The Chase Debtors feature provides a single working list for chasing customers for payment, helping credit controllers maintain steady cash flow. Search for records matching specific criteria — such as accounts flagged for chasing on a particular date — to build a working list. The list provides access to all the information needed when contacting customers.
📌 Note: If the View Own Customers option is enabled in the Security Profile Global Options, only customers assigned to you as a credit controller appear in the list.
Tasks available
The Chase Debtors feature supports the following tasks:
View customer account details and contact the customer whilst viewing their account balance.
View sales transactions and outstanding orders.
Reprint an invoice or credit note.
Enter a receipt, allocate payments, or correct existing allocations.
Print a statement or send a letter.
Put an account on stop or set the query flag against a transaction.
Update the Next Contact Date and the diary.
Enter a date and value for any promised payments arising from the call.
Building a chase list
When you open Chase Debtors, you are prompted to run a search to build the list.
First, select the type of list:
The chase list can be built as a Summary View or an Aged Analysis View.
The Summary view shows outstanding balances at a customer level.
The Aged Analysis view shows the individual transactions that make up the balances.
Both views include contact information so you can reach the customer from the list.
From the Summary view, you can switch to the Aged Analysis view using the right-click menu.
You can select the ageing method for the Aged Analysis view.
The list selection is made from the drop-down at the bottom of the window.
When viewing the Summary view, you can switch to the Aged Analysis view using the right-click menu. Select the preferred ageing method even if the Summary view is displayed.
The ageing methods are:
Age by Due Date.
Age by Transaction Date.
Once you have selected the list type, enter your search criteria.
You can list customers to contact today or this week, or search for overdue transactions assigned to the credit controller.
Click the Display icon to run the search and populate the Chase Debtors window.
Save searches using the Save Search feature and recall them using the Select Search icon.
Click Clear to reset the search fields.
Click the Search icon to reopen the search window from the Chase Debtors window.
The Chase Debtors window
The Chase Debtors window can be opened in two views: the Summary View and the Aged Analysis View.
These views are described separately:
Chase Debtors Summary View.
Chase Debtors Aged Analysis View.
Both views include contact information so you can reach the customer from the list.
Switch to the Aged Analysis view from the Summary view using the right-click menu.
Chase Debtors toolbar
Use Ctrl or Shift to select multiple records. The toolbar contains the following options:
Edit | Click Edit to update the record or transaction. On the Summary view, update the Next Contact Date and enter a Payment Promised Date and Value. Tick Update Diary to log the dates. On the Aged Analysis view, change the Debt Status or Credit Controller for a transaction. |
OK | Click OK to save changes. Click Cancel to exit edit mode without saving. |
Remove Line | Once you have finished with a record, click the line and then click Remove Line to remove it from the list. |
Insert Note | Opens a text entry window to add a Credit Control note for the selected customer or transaction. The system date and user ID are added automatically. |
Credit Control Notes | Click to view and edit existing Credit Control notes. |
The notes window shows a history of all Credit Control notes for the customer.
Edit notes by clicking Edit, making changes, then clicking OK.
Each time notes are edited, the system date is added automatically.
System-generated notes are also added when other changes are made in the Credit Control module.
These include additions of promised payment dates and values, and changes to the assigned credit controller.
When Dimensions is connected to Access Workspace and comments are synced, downloaded comments appear in the Credit Control Notes screen. Unread notes are shown in bold. Credit Control Notes aCloud functionality is only available when opened from the Chase Debtors screen.
Mark as Unread: Applies only to comments downloaded from Access Workspace that have previously been read.
Insert Response: Applies only to comments downloaded from Access Workspace. Enter a new note for the relevant transaction. New notes are added to the top of the list.
Upload Notes to aCloud: Available from the Insert Response option. When ticked, the note is uploaded to Access Workspace when comments are next synced.
Flag to Upload: Applies only to notes inserted in Dimensions. When ticked, the note is uploaded to Access Workspace when comments are next synced.
Enter Receipt
Click to open the Bulk Receipts window and enter a receipt for the selected customer.
Diary
View and update the diary from the Chase Debtors window. The selected customer's details are transferred to the diary and the day's entries are displayed.
Documents
View or attach documents for each customer directly from the Chase Debtors window.
Search
Click the Search icon to reopen the search window and refine or rerun the search.
Open Customer Record
Opens the customer record. Update the record or view the enquiry windows available.
View Terms
Opens the Terms window from the customer record. To make changes, open the customer record and click Edit.
Aged Debtor
Displays the Aged Debtor analysis window for the selected customer.
Outstanding sales orders
Click O/S Orders to view outstanding orders for the selected customer.
Allocate Now
Opens the Allocations window pre-populated with the selected customer's account code.
Correct Allocation
Correct allocations directly from the list.
Smart Tag Summary
Opens a Smart Tag Summary for the selected customer.
Prints the Chase Debtors list currently on screen.
From the Summary view, you can choose to include the customer name and notes in the report.
From the Aged Analysis view, print only expanded transactions or all transactions.
You can choose to include notes in the report.
Output options: Screen, Printer, or File.
Print Statement
Prints a statement for all selected customers on the list.
The same report options are available as when printing from the Sales Ledger.
Letter Setup
Save links to Word template documents for use in mail merges from Dimensions.
Letters
Displays all active letters registered via the Letter Setup window.
These letters are prepared using Access Office Integration and Microsoft Word, as mail merge documents linked to the Dimensions database.
Output to Excel
Exports the list to Microsoft Excel.
Right-click options
In addition to the toolbar options, right-clicking a customer record or transaction line provides additional options.
View Aged Analysis: Opens the selected transaction in the Aged Analysis view.
Set/Clear On Stop Status: Put the selected customer account on stop, or clear the status.
Open Sales Transactions: Opens the related transaction in the Sales Transaction Enquiry window.
Reprint Invoice/Credit Note: Print the selected record to printer, screen, file, fax, or email.
Attach Document: Opens the Attach Document window to attach a file to the selected record.
For the header line
Set/Clear On Stop Status: Set or clear the on stop status for the customer on the selected transaction.
View Sales Transactions: Opens the selected transaction in the Sales Transactions Enquiry window.
Attach Document: Opens the Attach Document window. Click Browse to select a file and click OK.
For the detail line
View Sales Transactions: Opens the selected transaction in the Sales Transactions Enquiry window.
View Transaction: View and edit the details of the selected transaction.
View Double Entry: Displays the nominal ledger double entry for the selected transaction.
Reprint Invoice/Credit Note: Print the selected transaction to printer, file, fax, or email.
View Order/Credit Note: Opens the selected transaction in the Sales Orders Enquiry window.
Set Query Flag Status: Set or clear the query flag for the transaction.
Attach Document: Opens the Attach Document window to attach a file to the selected transaction.