The AR Aging Report is a report of your customer’s charges and payments.

All of the reports have the same instructions:  please refer to "Aging Report Instructions" below for detailed instructions. The title of the report explains the criteria of the customers selected.

               

Dated Billing Invoices are aged by the Due Date of the Transaction rather than the Original transaction Date. The Original Date will be shown but the Invoice will be sorted by the Due Date on the Reports.

               

It is recommended that you print reports 2 and 9 below before statements are printed. First print report #9 (Select Customer with Unapplied Credits and Payments), and then apply all unapplied items in “Cash Apply of Posted AR” (6.9). Next print report #2 (Select ALL Customers for Report). If all are correct, print statements. You should keep a copy of report #2 for future reference.

The following are reports available:

       6.10.1.1   Individual Customer Report

       6.10.1.2   Select ALL Customers for Report

       6.10.1.3   Select Customer with Current Balances and Older

       6.10.1.4   Select Customers with 30 Day Balances and Older

       6.10.1.5   Select Customers with 60 Day Balances and Older

       6.10.1.6   Select Customers with 90 Day Balances and Older

       6.10.1.7   Select Customers with 120 Day Balances and Older

       6.10.1.8   Select Customers Close to  and Exceeding Credit Limit

       6.10.1.9   Select Customers with Unapplied Credits and Payments

Aging Report Instructions

The Aging Reports will prompt for an Aging Date, if your "Aging Type" in "Statement Terms & Comments" (6.11.6 field 6) is set to Date. This allows you to print the Aging Report that is the same date as your Statements or change the date for an up-to-the-day aging. If there is an entry in "Monthly Aging Day" in "Statement Terms & Comments" (6.11.6 field 9) then that date will be the default. A message will appear on the top of the screen that states:  Report will be aged from xx/xx/xx, Day of the week.

The Aging Date will default to the previous end of month Aging Date if you are within 5 days of the previous end of month. The Monthly Aging Date setup in “Statement Terms & Comments” (6.11.6 field 9) is used to determine the Aging Date.

There is a feature available in the A/R Aging Report(s), to generate an aging report as of a previous accounting period or date posted. When prompted for the Aging Date, enter <A> to access the additional prompts:

Aging Date

Age Report As Of Acct Period

Age Report As Of Date Posted

If selecting Aging Date, items will be aged from the date entered. The next two prompts are mutually exclusive, as the report can be run AS OF a particular Accounting Period, or AS OF a particular Date Posted. When users run the A/R Aging Report and specify the "As Of Accounting Period” option, an additional option will be provided when prompted to Continue:

Continue (Y/N/E)?

Enter <Y> to Continue or <E> to Continue with G/L Exception Report.

Please note:  You must select ALL customers for the report, and choose the As Of Accounting Period for this feature to be available. The prompt "Ignore Unposted Applied" will be filled with <Y> and skipped. Since the "As Of" report is an Aging History, it will not include unposted items when determining balances.

The program will generate history files prior to executing and displaying the report. For larger customers, assembling the history may take a considerable amount of time. During the history build, the current file name and "ticker" will be displayed to indicate activity. A Note will be printed at the bottom of the report explaining that the Last Payment information is current info. This note appears on all reports except for the "Totals Only" option.

If requested, at the end of the Aging Report, the G/L Exception Report will be generated. The report will be similar to the “Journal Entries Report” in GENERAL LEDGER (8.1.4), and will include all suspect journals posted in the same accounting period as requested for the Aging report. For a journal to be considered suspect, it must be a manual or non-A/R type transaction that posted to the A/R Account as setup in “AR Setup” in SYSTEM MANAGEMENT (10.2.2.1 field 2). A listing of the account(s) being validated appears at the end of the exception report. There may be more than one account if you have multiple locations posting to different A/R Accounts. A total of the Debits and Credits to the A/R Account will be printed, along with the total amount of the potential discrepancy.

If the Aging Amounts do not match when comparing an Aging Report to the Aging amounts on a screen (ex: Account Status Summary or Detail), then the Aging Date must be different. Look at the Aging Date on the report and compare it to the Aging Date printed on the screen.

The report will display the Aging Dates for each Aging column in the heading. The date displayed will depend on the Aging Type.

The "Individual Customer Report" is the only report that asks for the Customer Number. After the Customer Number is entered, the cursor will automatically go to the Detail, Summary and Total field. The other fields will automatically be filled for the customer selected. This is only for the Individual Customer Report. All other reports will default to ALL and by-pass this field.

You have the option to Age by <I>nvoice Date, <D>ue Date or Di<S>count Date. This option will have no affect if the system is setup to Age by Accounting Period. This field will default to the option (I, D, or S) based on the Aging Type setup in “Statement Terms & Comments” (6.11.6, field 6). To set the proper Aging Type in “Statement Terms and Comments” (6.11.6 field 6) AND “Customer Payment Terms” (6.1.8.1). Each has to be assigned to properly age by <D>ue Date or Di<S>count Date.  Otherwise aging by <I>nvoice date is the only option.

The reports may be selected by Customer Sort Codes, Owner's Name, Location, Region, and/or Salesperson.

Acceptable Payment Terms are: CSH = Cash, CHG = Charge, and COD = Cash On Delivery.

You may choose the report for the customers by their specific Billing Period, (Weekly, Monthly or Consignment), or chose all customers. Enter any combinations of Billing Period. For example enter <MW> to select Monthly and Weekly only.

You may print a Detail, Summary or Total report.

The <D> Detail report shows all transactions for the month, as well as outstanding items. When you select the <D>et option you will be prompted with:  Do you want to Suppress printing Multiple Applied Data Items.

The <D2> Detail 2 report will show each transaction in the appropriate aging column.

The <S> Summary report shows a standard 30, 60, 90, and 120-Day Aging Report.

The <S2> Summary 2 report will print the detail heading but not the AR open items. Each Customer will print 2-lines, including the address, credit limit, last buy date and AP contact.

The <T> Total report shows the totals by Location or salesperson only.

The <R> Sort by Collector - Enter Collector Salesperson Code. Enter <?> for Collector Lookup.

<S>alesperson

<L>oc

<O>wner's Name

<C>ust Sort Code

Cust <N>ame

Collecto<R>

The AR Aging Report may be <P>rinted, viewed on the <S>creen, or captured on <F>ile.

Since this report is a 132-column report, you must have an AccuTerm© station or a terminal (example: ADDS) capable of viewing the report on the <S>creen for this feature to work. Compress codes must be setup in “Port Entry” in POINT OF SALE (1.10) for viewing to work properly.

The <F>ile option will generate a screen listing, as well as write the contents to a file in a fixed field record layout, with the port number as the Item ID. The File name is DISP.RPT.RAW. The content can then be downloaded to a DOS file using AccuTerm’s transfer utility FT. You may then use this data in certain Windows programs for manipulation in a spreadsheet or display on a Web page.

A message is displayed on the report to clarify the “Now Due” column if it does not match the sum of the Past Due columns (i.e. everything 31 days and older). Now Due will not match if there are accounts with credit (negative) Total Due balances. The message states: “NOW DUE does not match past due balances (31+) by $xxx,xxx.xx. This is usually caused by credit (negative) balance accounts which are not included in the NOW DUE balances."

You may Ignore Unposted AR transactions that are applied. This is very useful if you want an aging report but have not posted your payments/adjustments. These items would be misleading on the report.

After choosing the report, you have the following choices:

There are many Sort options available. Enter <S> to sort the report by Salesperson, enter <L> to sort by Location, enter <O> to sort by Owner’s Name, enter <C> to sort by Customer Sort Code and enter <N> to sort by the Customer Name and press <ENTER>.

If you want a new page for each Salesperson, Location or Owner’s Name enter a <Y> at the prompt and press <ENTER>. To not have a new page for each, just press <ENTER>.

If you want a new page for each customer, enter a <Y> at the prompt and press <ENTER>. To not have a new page for each customer, just press <ENTER>.

If you want the report doubled spaced, enter a <Y> at the prompt and press <ENTER>. If you want the report singled spaced, just press <ENTER>.

The Dated Billing Due Date may be ignored. This will calculate the Aging by the original Invoice date. If ignored, there will be no Future Total on the report.

You may enter the number of lines of the Customer Comment to print. If left blank, the Customer Comments will not print.

If you use memos to record collection calls and want those memos printed on the Aging Report, enter the number of days in the past to print the memo. Example:  if 30 is entered, then memos that were entered within the last 30 days will print. This is the last prompt to appear before generating the AR Aging Report. Customer Memos are entered in “Customer Inquiry” (6.1.2).

A Summary format is available for the A/R Aging Report: <S3>. The output is identical to the <S>ummary version, except the Location, Salesperson of Record, and Payment Terms have been removed to make more room for the Customer Name to print.