A/R Aging Reports

A/R Aging Reports

This module combines four types of Aging ReportsStandardSalespersonRetainage, and As Of. The Standard Aging is the default report and very similar in content to the A/R Detail List, except that it does not include Deposits. It will also list any credits in a separate column, but it does not age the credits. The total on this report should be used to check against the balance that is reflected in your Accounts Receivable G/L Account. It is also useful when you enter your Beginning Receivable balances to double-check all items were entered properly and that both the report total and the G/L A/R total match. 

The Salesperson Aging report option works essentially the same as the Standard version, except that you can separate the report by Salesperson. You can then pass the paper or Excel report on to each salesperson to assist with collections. 

The Retainage Aging report option also works similarly to the Standard except that it will print retainage amounts in the far-right column provided these amounts have been set up in Customer Status Inquiry. This report will also display any “Disputed” amounts and indicate those with a “D” in the far-right column. Disputed amounts are set up via the Lien Date feature in the Customer Status Inquiry module. This report can be used along with financial statements to apply for a line of credit from a bank. If the lender is aware that certain dollars are considered a “retained amount” rather than old receivables, they may be more willing to allow you to borrow money against that amount. 

The As Of Aging report option gives you a true “As Of” Receivable balance based on any prior date you enter. Again, this report works similarly to the Standard report (explained above) with a couple of exceptions. When you select this report, the Date you enter at the Aging Date field will be the date the report will age from. Also, next to the Print Zero Balance Items checkbox, the system will prompt the following: Oldest zero balance item. Select a date of the oldest zero balance item you would like to see on this report. The Separate Credit items checkbox will also become available. If you wish to see a separate total for all credits on the report, select this option.

You can export all the Aging Reports to Excel. This will work for both the Detail and Summary print options. The totals on the report will not export, so you will need to add Excel formulas once the data is imported into Excel. Also, if Excel is selected, the Credit Limit amount will appear on both the printed report and the Excel export data. Additionally, the first page of notes added to an Invoice in the Customer Status Inquiry module will export to Excel along with the Customer Email address. The notes will appear in the last column of data and the Email address will line up under the Customer Address. And finally, you have the option to view the Ship To addresses tied to Receivable balances on all of the A/R Aging reports, with the exception of the As Of report. This information will print automatically, provided you select the Detail option when printing/exporting these reports. When you enter this report module, the A/R Aging Reports screen will appear as follows:

Based on the Report selection, some of the options in this screen will become available, while others will become disabled. The Aging Date will ONLY truly age from the Date selected for the As Of report option. For all other reports, it will be the report date, as it will not go back and reflect “As Of” a prior date. The Summary and Detail options are available for all reports, as is the Display Totals button. That button will generate a Grand Totals box that will prompt in this screen as follows:

The Sort By options will alter according to the report selection. If Property Managers have been pre-set in the Customer Maintenance module, you can use this option to sort the Standard and As Of reports by Property ManagerSalesperson will only be available for that report option. All of the reports can be sorted by CustomerSales RepTerritoryBranch, and Region. You only need to make selections that are applicable to the report data you wish to see. 

The box below those items has varying additional options that will enable and disable based on your Report selection. A brief explanation of each follows. The Print by Branches/Regions, if checked, will separate the report by Branches/Regions, based on setup in the system. The Print Zero Balance Items, if checked, will eliminate items on a Customer’s account with a zero balance. The Print Credit Limit checkbox applies to customers with a set credit limit in Customer Maintenance. If this box is checked, that data will display on the report. The Exclude Credit Balance Customers, if checked, will leave off any Customers with a credit balance on their account. As mentioned above in the As Of report description, the Separate Credit items checkbox, if enabled, will display a separate total for all credits on the As Of report. If the Detail option has been selected above, the Print Customer PO option will be available for all reports. Check the box if you want that info to print/export. 

The Print Ship To Address for All Detail Lines will also only be enabled for the Detail option. If checked, you will see this data for all lines on the report. As a follow up option, the Sort By Ship To Code, if enabled, will print the data grouped by Ship To Code. The Age By Invoice or Due Date option defaults to Invoice. You can use the drop-down arrow to switch to Due Date, if you prefer, and the report will age by the Net Due Date on the Invoice and you will see the following at the top of the report: AGED AS OF XX/XX/XXX BY DUE DATE. The Only Print Invoices Older Than: 0 option will have no impact unless you enter a number of days at this prompt to exclude anything under a certain number of days. The final option, Only Print Items With Current Balance Over: 00, again will have no impact unless you enter a dollar amount in this field. If so, the system will exclude any balances under this amount. 

When all sort and selection data has been set, you are ready to use the Display Totals button, or export to Excel, or Print to paper. 

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