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:
  • Select Prior Date to generate the Aged A/R Report using the prior date formula, and proceed as outlined below.
    This option might be slightly slower, however it is more accurate for result as of a cut-off date other than today.
  • Select Current Selected to generate the Aged A/R Report as of today with the options to select the customer accounts by cut-off date and amount as outlined in Aged A/R Summary - Selected.


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
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