To run an A/R Aging Report:Run an A/R Aging Report to see how much money your customers owe your company and for how long the money has been owed. This report can also show you the date of the customer's last payment and the amount of that payment.
While you probably do not want to run this report for use as a cash receipts reference tool, you might want to run a file copy after an accounting period has been closed by the auditor, or a review copy for a branch or credit manager.
For any customer record that you place an asterisk (*) in the Apply credits to oldest buckets when aging account field on the Credit Control Parameters screen, the A/R Aging Report will display all credits as applied to the oldest aging bucket with a balance. However, entering an asterisk (*) in that field does not actually cause a cash receipts application of credits to open invoices. That must be done manually using the Cash Receipts program.
Note: After you run the report once, the system saves the selections you made and associates them with your user ID. When you run the report again, the system displays the selections you made the last time. A "Save" message at the top of the screen indicates that your previous selections are being used. If there is no default or saved setting, the field is blank. For more information, see How the System Saves Settings on Reports.
The report provides the following information:
The header area indicates the as of date for which the report was run, the branches included in the report, and the order in which the customers and their data are sorted.
The ID# and Bill-To Customer columns indicate the identification number and name of the customer, in this case a bill-to customer. You can also run A/R Aging reports for ship-to customers.
The Inv Date column indicates the date the invoice was entered into the system.
The Future column indicates any balances due in the future beyond the standard aging buckets.
The 1 - 30 column indicates any balances due within the next 30 days.
The 31-60, 61-90, 91-120, and Over 120 columns indicate the balances that are overdue within each aging bucket.
The Deposits column indicates the amount of deposits made on the invoice.
The Total A/R column indicates the total balance due on the invoice.
The Open Orders column indicates the amount of open orders for that customer.
The Last Pmt Date indicates the date on which the customer last made a payment.
The Last Pmt Amount indicates the amount of the last payment the customer made on an invoice.
The Phone column indicates the phone number for that customer.
To run an A/R Aging Report:
From the A/R > Reports/Journals menu, select A/R Aging to display the A/R Aging Report screen.
In the As of Date field, enter the date to determine which invoices to include in the report. Only invoices dated up to and including this date are included in the report. The default is All Dates.
In the Age as of field, enter the date to determine at what point the invoice ages.
In the Home Branches field, enter the branch, branches, or territories to determine which home branches you want to include in the report.
Note: Customer's home branches are assigned on the Accessible Branches screen in Customer Maintenance. For more information, see Defining Customer Branch Override Capabilities. You can only report on branches to which you have authorization.
In the Incl Blank Home Br (Y/N) field, indicate whether to include in the report those customers that have no Home Branch assignment.
If you specified All in the Home Branches field, enter Y in this field.
If you run separate reports for different branches or territories, enter Y in this field for only one of the reports. Otherwise, you include the same vendors in multiple reports.
In the Sale Branches field, enter one of the following or press F10 and select one of the following to restrict the report to include certain sales branches:
Branch name
Territory name
All (Default)
In the Bill-To Customer field, do one of the following:
To run the report for a specific bill-to customer, enter that customer's name.
To run the report for all bill-to customers, leave this field blank.
To run the report for multiple customers, use the Multi hot key to enter multiple customer release numbers, customer purchase order numbers, or customer ship-to information.
In the Customer Level field, press F10 and select one of the following to determine how customer information displays.
Bill-To – Displays information for bill-to customers only, with subtotals for each, and then displays the totals for all bill-to customers.
Ship-To – Displays information for ship-to customers only, with subtotals for each, and then displays the totals for all ship-to customers.
In the Credit Manager field, do one of the following:
To run the report for a specific credit manager, enter the credit manager's name.
To run the report for all credit managers, leave this field blank.
In the Summary/Detail/Unapplied field, press F10 and select one of the following to determine the level of detail to include in the report:
Summary – Displays aging totals for each customer, followed by grand totals for all customers. This is the default. If you select this option, the system uses the bill-to customer terms code information as defined in Customer Maintenance. If there is no terms code information and the report is run in Summary mode, then the Terms column on the A/R Aging Report is blank.
Detail – Displays all invoices and cash receipts for each customer, followed by the aging totals for that customer, disbursements, and grand totals for all customers. If you select this option, you can use the Use Terms From Order Level (Y/N) field to determine from where the system should pull the terms code information.
Note: When you run this report in Summary or Detail mode, the setting for the Apply credits to oldest bucket when aging account field on the Credit Control Parameters screen takes precedence over the Bucket to use for aging field on the Valid Customer Invoice Status Codes control maintenance record.
Unapplied – Displays one of the following, depending on the existence of unapplied cash receipts:
If customer have no unapplied cash receipts, the report does not display any information.
If customers have unapplied cash receipts, the report displays all unapplied cash receipts, plus invoices and cash receipts so you can determine which invoices to apply the unapplied cash to. This level of detail does not display unapplied credits.
Note: The customer's phone number, as defined the Customer Maintenance screen, displays in the upper right corner of the report.
In the Invoice Status Code field, to select only those invoices with a designated status code, press F10 and select from a list of codes.
Invoice status codes are defined by the Valid Customer Invoice Status Codes control maintenance record and are used to identify invoices that are on hold, are being disputed, or are in some way questionable. Status codes are assigned to an invoice on the Cash Receipts screen. For more information, see Entering Cash Receipts.
Note: If you select one or more invoice status codes, you can only run the report in Detail mode.
In the Customer Terms Code field, to select only those customers who have a designated terms code, press F10 and select from a list of codes.
Terms codes are defined in Terms Maintenance and are used to create and maintain payment terms on your customer's invoices. For more information see Creating or Editing Terms Codes. Terms codes are applied in Customer Maintenance. For more information, see Defining Payment Terms and Credit Control Parameters.
In the Customer Currency field, to select only those customers who have a designated primary currency that is different from your company's base currency, press F10 and select a currency.
Primary currencies are defined in Customer Maintenance. For more information, see Assigning Pricing and Printing Values to a Customer.
In the Report Currency field, to print the report in a currency other than your company's base currency, press F10 and select from a list of currencies.
In the Sort by field, press F10 and select one of the following to determine which of the following columns to sort the report by:
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The names of these aging buckets reflect the setting of the A/R Aging Bucket Names control maintenance record.
Note: In Detail mode, if you sort by balance, the report sorts by balances within each entity record, not the grand total for each entity. In Summary mode, balance is the grand total for each entity.
In the By field, press F10 and select one of the following to determine in which order to sort the information on the report:
Ascending – Sorts the report from smallest to the largest. This is the default.
Descending – Sorts the report from the largest to the smallest.
In the Service Charges (Include/Exclude/Only) field, press F10 and select one of the following to indicate whether or not to include service charges:
Include – Displays principal balances and service charges. This is the default.
Exclude – Displays service charges only.
Only – Displays principal balances only.
In the Respect Balance Forward Flags (Y/N) field, indicate whether or not the system respects the balance forward flags set for each customer:
Y – Respects the balance forward flags when the following conditions are met:
The Display Aging Invoices From Balance Forward Perspective control maintenance record is set to Y.
The Bal Fwd field on the Customer Maintenance screen is set to B.
The balance forward amounts for each of the standard aging buckets combined and displayed in the Invoice # column, and also in the appropriate aging bucket column.
N – Does not respect the balance forward flags and displays each transaction as its own line item. This is the default.
In the Include Zero Balance Customers (Y/N) field, enter Y to include customers in the report that have a zero balance due. The default setting is N.
Use this field if you download the A/R Aging Report to Microsoft Excel. Running the report to include customers with a zero balance due allows you to compare day-to-day activity and check for out of balance items.
In the Activity Comments w/Src field, enter a source for which to limit the activity comments printed in the report to only those assigned to a particular source. If you leave this field blank, the report lists all comments associated with the designated receivable.
In the Entered After field, enter a date for which to limit log entries to those made after a specified date. If you leave this field blank, the report lists all comments associated with the designated receivable.
To limit log entries to those made after a specific date, enter that date in this field. If left blank, the report lists all comments associated with the designated receivable.
In the Use Terms From Order Level (Y/N) field, enter one of the following to determine from where to pull the terms code information from:
Y – Includes terms code information from the order level. If no terms code information exists at the order level, the system uses the terms code information from the customer level. If no terms code information exists at the customer level, then the Terms column on the A/R Aging report is blank.
N – Does not include terms code information. This is the default.
Note: This field can only be accessed if you run the report in Detail mode and include the Terms column in the report format, using the Column hot key.
To run this report for one or more roll-up groups, use the Slct hot key to display the Additional Selection Input screen, place your cursor on the Customer Type field, and do one of the following:
Press F10 and select from a list of roll-up groups.
Use the Multi hot key and create a list of roll-up groups. If you choose this option, the system displays *Multi* in this field to indicate a multiple list of roll-up groups.
Note: Most of the filters on the Additional Selection Input screen do not apply to the A/R Aging report. If you specify criteria other than in the Customer Type field, the report is slow to generate and may give you unreliable results. In addition, you must define your customer roll-up groups in the Valid Customer Roll-Up Groups control maintenance record, and assign these roll-up groups on the User Defined Data screen in Customer Maintenance. For more information, see Customer Maintenance.
To determine which columns to display on the report, use the Column hot key to display the A/R Aging Report Column Setup screen. There, you can add new columns or adjust the order in which they appear on the report. For example, to add a Sales Tax column or a Sales Branch column to your report, use the column setup screen, and move your selected options to the On Report column. For more information, see Modifying the Column Layout for a Report.
Note: The available options for columns on the A/R Aging Report Column Setup screen depend on the settings in the Summary/Detail/Unapplied field on the A/R Aging Report screen. For example, to run the report in Summary mode, you do not have the Sales Tax column option, but if you run the report in Detail mode, you do have the Sales Tax sort column option. In addition, the Customer PO # column and Release # columns only display in Detail or Unapplied mode.
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