  11. Click the More tab.
  12. Select the appropriate option in the Scope panel.
    • All – This option is selected by default. Leave it selected to specify that all records in the view will be processed.

    • First – Select this option and enter a number in the text box to start processing at the first record in the view and include only the specified number of records.

    • Next – Select this option and enter a number in the text box to start processing at the currently selected record in the view and include only the specified number of records. The actual record number in the leftmost column must be selected, not data in the row.

    • While – Select this option to use a WHILE statement to limit the processing of records in the view based on a particular criterion or set of criteria. You can enter a condition in the While text box, or click While to create a WHILE statement using the Expression Builder.

      A WHILE statement allows records in the view to be processed only while the specified condition evaluates to true. As soon as the condition evaluates to false, the processing terminates, and no further records are considered. You can use the While option in conjunction with the All, First, or Next options.

    Note

    The number of records specified in the First or Next options references either the physical or the indexed order of records in a table, and disregards any filtering or quick sorting applied to the view. However, results of analytical operations respect any filtering.

    If a view is quick sorted, Next behaves like First.

  13. Select the Suppress Others checkbox if you want to exclude from the results any values that fall outside the specified aging periods.
  14. If you want to break down the output results based on the values in a character field, enter the field name in the Break text box, or click Break to select the field, or to create an expression.

    For example, an aged summary of an accounts receivable table could be broken down by customer. Break can only be used with a single character field, so nested breakdowns are not supported.

    Note

    For the Break option to yield meaningful results, the character field must be sorted prior to aging.

  15. If you selected File as the output type, and want to append the output results to the end of an existing text file, select Append To Existing File.
  16. Click OK.

    If you output the results to screen or graph, you can switch between the two output types using the Text and Graph buttons at the bottom of the display area.

  17. If the overwrite prompt appears, select the appropriate option.
Related concepts
About aged summaries


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