AR-F  Print Aging

Purpose of Program

Use this program to print invoices and aging for one customer or for a list of customers, with flexible presentation options.  This report can be accurately backdated to get an as-of aging reflecting open balances on a prior date.

This program is designed to produce three different types of reports:

A transaction listing of individual invoices, oldest first, giving invoice date, number, customer code, name invoice description, amount, terms type, and age in days.  You may print this for all invoices or for open invoices only, and you may include or exclude deposits.

An aging report listing either totals only or open invoices.  The amounts are listed in columns by age, using either the default values from AR-S  Accounts Receivable Defaults or the values you enter in this program.  You may include or exclude deposits.

An AR past due report, similar to the previously described aging  report, but aged by each invoice's due date as determined by the terms code assigned to each invoice.

When you adjust the aging periods (30, 60, 90 days, etc.) in this program for your printout, it does not affect the default setting in AR-S, Accounts Receivable Defaults.

Multi-Currency Reporting

If you have multi-currency processing enabled in IM-A  International Configuration, the Accounts Receivable for each currency is maintained in source currency.

You can run this report in source currency or in base currency.  Be aware that if you run the report in source currency and include more than one currency on the report, the grand totals will have no meaning.

If you run the report in base currency in order to reconcile the grand total with the total of your General Ledger AR balances (you will have an AR Control account and AR Conversion account for each currency -- which added together equal that currency's total AR amount in base currency), be sure and run the Convert to Base Currency routine in IM-B, Enter Multiple Currencies, beforehand so that your source currency AR accounts get translated into base currency.  

International Field Explanations

You will be given access to the following fields based on settings in IM-A  International Configuration.

Currency

If you have multi-currency processing enabled, you can enter a from/thru range of currency codes if you want to confine this report to Accounts Receivable within a currency or range of currencies.

Print in Base or Source Currency?

If you enter an S in this field, any Accounts Receivable transacted in foreign currency (source currency) will print in that currency.  If you mix and match the report with Accounts Receivable in base currency, be aware that the grand totals will have no meaning because you are mixing different currencies on the same report.

If you enter a B in this field, all Accounts Receivable will be converted to your base currency, using the exchange rates that were in effect at the time of invoicing.

General Program Operation

Enter the date you want the aging printed as of.  The default is today's date.  If you enter another date, the program will recreate the aging as of that date.

Next enter the type of report: AR Aging, AR Listing, or AR Past Due.

Indicate whether to limit the report to customers on credit hold only.  Next you will be asked if deposits are to be included or not.  Many people like to see deposits included with the aging to get a total picture of the customer's account.  Deposit amounts are included in the report totals, so if you're trying to balance your aging total with the GL balance for your Accounts Receivable account, answer N to the Include Deposits? prompt.

The AR Aging Report

The aging report lists each customer's invoice information in columns by traditional aging periods, or you can change those aging periods on-the-fly.

Enter the range of customer codes you want to print.  If you do not enter limits, the program will print information for all customers.  You can also select customers by range of customer classes.

Next enter what you want the report to include.  The choices are:

1- Detail, Open Items Only

2- Customer Totals Only

You can then specify whether you want the report sorted by customer code, name, or the customer alpha sort field.

This report is interfaced with the Contact Manager module such that you can print contact follow-up notes on the aging report.  The follow-up note capability can be a powerful tool in enhancing collections.  You are asked Print Follow-up Notes?  If you indicate yes, you are asked for your Contact Manager password.  You can then enter a from/thru range of follow-up codes and follow-up dates.  Any codes and dates within this range will print on the AR Aging report directly under each customer's totals.  For more details on the follow-up code capability, see CM-A  Enter Contact Accounts.

You can either use the default aging periods or change the aging periods you will be reporting.  It is advisable to leave the Period 1 box at zero days; otherwise, any invoices younger than the Period 1 entry would not be included in the aging.

Printing will take place after the last field is filled.

The AR Listing Report

The AR Listing gives other invoice information, such as invoice description, along with the age in days.

Enter the range of customer codes you want to print.  If you do not enter limits, the program will print information for all customers.

The AR Listing report menu omits the customer totals report, offering you only the open item detail and open and paid item detail reports.  This is because the AR Listing is by definition a detail report.

If you are printing an AR Listing report, you get to choose which terms types to include.  The menu you choose from contains the terms types entered in SM-D  Enter Terms Table with an added (default) entry of All Types.  Printing will take place after the last field is filled.

The AR Past Due Report

This report is selected identically to the AR Aging report, except that it ages from each invoice's due date as determined by the terms code assigned to each invoice.