asked on

ACCOUNT RECEIVABLE HISTORY DATA

Hi All,

I have a AR data like below :

1. InvNo
2. InvDate
3. InvAmount
4. PayNo
5. PayDate
6. AllocationAmount
7. PaidAmount

Sample Data :

Normal Allocation (no problem):

InvNo InvDate InvAmount PayNo PayDate AllocationAmount PaidAmount
A 01/05/2010 100 A 01/05/2010 0 0
A 01/05/2010 0 AL01 01/10/2010 100 0
A 01/05/2010 0 BR01 01/10/2010 -100 100

Late Allocation:

InvNo InvDate InvAmount PayNo PayDate AllocationAmount PaidAmount
A 01/05/2010 100 A 01/05/2010 0 0
A 01/05/2010 0 BR01 01/10/2010 -100 100
A 01/05/2010 0 AL01 02/01/2010 100 0

In plain English said :

We have received money from customer in January, but we don't know which customer.
In February, we know it, then we allocate the invoice.
When allocation (AL01) we also write BR01 Payment Data to the table.
We call it late allocation and we don't want the AR change when we print history of AR.

In report :

In January our AR still 100, but in Feb our AR will became 0, why, because base on Allocation date.

AR Jan = SUM(InvAmount) - SUM(AllocationAmount) - SUM(PaidAmount)

How to query it ?

Thank you.

johanntagle

It's possible to come up with fairly complex SQL that would give you an output like:

Month Year AR
January 2011 100
February 2011 0

Or
January-2011 February-2011
100 0

However, instead of coming up with that, may I suggest you come up with another table to store the AR Summaries for the month? It will look something like the first table above.

Why do I suggest this? Because to come up with AR for a month, you will need to compute using all the transactions from the very first transaction (which could be years old) up to the end of that month. That will be very slow once you have months (years?) of transactions. If you come up with another table for AR Summaries, then you will just take the AR figure for the previous month, compute the transactions for the current month, then add the two values.

Let's say the first-ever recorded transaction was January 2010. To populate the new AR_SUMMARIES table:

insert into AR_SUMMARIES 
select 'January', '2010', 
   SUM(InvAmount) - SUM(AllocationAmount) - SUM(PaidAmount) 
from AR_DATA where PayDate < to_date('01-Feb-2010','dd-Mon-YYYY')

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(I'm not too familiar with what's the equivalent of to_date in SQL Server so please just adjust the above)

Then for the next months, you do:

insert into AR_SUMMARIES 
select 'January', '2010', 
   (SUM(InvAmount) - SUM(AllocationAmount) - SUM(PaidAmount) + 
     (select AR from AR_SUMMARIES where year='2010' and month='January')
   )
from AR_DATA where PayDate between to_date('01-Feb-2010','dd-Mon-YYYY') and to_date('01-Mar-2010','dd-Mon-YYYY')

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Of course, if you're talking many years of data you should do this in an script that automatically adjusts the months and dates.

After the initial population maybe you can plan on having a trigger that will update AR_SUMMARIES for every insert/update/delete in AR_DATA.

Then just select from the AR_SUMMARIES table for your historical AR.

Hope this helps.

emi_sastra

ASKER

Hi johanntagle,

Let's say we keep the table that way, how to generate the right output ?

InvNo InvDate InvAmount PayNo PayDate AllocationAmount PaidAmount
A 01/05/2010 100 A 01/05/2010 0 0
A 01/05/2010 0 BR01 01/10/2010 -100 100
A 01/05/2010 0 AL01 02/01/2010 100 0

1. At Date 01/06/2010
2. At Date 01/01/2010
3. At Date 02/01/2010

Thank you.

johanntagle

Just for the specific output you specified, the simplest way would be:

select SUM(InvAmount) - SUM(AllocationAmount) - SUM(PaidAmount)
from AR_DATA
where paydate <= to_date('06-Jan-2010','dd-Mon-YYYY')
UNION
select SUM(InvAmount) - SUM(AllocationAmount) - SUM(PaidAmount)
from AR_DATA
where paydate <= to_date('01-Jan-2010','dd-Mon-YYYY')
UNION
select SUM(InvAmount) - SUM(AllocationAmount) - SUM(PaidAmount)
from AR_DATA
where paydate <= to_date('01-Feb-2010','dd-Mon-YYYY')

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Again, I'm not sure re equivalent of to_date in MS-SQL (I mainly use Oracle) so please check.

emi_sastra

ASKER

Give me sometimes, I think there sometimes, since my report has some problem using the same approach.

Thank you.

emi_sastra

ASKER

Please see below data :

InvNo InvDate InvAmount PayNo PayDate AllocationAmount PaidAmount
A 2011/01/13       31280000.00      11BD000122        2011/01/13        0.00        0.00
A 2011/01/13        0.00      BM/1149-RP/BAD-JKT/1101/030       2011/01/28        -31280000.00 31280000.00
A 2011/01/13        0.00      AP/BAD-JKT/1102/144       2011/02/17        31280000.00        0.00

B 2011/02/16       45000000.00      11BD000530        2011/02/16        0.00      0.00
B 2011/02/16        0.00      AP/BAD-JKT/1103/253       2011/03/26        45000000.00      0.00

Expected Report format :

1.InvNo
2.InvDate
3.InvAmount
4.BegBalance
5.Sales
6.AllocationAmount
7.PaidAmount

Expected Report :

InvNo InvDate InvAmount BegBalance Sales AllocationAmount PaidAmount

1. Jan 1 2011 - Jan 31 2011

A 2011/01/13       31280000.00 0.00 31280000.00 0.00 0.00

2. Feb 1 2011 - Feb 28 2011

A 2011/01/13       31280000.00 31280000.00 0.00 0.00 31280000.00
B 2011/02/16       45000000.00 0.00 45000000.00 0.00 0.00

3. Mar 1 2011 - Mar 31 2011

B 2011/02/16       45000000.00 45000000.00 0.00 45000000.00 0.00

4. Apr 1 2011 - Apr 30 2011

B 2011/02/16       45000000.00 45000000.00 0.00 45000000.00 0.00

Thank you.

johanntagle

Okay so you want to show:

1. New invoices for the month that are left unpaid by the end of the month (A in the January Report)
2. Invoices that were outstanding the previous month then paid in the current month (A in the February report)
3. Invoices created the previous month or older and that are still left outstanding

Is that correct?

Assuming:
- BegBalance is the beginning balance at the start of the month covered by the report
- Sales only has a non-zero value on the month the invoice was created
- Invoices are always paid in full (I put in what I think can handle partial payment, but I'm not sure their correct and complete)

/*This addresses criteria 1 */
select InvNo, InvDate, sum(InvAmount) as InvAmount, 0 as BegBalance, sum(InvAmount) as Sales, sum(AllocationAmount), sum(PaidAmount)
from AR_DATA INNER JOIN
  (select InvNo, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)
  from AR_DATA
  where PayDate between to_date(v_start_date,'dd-Mon-YYYY') and to_date(v_end_date,'dd-Mon-YYYY')
  group by InvNo
  having sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)>0) NEW_AR
ON AR_DATA.InvNo = NEW_AR.InvNo
where AR_DATA.InvAmount > 0
group by InvNo, InvDate, BegBalance
UNION
/*This addresses criteria 2 */
SELECT FULLY_PAID.InvNo, FULLY_PAID.InvDate, PREV_AR.BegBalance, 0 as Sales, 0 as AllocationAmount, FULLY_PAID.PaidAmount
FROM
  ( select InvNo, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount) as BegBalance
     from AR_DATA
     where PayDate < to_date(v_start_date,'dd-Mon-YYYY') and to_date(v_end_date,'dd-Mon-YYYY')
     group by InvNo
     having sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)>0
  ) PREV_AR
 INNER JOIN
  ( select InvNo, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount), sum(PaidAmount) as PaidAmount
     from AR_DATA
     where PayDate < to_date(v_end_date,'dd-Mon-YYYY')
     group by InvNo
     having sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)=0
  ) FULLY_PAID
 ON PREV_AR.InvNo=FULLY_PAID.InvNo
UNION
/*This addresses criteria 3 */
select InvNo, InvDate, sum(InvAmount), sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount) as BegBalance, 0 as Sales, sum(AllocationAmount), sum(PaidAmount)
from AR_DATA 
where PayDate < to_date(v_start_date,'dd-Mon-YYYY')
and InvNo not in (select distinct InvNo for AR_DATA where PayDate between to_date(v_start_date,'dd-Mon-YYYY') and to_date(v_end_date,'dd-Mon-YYYY') )
group by InvNo, InvDate, Sales
having sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)>0

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Replace v_start_date and v_end_date accordingly. Also note warning re to_date in my previous post.

Warning - untested! But it should point you to the right direction.

emi_sastra

ASKER

Let my try first.

Thank you.

emi_sastra

ASKER

So many query has no result column name such as :

select InvNo, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount), sum(PaidAmount) as PaidAmount

Like this :
sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount),

Thank you.

emi_sastra

ASKER

Begining Balance =
sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)

select InvNo, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount) as BegBalance
from AR_DATA
where PayDate < to_date(v_start_date,'dd-Mon-YYYY') and to_date(v_end_date,'dd-Mon-YYYY')
group by InvNo
having sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)>0

I think this is not correct, please see invoice B.
At the beginning of March 1, 2001 will get wrong value.

The where clause also wrong.

Am I right ?

Thank you.

johanntagle

I think I got the first two criteria (I did this in MySQL but the query syntax (again except for the date handling) is fairly standard. )

mysql> select * from AR_DATA;
+-------+------------+-----------+-----------------------------+------------+------------------+------------+
| InvNo | InvDate    | InvAmount | PayNo                       | PayDate    | AllocationAmount | PaidAmount |
+-------+------------+-----------+-----------------------------+------------+------------------+------------+
| A     | 2011-01-13 | 3.128e+07 | 11BD000122                  | 2011-01-13 |                0 |          0 |
| A     | 2011-01-13 |         0 | BM/1149-RP/BAD-JKT/1101/030 | 2011-01-28 |       -3.128e+07 |  3.128e+07 |
| A     | 2011-01-13 |         0 | AP/BAD-JKT/1102/144         | 2011-02-17 |        3.128e+07 |          0 |
| B     | 2011-02-16 |   4.5e+07 | 11BD000530                  | 2011-02-16 |                0 |          0 |
| B     | 2011-02-16 |         0 | AP/BAD-JKT/1103/253         | 2011-03-26 |          4.5e+07 |          0 |
+-------+------------+-----------+-----------------------------+------------+------------------+------------+
5 rows in set (0.00 sec)

mysql> select AR_DATA.InvNo as InvNo, AR_DATA.InvDate as InvDate, sum(InvAmount) as InvAmount, 0 as BegBalance, sum(InvAmount) as Sales, sum(AllocationAmount) as AllocationAmount, sum(PaidAmount) as PaidAmount
    -> from AR_DATA INNER JOIN
    ->   (select InvNo, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)
    ->   from AR_DATA
    ->   where PayDate between '2011-01-01' and '2011-02-01'
    ->   group by InvNo
    ->   having sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)>0) NEW_AR
    -> ON AR_DATA.InvNo = NEW_AR.InvNo
    -> where AR_DATA.InvAmount > 0
    -> group by InvNo, InvDate, BegBalance
    -> UNION
    -> /*This addresses criteria 2 */
    -> SELECT FULLY_PAID.InvNo as InvNo, FULLY_PAID.InvDate as InvDate, PREV_AR.InvAmount as InvDate, PREV_AR.BegBalance as BegBalance, 0 as Sales, 0 as AllocationAmount, FULLY_PAID.PaidAmount as PaidAmount
    -> FROM
    ->   ( select InvNo, sum(InvAmount) as InvAmount, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount) as BegBalance
    ->      from AR_DATA
    ->      where PayDate < '2011-01-01' and '2011-02-01'
    ->      group by InvNo
    ->      having sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)>0
    ->   ) PREV_AR
    ->  INNER JOIN
    ->   ( select InvNo, InvDate, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount), sum(PaidAmount) as PaidAmount
    ->      from AR_DATA
    ->      where PayDate < '2011-02-01'
    ->      group by InvNo, InvDate
    ->      having (sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)=0 and sum(PaidAmount)>0)
    ->   ) FULLY_PAID
    ->  ON PREV_AR.InvNo=FULLY_PAID.InvNo;
+-------+------------+-----------+------------+----------+------------------+------------+
| InvNo | InvDate    | InvAmount | BegBalance | Sales    | AllocationAmount | PaidAmount |
+-------+------------+-----------+------------+----------+------------------+------------+
| A     | 2011-01-13 |  31280000 |          0 | 31280000 |                0 |          0 |
+-------+------------+-----------+------------+----------+------------------+------------+
1 row in set, 1 warning (0.00 sec)

mysql> select AR_DATA.InvNo as InvNo, AR_DATA.InvDate as InvDate, sum(InvAmount) as InvAmount, 0 as BegBalance, sum(InvAmount) as Sales, sum(AllocationAmount) as AllocationAmount, sum(PaidAmount) as PaidAmount from AR_DATA INNER JOIN   (select InvNo, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)   from AR_DATA   where PayDate between '2011-02-01' and '2011-03-01'   group by InvNo   having sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)>0) NEW_AR ON AR_DATA.InvNo = NEW_AR.InvNo where AR_DATA.InvAmount > 0 group by InvNo, InvDate, BegBalance UNION  SELECT FULLY_PAID.InvNo as InvNo, FULLY_PAID.InvDate as InvDate, PREV_AR.InvAmount as InvDate, PREV_AR.BegBalance as BegBalance, 0 as Sales, 0 as AllocationAmount, FULLY_PAID.PaidAmount as PaidAmount FROM   ( select InvNo, sum(InvAmount) as InvAmount, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount) as BegBalance      from AR_DATA      where PayDate < '2011-02-01' and '2011-03-01'      group by InvNo      having sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)>0   ) PREV_AR  INNER JOIN   ( select InvNo, InvDate, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount), sum(PaidAmount) as PaidAmount      from AR_DATA      where PayDate < '2011-03-01'      group by InvNo, InvDate      having (sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)=0 and sum(PaidAmount)>0)   ) FULLY_PAID  ON PREV_AR.InvNo=FULLY_PAID.InvNo;
+-------+------------+-----------+------------+----------+------------------+------------+
| InvNo | InvDate    | InvAmount | BegBalance | Sales    | AllocationAmount | PaidAmount |
+-------+------------+-----------+------------+----------+------------------+------------+
| B     | 2011-02-16 |  45000000 |          0 | 45000000 |                0 |          0 |
| A     | 2011-01-13 |  31280000 |   31280000 |        0 |                0 |   31280000 |
+-------+------------+-----------+------------+----------+------------------+------------+
2 rows in set, 1 warning (0.00 sec)

mysql> select AR_DATA.InvNo as InvNo, AR_DATA.InvDate as InvDate, sum(InvAmount) as InvAmount, 0 as BegBalance, sum(InvAmount) as Sales, sum(AllocationAmount) as AllocationAmount, sum(PaidAmount) as PaidAmount from AR_DATA INNER JOIN   (select InvNo, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)   from AR_DATA   where PayDate between '2011-03-01' and '2011-04-01'   group by InvNo   having sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)>0) NEW_AR ON AR_DATA.InvNo = NEW_AR.InvNo where AR_DATA.InvAmount > 0 group by InvNo, InvDate, BegBalance UNION  SELECT FULLY_PAID.InvNo as InvNo, FULLY_PAID.InvDate as InvDate, PREV_AR.InvAmount as InvDate, PREV_AR.BegBalance as BegBalance, 0 as Sales, 0 as AllocationAmount, FULLY_PAID.PaidAmount as PaidAmount FROM   ( select InvNo, sum(InvAmount) as InvAmount, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount) as BegBalance      from AR_DATA      where PayDate < '2011-03-01' and '2011-04-01'      group by InvNo      having sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)>0   ) PREV_AR  INNER JOIN   ( select InvNo, InvDate, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount), sum(PaidAmount) as PaidAmount      from AR_DATA      where PayDate < '2011-04-01'      group by InvNo, InvDate      having (sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)=0 and sum(PaidAmount)>0)   ) FULLY_PAID  ON PREV_AR.InvNo=FULLY_PAID.InvNo;
Empty set, 1 warning (0.00 sec)

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(The second and third queries are the same as the first, with only the dates changed.)

The third criteria is proving a bit tricky. I'll see if I have time for it later. But we're getting there.

emi_sastra

ASKER

As I mentioned before, the BegBalance on March 1, 2011 will get wrong value for invoice B.

What do you think ?

Thank you.

johanntagle

I'm basing it on the expected output you have given:

2. Feb 1 2011 - Feb 28 2011

A 2011/01/13 31280000.00 31280000.00 0.00 0.00 31280000.00
B 2011/02/16 45000000.00 0.00 45000000.00 0.00 0.00

+-------+------------+-----------+------------+----------+------------------+------------+
| InvNo | InvDate    | InvAmount | BegBalance | Sales    | AllocationAmount | PaidAmount |
+-------+------------+-----------+------------+----------+------------------+------------+
| B     | 2011-02-16 |  45000000 |          0 | 45000000 |                0 |          0 |
| A     | 2011-01-13 |  31280000 |   31280000 |        0 |                0 |   31280000 |
+-------+------------+-----------+------------+----------+------------------+------------+

Open in new window

If this is wrong, what is your expected output for BegBalance for B?

emi_sastra

ASKER

Your result is for 2. Feb 1 2011 - Feb 28 2011

Look at below.

3. Mar 1 2011 - Mar 31 2011

B 2011/02/16 45000000.00 45000000.00 0.00 45000000.00 0.00

4. Apr 1 2011 - Apr 30 2011

B 2011/02/16 45000000.00 45000000.00 0.00 45000000.00 0.00

It the cheque is not cleared (AllocationAmount), will be carried forward the next period and so on.

Thank you.

johanntagle

Yes that is the 3rd criterion I said I haven't figured out yet.

emi_sastra

ASKER

Ok.

Thank you.

ASKER CERTIFIED SOLUTION

johanntagle

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emi_sastra

ASKER

Why still use below code ? The result will be 0 ?

select InvNo, sum(InvAmount) as InvAmount, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount) as BegBalance
from AR_DATA
where PayDate < '2011-04-01'
group by InvNo
having sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)>0

B 2011/02/16 45000000.00 11BD000530 2011/02/16 0.00 0.00
B 2011/02/16 0.00 AP/BAD-JKT/1103/253 2011/03/26 45000000.00 0.00

sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount) as BegBalance
45000000.00 - 45000000.00 - 0 = 0

Thank you.

johanntagle

Each subquery separated by a UNION clause actually looks for a match for one of the 3 criteria and that criterion only.

1. New invoices for the month that are left unpaid by the end of the month (A in the January Report) is handled by:

select AR_DATA.InvNo as InvNo, AR_DATA.InvDate as InvDate, sum(InvAmount) as InvAmount, 0 as BegBalance, sum(InvAmount) as Sales, sum(AllocationAmount) as AllocationAmount, sum(PaidAmount) as PaidAmount
from AR_DATA INNER JOIN
  (select InvNo, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)
  from AR_DATA
  where PayDate between '2011-04-01' and '2011-05-01'
  group by InvNo
  having sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)>0) NEW_AR
ON AR_DATA.InvNo = NEW_AR.InvNo
where AR_DATA.InvAmount > 0
group by InvNo, InvDate, BegBalance

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2. Invoices that were outstanding the previous month then paid in the current month (A in the February report) is handled by:

SELECT FULLY_PAID.InvNo as InvNo, FULLY_PAID.InvDate as InvDate, PREV_AR.InvAmount as InvDate, PREV_AR.BegBalance as BegBalance, 0 as Sales, 0 as AllocationAmount, FULLY_PAID.PaidAmount as PaidAmount
FROM
  ( select InvNo, sum(InvAmount) as InvAmount, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount) as BegBalance
     from AR_DATA
     where PayDate < '2011-04-01'
     group by InvNo
     having sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)>0
  ) PREV_AR
 INNER JOIN
  ( select InvNo, InvDate, sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount), sum(PaidAmount) as PaidAmount
     from AR_DATA
     where PayDate < '2011-05-01'
     group by InvNo, InvDate
     having (sum(InvAmount)-sum(AllocationAmount)-sum(PaidAmount)=0 and sum(PaidAmount)>0)
  ) FULLY_PAID
 ON PREV_AR.InvNo=FULLY_PAID.InvNo

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3. Invoices created the previous month or older and that are still left outstanding is handled by:

select previous.InvNo as InvNo, previous.InvDate as InvDate, sum(previous.InvAmount) as InvAmount, sum(previous.InvAmount)-sum(previous.PaidAmount) as BegBalance, 0 as Sales, current.AllocationAmount as AllocationAmount, sum(previous.PaidAmount) as PaidAmount
  from AR_DATA previous 
    join (select InvNo, sum(AllocationAmount) AllocationAmount, sum(InvAmount), sum(PaidAmount)
          from AR_DATA
          where PayDate < '2011-05-01'
          group by InvNo
	  having sum(InvAmount)-sum(PaidAmount)>0 
         ) current 
    on previous.InvNo=current.InvNo
  where previous.PayDate < '2011-04-01' 
  and previous.InvNo not in (select a.InvNo from 
        (select InvNo, sum(InvAmount)-sum(PaidAmount) BegBalance, sum(PaidAmount) PaidAmount
         from AR_DATA
         where PayDate < '2011-05-01' 
         group by InvNo
         having sum(InvAmount)-sum(PaidAmount)=0) a
         )
  group by previous.InvNo, previous.InvDate
  having sum(previous.InvAmount)-sum(previous.PaidAmount)>0

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For the January report, only the first subquery found something. For Feb, the first two got results, for March and April, only the 3rd subquery found something.

It's possible that there's a simpler SQL to do this, but this is what I came up with.

emi_sastra

ASKER

Let me learn it first what do you mean.

Thank you.

johanntagle

Hi let me know if you still have questions regarding the solution I gave. I don't normally follow-up on closing a question but I spent a lot more time than I normally allow myself to answer questions on this and would like to at least earn my points =)

emi_sastra

ASKER

I am sorry, just back again.

I have to test it.

At the moment it seems will working.

Thank you very much for your help.