Aged A/R Summary
Accounts Receivable Menu -> Reports -> Aged A/R Summary
Accounts Receivable Menu -> Reports -> Aged A/R
Summary - Selected -> Prior Date option -> Aged
A/R Summary
Reports Menu -> Automatic
Reporting -> Function ARAR26 -> runs Aged A/R
Summary
This program recreates the customer account status as of a
selected cutoff date.
It is a prior date report that reconstructs the account and
accurately identifies the exact invoices that were paid based on
customer payments history.
The Prior Date version of the report can also be run
automatically with the spreadsheet output emailed to staff by
setting up ARAR26 with the relevant filters and email addresses in
the Automatic Reporting.
The report can be generated for a selection of customers, Term
Codes, currencies, divisions, salesmen, collectors, and it can be
sorted by credit rating. The credit rating prints between the
customer number and the customer name. All accounts can be included
or a cut-off dollar amount can be applied.
Aging totals and active customer totals are provided by
collector.
When the Enable Multi-Tier Pricing feature is activated
in the Company Rate Parameters, the 'Tier 1,
2 & 3' columns for tiered special rental rates are included in
the spreadsheet output of the Aged A/R Summary Report as
setup for each customer in the Multi-Tier Custom
Special Pricing window.
The option is provided to display only the report totals on the
screen, without printing the entire report.
There is also an option to print the prior date report in an
Expanded format, that includes aging periods for 91 - 120 days, 121
- 150 days, 151 - 180 days, and OVER 180 days, and the spreadsheet
output can include an additional 11 - 30 day column.
To view the customer accounts in detail, run Aged A/R Detail.
The prompts are:
-
- REPORT TYPE
- Select one of the following reporting options:
CUT-OFF DATE- This date determines the ending point for printing
invoices.
The cut-off date applies to the document date not the due date.
Accept today's date as the cut-off date or enter a preferred
cut-off date.
Note: Invoices or payments posted after the cut-off date will
not print and are not included in the Totals.
AGE AS OF MONTH END- Aging refers to the grouping of the unpaid invoices by date,
such as Current, 31-60, 61-90, and Over 90 days.
Check this box to age the account using the current month
end.
e.g. If the current month end was February 28th, an invoice issued
January 31st would be aged as 31-60 Days (with the rest of January
invoices).
Uncheck this box to age the invoices according to invoice
date.
e.g. If the month end was Feb 28th, an invoice dated Jan. 31st
would be Current (with invoices dated 30 days or less).
STARTING NAME- Leave this field blank for all customers, or type in the first
name or lookup the starting customer from the in the Accounting Customer Search window.
- ENDING NAME
- Leave this field blank for all customers, or type in the last
name, or lookup the ending customer in the search window.
ALL TERMS CODES- Check this box to include customers with all Terms Codes.
Uncheck this box to select a specific Terms Code.
- TERMS CODE
- Enter a Terms Code or select one from the drop-down list as
setup in Term Codes.
ALL CURRENCIES- Check this box to include all currencies.
Uncheck this box to select a currency.
- CURRENCY CODE
- Enter a Currency code or select one from the drop-down
list.
ALL SALESMAN CODES- Check this box to include customers for all salesman codes.
Uncheck this box to select a salesman.
- SALESMAN CODE
- Enter a Salesman code or select one from the drop-down list as
setup in Salesman Codes.
Only customers assigned to this Salesman in the Codes window
of Customer Information will be included
on the report, regardless of the Salesman recorded on the
invoice.
DIVISION, "ALL" OR "SEL"-
- Type ALL to include all divisions in the report.
- To print the report for a single division, leave this field
blank for the Head Office Division, or enter a specific division
code, or select a division from the drop-down list.
- Type SEL to select several specific divisions or divisions by
customer region to include in the report, as outlined in Division Select By Region.
The divisions included in the report output are restricted by
the Access Values assigned to the
operator.
For more information on this security feature refer to Divisional Restricted Views.
COLLECTOR, "ALL", OR "SEL"-
- ALL to include all A/R Collector codes in the report.
- Enter a specific A/R Collector code to print the report for a
single collector, or select from the valid Collector Codes in the
lookup window as outlined in Collector
Search.
- Type SEL to select several Collector codes to include in the
report, as outlined in Collector
Select.
CUSTOMER ACCOUNT TYPE- Select one of the following account types for the customers as
flagged in Customer Information:
- Cash to list only customers flagged as Cash only.
- On Account to list only customers flagged as charge On
Account.
- Both to include all customers.
AGE BY DUE DATE- Uncheck this box to age the report by the actual Invoice Date.
Check this box to age the report by the Due Date of the
invoice.
The Current total will also include any invoices that are
not yet due.
CHECK ACCOUNT BALANCE- Uncheck this box to generate the list for all customer
accounts.
Check this box to only list customers with an account balance
below the set amount.
- ACCOUNTS LESS THAN
- Set the maximum account balance to be included.
If the field is left blank, only customers with credit balances are
printed.
DISPLAY REPORT TOTALS ONLY- Uncheck this box to print the complete report.
Check this box to only display the report totals on the screen
with the totals in each aging category.
Total customers is also displayed.
This is useful to view the A/R Balance total when balancing the A/R
sub-ledger to the General Ledger.
PRINT EXPANDED AGED A/R- Check this box to include extra aging categories. The usual
Current, 31-60, 61-90, are printed and then it also breaks the Over
90 Days column into 91-120 days, 121-150 days, 151-180 days, and
over 180 days.
The expanded aging categories may be useful if this report needs to
be submitted to a bank or to other credit institutions.
Uncheck this box to group the aging categories as just Current,
31-60, 61-90, and Over 90.
SORT BY- Select one of the following sort options for the report or
spreadsheet output:
- Click Collector to list the customers grouped by
Collector as defined for each customer in the Customer Codes, then by Credit Rating if that filter
is selected, and then alphabetically by the customer name, and
include sub-totals by Collector.
- Click Alpha to list the customers alphabetically by
Alpha Key regardless of Credit Rating.
- Click Customer # to list the customers by customer
number regardless of Credit Rating.
SORT BY CREDIT RATING- This option is only enabled if the output is to be sorted by
Collector.
Check this box to sort the customer accounts by the credit
rating as defined for each customer in the Customer Credit Information and then by customer
name.
Uncheck this box to sort by customer name.
ALL TYPES- The Customer Type is included on the spreadsheet output,
but not the report output because of space limitations.
Check this box to include all types of customer.
Uncheck this box to select a specific Customer Type.
- CUSTOMER TYPE
- Enter a Type or select one from the drop-down list as setup in
Customer Types.
INCLUDE REVENUE COLUMN- This option only applies to the Excel spreadsheet output
option.
Uncheck this box to omit the revenue totals.
This is a faster processing time.
Check this box to include the total rental revenue from the
customer for the past year (365 days), including rental revenue,
damage waiver, and revenue from the selected services.
- INCLUDE SERVICES
-
- Type ALL to include all Service revenue for the past year in
the Revenue column.
- To only include revenue from a specific service, enter that
Service code or select it from the Service
Search window.
- Type SEL to select several Service codes to include in the
revenue total as outlined in Service
Select.
Note: Including the Revenue Column will reduce the processing
speed to generate the report due to the substantial increase in
data that needs to be reviewed.
REPORT OPTIONS- This value defaults to the operator preference as defined in
Operators.
Select one of the output options to Print a report or export
the data to Excel as outlined in Report Options.
INCLUDE 11 TO 30 DAYS- Check this box to include an extra aging category for the 11 to
30 day period on the spreadsheet output. This option can be used to
further break down the current invoice totals and does not apply to
the report output.
With this option only the 1 to 10 days totals are reflected in the
Current column.
Uncheck this box to skip the 11 to 30 day aging category so that
Current includes everything less than 30 days.
ACCEPT or CANCEL- Click the ACCEPT button to begin printing the report, or CANCEL
to abort.
Note: Because the program uses the Payment History, this option
may not be accurate if the A/R has ever been compressed.
Balancing the Aged A/R Report to the Receivables Account in
the G/L
At Month End, agree the Accounts Receivable sub-ledger to the
General Ledger control account for Accounts Receivable.
To do this, follow these steps:
-
- Step 1
- Note the Accounts Receivable sub-ledger total at month end.
This total can be found by printing the Aged A/R Report and viewing
the total, or by displaying the totals on the screen.
Step 2- Select Inquiry By Account # and the
prompts are:
- ACCOUNT #
- Enter the G/L control account # for Accounts Receivable, or
select it from the window.
- DIVISION
- Leave this field blank for Head Office.
- PERIOD START
- Accept the start date.
- PERIOD END
- Enter the Cut-off Date used to print the Aged A/R Report.
- SUMMARY/DETAIL
- Select the Summary option.
- ACCUMULATE PRIOR BALANCE
- Accumulate the prior balance in order to display the Life to
Date ending balance.
- BALANCE
- The balance of the Accounts Receivable account will
display.
It will be the balance forward as of the Period End Date.
Step 3- Compare the Aged A/R total to the Balance on the Accounts
Receivable control account. The totals should be equal.
If there is a discrepancy in the totals, follow the steps under
Agree A/R To G/L to resolve it.
Topic Keyword: ARAR26