AR Aging

Form ID: (AR631000)

You use this report to determine which documents are overdue for payment and for how long. The report shows all outstanding AR documents in the system, and the document balances on the date specified in the Age as of Date box on this report form. That is, the report shows released AR documents that are still open or were closed later than the specified aging date.

The documents are grouped by statement cycle and by customer, and they are broken down by aging periods or financial periods, depending on the settings of the statement cycle specified for a customer. The amounts are in the base currency, and the balance of the AR documents is calculated as the difference between the original amount of the documents and the application amounts of the documents that were applied no later than the specified aging date.

Calculation of Aging Periods

The system calculates aging periods for this report based on the date you select in the Age as of Date box on the Report Parameters tab of this report form and on the statement cycle settings specified on the Statement Cycles (AR202800) form as follows:

  • If the Use Financial Periods for Aging check box is selected for the statement cycle, the system will use aging periods that correspond to the financial periods; the zero aging period (the leftmost column in the report) is the financial period of the Age as of Date on the Report Parameters tab.
  • If the Use Financial Periods for Aging check box is cleared for the statement cycle, the system will show the aging periods that are specified in the statement cycle.

Aging of Outstanding Documents

The system distributes the open invoices, debit memos, and overdue charges over the financial periods or aging periods depending on the statement cycle settings on the Statement Cycles (AR202800) form:

  • If Due Date is selected in the Age Based On box for the statement cycle, the system will compare the due dates of outstanding documents with the Age as of Date you specify on this report form. The overdue balances are grouped by the aging periods or financial periods specified for the applicable statement cycle, while the balances that aren't overdue are displayed in the Current column of the report.
  • If Document Date is selected in the Age Based On box for the statement cycle, the system will compare the document dates of outstanding documents with the Age as of Date you specify on this report form. The balances of the documents with dates the same as or later than the aging date are displayed in the Current column on the report; other outstanding balances are broken down by the number of days from the Age as of Date through the document date.

For more information, see Preparation of Dunning Letters: Using the AR Aging Report.

Aging of Credit Amounts

Regardless of the state of the Age Credits check box on the Accounts Receivable Preferences (AR101000) form, the system shows the due date of the outstanding AR document in the Due Date column of the report. The system determines the aging bucket based on the state of the Age Credits check box:

  • If the check box is selected, the date that the system will use to determine the aging bucket (the Current column or one of the Past Due columns) is determined based on the option in the Age Based On box of the customer's statement cycle on the Statement Cycles (AR202800) form. If the box contains Due Date, the system will use the due date; if it contains Document Date, the system will use the document date.
  • If the check box is cleared, the system will use the Age as of Date report parameter on the report form to determine the aging bucket.

The balance of the retrieved credit documents is calculated as the difference between the original document amount and the total of the applications to which the document was applied no later than the specified aging date.

See the following section for a description of each parameter on the Report Parameters tab of the report form. For more information about using other elements on the report form, see Reports.

Report-Specific Parameters

On the Report Parameters tab, you use the following parameters to select the information to be displayed on the report:

  • Report Format: The format of the report. Select one of the following options:
    • Summary: To view outstanding customer balances
    • Detailed (default): To view outstanding customer documents
    • Detailed with Retainage: To view past due documents and their unreleased retainage on the selected Age as of Date. The unreleased retainage is calculated as the total retainage amount of a document minus the sum of the original document amounts of the linked retainage documents. The system considers the sign of retainage documents when calculating balances (negative for credit memos and positive for debit memos and invoices). The report shows only released retainage documents that are still open or were closed later than the specified aging date.
      Note:
      This format is available only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.
  • Company/Branch: The company, branch, or company group for which you want to view information. By default, the current company or branch is selected. You can select another branch, company, or company group to which you have access or leave the box blank to view information about all companies in the tenant.

    This parameter is required if the Multiple Base Currencies feature is enabled on the Enable/Disable Features (CS100000) form.

  • Customer Class: The customer class for which you want to display data. Select a customer class from the list of customer classes, or leave the box blank to view information about all classes.
    The list of classes may be limited based on the roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. With the feature enabled, the Restrict Visibility To box appears on the General tab of the Customer Classes (AR201000) form. You can select a customer class if one of the following is true:
    • The Restrict Visibility To box is empty for the customer class—that is, the visibility of the customer class is not restricted.
    • A branch, company, or company group is specified in the Restrict Visibility To box for the customer class, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company or a company within the company group.
  • Customer: The customer whose data you want to display. Select a customer from the list of all but inactive customers, or leave the box blank to view information about all customers.
    The list of customers available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Customers (AR303000) form. With the feature enabled, a customer is available for selection if one of the following is true:
    • The Restrict Visibility To box is empty for the customer—that is, the customer’s visibility is not restricted.
    • A branch, company, or company group is specified in the Restrict Visibility To box for the customer, and your user account has the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company or a company within the company group.
  • Project: The project whose documents will be included in the report. Either select a project from the list or leave the box blank to view information for all projects.
  • Age as of Date: The date the system will use when calculating the balances of the documents and the aging categories for the documents.

    By default, the current date is used, but you can select another date.

  • Group by Parent Account: A check box you select to group customer accounts that are involved in parent-child relationship under a parent account and display the consolidated balance of the group. The system will group only child accounts of the customers, that have the Consolidate Balance check box selected in the Billing tab of the Customers form.

    The box is available if the Parent-Child Customer Relationship feature is enabled on the Enable/Disable Features (CS100000) form.

    For details, see Managing Parent-Child Relationships.