Running the A/R Aging Report

Run an A/R Aging Report to determine how much money your customers owe your company and for how long they have owed it. This report can also show you the date of the customer's last payment and the amount of that payment.

Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents.

While you would 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.

Note: If you run this report frequently, you can save your selections and associate those settings with your user ID. Use the File > Save Settings option to use this feature. When you run the report again, the system displays the selections you made the last time. If there is no default or saved setting, the field is blank. For more information, see How the System Saves Settings on Reports.

For information on the report, see What the Report Shows.

To run an A/R Aging Report:

1. From the A/R > Reports/Journals menu, select A/R Aging to display the A/R Aging window.

2. Complete the fields in the General tab to set the basic information to include in the report.

   Field	Description
   As of Date or All Dates	Enter the date to determine which invoices to include in the report. Only invoices dated up to and including this date display on the report. To run the report for all invoices, regardless of their payment date, select the All Dates check box. Running the report for all dates can be faster than running the report for a specific as of date. All Dates is selected by default. If you enter and save your report settings (File > Save Settings) the as of date is saved and the All Dates check box is deselected the next time you run the report.
   Age as of	Enter the date to determine at what point to begin aging the invoices. The system populates this field with today's date, but you can change it, if needed.
   Home Branches	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 window in Customer Maintenance. For more information, see Defining Customer Branch Override Capabilities. You are only able to report on home branches to which you are authorized.
   Include Blank Home Branch	Enter Yes to include those customers for whom no home branch has been assigned; otherwise, enter No.
   Sale Branches	Enter the number that represents the sale branch, or branches, to indicate where to fax the statements. For example, to send statements to branches 1 and 2, type 1,2.
   Bill-To Customer	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. Note: To run the report for multiple customers, credit managers, invoice status codes, or customer terms codes, click the multiple list selection icon.
   Customer Level	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. The system checks the bill-to or parent level first for credit manager matches. If none are found, the current bill-to/parent is excluded from the report. Ship-To - Displays information for ship-to customers only, with subtotals for each, and then displays the totals for all ship-to customers. If any ship-to entity is flagged as separate A/R (Customer Credit Controls), the system check each for a credit manager match. If any ship-to entity is not flagged as separate, the system checks the ship-to credit manager or the bill-to credit manager if there is no ship-to credit manager.
   Summary/Detail/ Unapplied	Enter one of the following to determine the level of detail to include on 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 Codescontrol 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 window, displays in the upper right corner of the report.
   Sort By	Indicate which columns to sort by. Customer Future Current 31 - 60 61 - 90 91 - 120 Over 120 Deposit Home Branch Sale Branch Balance 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. Note: The names of these aging buckets reflect the setting of the A/R Aging Bucket Namescontrol maintenance record.
   Sort Direction	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.

3. Click the Additional tab and complete the fields to further refine the information included in the report.

   Field	Description
   Credit Manager	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.
   Invoice Status Code	To select only those invoices with a designated status code, select from a list of codes. Invoice status codes are user-defined and are set up using the Valid Customer Invoice Status Codescontrol maintenance record. You can use the codes to identify invoices that are on hold, are being disputed, or are in some way questionable. You assign status codes to an invoice in the Cash Receipts window. For more information, see Entering Cash Receipts. Note: If you select one or more invoice status codes, you can run the report only in Detail mode.
   Customer Terms Code	To select only those customers who have a designated terms code, 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.
   Customer Currency	To select only those customers who have a designated primary currency that is different from your company's base currency, select a currency. Primary currencies are defined in Customer Maintenance. For more information, see Adding Additional Customer Pricing and Printing Data.
   Report Currency	To print the report in a currency other than your company's base currency, select from a list of currencies.
   Activity Comments with Source	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.
   Activity Comments Enter After	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.
   Service Charges	Enter one of the following to indicate whether to include service charges. Include - Displays principal balances and service charges. This is the default value. Exclude - Displays service charges only. Only - Displays principal balances only.
   Respect Balance Forward Flags	Indicate whether or not the system respects the balance forward flags set for each customer: Selected - Respects the balance forward flags when the following conditions are met: The Display Aging Invoices From Balance Forward Perspectivecontrol maintenance record is set to Yes. The Statement Type field in Customer Maintenance is set to Balance Forward. 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. Deselected - Does not respect the balance forward flags and displays each transaction as its own line item. This is the default.
   Include Zero Balance Customers	Select this check box to include customers in the report that have a zero balance due. The default setting is deselected. Select this check box 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.
   Use Terms From Order Level	Indicate from where to pull the terms code information from: Selected - 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. Deselected - 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 Report Column Selection option available on the File menu.

    

4. Set options, if needed, and generate the report.

What the Report Shows

This report provides the following information:

See Also:

A/R Reports Overview