Accounts Receivable Aging & History Reports

This menu option allows for the printing of two different reports, the Accounts Receivable History Report and the Receivables Detail Aging Report.

The Accounts Receivable History Report is a report of all invoices, progress billings and receipts ever entered for each customer. This report contains all of the Accounts Receivable history on record; it may become quite lengthy if run in its entirety. Because certain information from the Accounts Receivable History File is useful, a report limit screen may be used to specify the information desired.

The Receivables Detail Aging Report is perhaps the most useful and powerful report in the Accounts Receivable system. It lists and analyzes receivables to give a clearer understanding of the Accounts Receivable situation. This report lists all amounts still owed by each customer and analyzes them according to due date and type.

This report can be accessed from Reports on the Accounts Receivable Menu. The following screen comes in to view when the Aging & History Reports option is chosen.

Click on any column header to sort the listed items. This will be useful when the list of reports has grown.

To modify the information used in generating the report, press the Add button or highlight the desired report title and press the Change button. For more information, see Add or Change an Aging Report.

Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted report will be deleted. If the No button is pressed, the program returns to the previous screen.

To print a report, press the Print button. For more information, see Printing Reports.

Note: If the message "Nothing to Print"comes into view when the Print button is pressed, there are two main causes:
A. There is no information within the selected limits. Remove all limits, then, one at a time, reinsert the limits. If the report still will not print, insert a new report title.
B. No report title is selected. The report title is used to store the selected limits. A report title must be selected in order for the report to print.

1.	Report Description: Accounts Receivable Detail History Report
	Report Sample: Accounts Receivables Detail History Report
2.	Report Description: Accounts Receivable Detail Aging Report
	Report Sample: Accounts Receivable Detail Aging Report

Press the View button from the report browse window or the Save and View button from the edit window and a list box will open containing all of the invoices that would have been included on the Printed Report.

If this button is pressed, the system will reprint every one of the invoices in the list.

To Add or Change a report, press the appropriate button and the following screen will come into view. This screen displays the possible limits that may be set. No limits should be set if a complete listing of every invoice, progress billing and receipt in the History File is desired. Several limits may be set to narrow the list down to a very small range of receivables.

Following is a description of each of the limits. Check the appropriate boxes and enter the desired limits. When all desired limits have been set, press the OK button.

The title of the report. Warning: The title is used to store the selected limits. Without a title, there are no selected limits stored and the message "Nothing to Print" comes into view.

If this option is selected, only the User listed in the User field can change or delete this report.

Use this section to limit the report by customer. Use the Range setting to set a range of customer numbers. Use the List setting to specify a list of customers to be included.

Select the All radio button to ignore Customer reporting limits. Select Range to enter a range of Customers in the From and To fields. Select List to report on a list of selected Customers.

Enter the customer number, or press the lookup button and the Customer Entry screen comes into view. Highlight the desired customer and press the Select button. The program will return to the previous screen.

Enter the customer number or press the lookup button and the Customer Entry screen comes into view. Highlight the desired customer and press the Select button. The program will return to the previous screen.

Click the Edit Customer List button to add or remove Customers from the list of Customers to be included in the report. The following screen will come into view.

Use these buttons to save the current list of included records for future use, or to retrieve a previously saved list. See Saved Report Limit Lists for more details.

All Available Customers that are not included in the list are displayed in these columns.

All Included Customers are listed in these columns. Use the arrows to move selected records or all records between the Available and Included areas

Customers with no open invoices may be included in the report. Generally, printing names and heading information for such customers is a waste of space and detracts from the clarity of the report. However, there may be occasions when it is desirable to include all customers regardless of whether they have any open invoices.

If this box is checked, a new report page will be started for each customer on the report.

If the report is to be filtered to only customer in one state, select the desired state from the list; otherwise, select “All States.”

Warning: If dates are selected, the report generation may be time consuming. If the Select Dates box is left unchecked, all dates will be printed.

Select the first date in a range or a single date. Enter the date or press the lookup button and a Calendar will come into view. Highlight the correct date and press the OK button.

Select the last date in a range or a single date. Enter the date or press the lookup button and a Calendar will come into view. Highlight the correct date and press the OK button.

This option limits invoices by the date on which the invoice is due. Select the period in which the invoice is due from the dropdown list.

Use this section to limit the report by Job. Use the Range setting to set a range of Job ID numbers. Use the List setting to specify a list of Jobs to be included.

Select the All radio button to ignore Job reporting limits. Select Range to enter a range of Jobs in the From and To fields. Select List to report on a list of selected Jobs.

Selects the first job in a range or a single job. Enter the number, or press the lookup button and the Job setup screen comes into view. Highlight the desired record and press the Select button.

Selects the last job in a range or a single job. Enter the number, or press the lookup button and the Job setup screen will come into view. Highlight the desired record and press the Select button.

If the List radio button is selected, this button will be available. The following screen will come into view when the Edit Job List button is pressed.

Use the arrows to move Jobs from the Available list to the Included list. All Jobs in the Included Records section will be included on the report. Use the tabs to sort each section by Job Number or by Job Name.

To limit the listing to only invoices on jobs belonging to a specific Project Manager, use this pull-down list to select the appropriate project manager name.

This report includes all historical invoices and receipts which fall within the set limits.

If the “Report Type” is set to “History,” this box will be enabled. If the box is checked, voided invoices and receipts will be omitted from the History Report.

A Detail report will list all receivables invoices and receipts within the set limits.

This option prints either the aging report or the history report by the Customer ID.

This option prints either the aging report or the history report by the customer name

Specifies how the report is positioned on the page when printed. Portrait is the standard. Portrait is printed vertically.

Specifies how the report is positioned on the page when printed. Landscape is printed horizontally.

The detail of the report will be sorted by customer name and then the job number.

Pressing the lookup button on the From and To fields will cause the Fiscal Period Maintenance screen to come into view. Highlight the correct period and press the Select button.

Activates the ranges defined on the next lines. This option may be used to limit transactions to a particular fiscal period or range of fiscal periods. To limit transactions to a particular fiscal period, enter the first and last periods of the desired fiscal periods. To limit transactions to a single fiscal period, enter that period in both the From and To fields.

Selects the first period in a range of fiscal periods or a single fiscal period. Enter the fiscal period.

Selects the last period in a range of fiscal periods or a single fiscal period. Enter the fiscal period.

Select this option to add Readability Bars to the generated Report. Click the color box to select the Readability format. The following screen will come into view.

Select the Readability Bar color or press the Define button to select a Custom Readability Bar color.

To include just a single invoice or a range of invoice numbers, check this box and enter the desired invoice numbers in the From and To fields.

Choose the Data Types to be included on the listing by checking the desired boxes.

This option includes invoices that were entered through the Trade invoice entry screen.

This option includes Time and Material invoices that were entered through the Trade Invoice Entry screen.

This option includes invoices that were entered through the Progress Billing entry screen.

This option includes Receipts for Trade Invoices (invoices with no job attached).

If Trade Invoice Receipts and/or Progress Billing Receipts are being included, check this box to have the report itemize the invoices to which those receipts were reconciled.

This option includes Miscellaneous Receipts received from this customer, but not applied to any billing.

The system allows for multiple Accounts Receivable accounts to be tracked. If the information for only one or a selected range of these accounts is desired, place a tick in this box and set the range of account numbers using the From and To entry boxes.

Setting this limit will filter the invoices on the report to include only invoices that have the specified Sales Representative. Click the lookup button to see a list of Sales Representatives that have been typed into the Sales Representative field on invoices in the past.

Click this button to save the current settings and print the report immediately, without having to return to the Report Title browse window.

The Accounts Receivable History Report is a report of all invoices, progress billings and receipts ever posted to the A/R History File. It contains all of the Accounts Receivable history on record and may become quite lengthy if run in its entirety.

The invoice number or receipt number is listed as well as the period, posting date and due date for invoices. The job number is also listed.

The gross transaction amount, the discount or retention amount, the received amount and the remaining amount are printed for each transaction. The total is the ending balance for each customer in the respective column.

The SYS DATA column contains system information and indicates the type of invoice that is being billed. ‘TM’ stands for ‘time and materials’ invoices, ‘TI’ stands for trade invoice and ‘PB’ stands for progress billing invoice. ‘TR’ stands for trade invoice receipt and ‘BR’ stands for progress billing receipt.

The Receivables Detail Aging Report is perhaps the most useful and powerful report in the Accounts Receivable system. It lists and analyzes receivables to give a clearer understanding of the accounts receivable situation. This report lists all amounts still owed by each customer and analyzes them according to due date and type.

The Customer's name, number, phone number and type (Balance Forward or Open Invoice) are listed.

The invoice number, due date and fiscal period are listed. A job number and retention or discount amount are listed. Discount amounts and retention are broken out in the totals below each customer.

Unless specified otherwise in System Tailoring, the amount due or past due will be categorized as ‘Current Due, 1-30 days, 31-60 Days, 61-90 Days and 90+ Days.’ Totals for each column are displayed as well as the total amount due for each customer.