Print A/R Aging Report

Introduction

Use this function to print a report showing your customers' account balances and the account balances by aging period.

For example, if you defined four aging periods in the A/R Control file of 0-30 days, 31-60 days, 61-90 days, and over 90 days, the A/R Aging Report shows how much each customer owes in each of these aging periods.

You can also specify whether you want the A/R Aging Report to show open item detail (in 3 possible formats) or to show summary information only.

Aging methods for balance forward and open item customers are different. Documents for balance forward customers are aged according to the invoice date or due date. (The method used depends on your entry in the A/R Control file.)

For open item customers, the total amount from all documents that have the same apply-to number determines the aging amount, and the age of the earliest document for that apply-to number determines which aging period the amount is assigned to.

User tip: This report can be scheduled to be run automatically using the CARS+ Report Driver logic. Please refer to the chapter Print Auto Create Reports for more information.

To begin this function

To access the Print A/R Aging Report program, type RW (RET) at any menu "OPTION:" field or the appropriate number on the Rental Accounting Menu. The screen will then display the RealWorld Main menu. Type 1 (RET) at the Please select field and then TYPE 4 (RET) on the Accounts Receivable menu. The screen will then display:

Print A/R aging report

Please enter:

1. Detail or summary ?
2. Type of open item detail

3. Aging date
4. Include items past aging date ?
5. Cutoff Due date
6. In order by cust number or name ?
7. Starting customer
8. Ending customer
9. Customer Type
10. Cut off balance due
11. Cut off aging period
12. Only customers with credit bal ?
13. Prefix selection for Doc #'s
14. Customer A/R account number
15. Sort by date, apply-to, Due date
16. Reprint Docs ?
17. A/R Agent

Enter data as follows:

1. DETAIL OR SUMMARY	Enter D = to print a detailed report. The detailed report shows all open items for each customer , in addition to the aging balances. S = to print a summary report. The summary report shows the total account balance for each aging period. EXAMPLE: Type D.
2. TYPE OF OPEN ITEM DETAIL	Enter: 1 = Show full detail for each customer. Every document is shown, including individual applications of every cash receipt. 2 = Skip showing payment detail. In this case, only the full amount of each cash receipt is shown. It is not broken down into individual applications. 3 = Show the balance of each invoice only. Payments will not be shown at all (except for open credits). 4 = Show all invoices and payments for documents that are NOT paid in full. EXAMPLE: Type 1.
3. AGING DATE	Enter the date that will be used for calculating the age of the open items. To default to the current date, press ENTER. EXAMPLE: Type 33111.
4. INCLUDE ITEMS PAST AGING DATE	This asks whether open items that are dated later than the aging date to be shown on the report. Answer Y, or press ENTER to default to N. Documents dated after the aging date will be ignored unless you answer Y. For open item customers, you may want to see recent payments, even though the payments are dated after the aging date. Otherwise, the documents that they apply to would appear to be unpaid. EXAMPLE: Press ENTER.
5. CUTOFF DUE DATE	Enter a cut off Due Date. Any invoice whose due date is greater than the value entered here will NOT be reported. Press RET to leave this field blank and thus select all due dates. EXAMPLE: Type (RET)
6. IN ORDER BY CUSTOMER NUMBER OR NAME	Enter: 1 = to print the report in customer number order 2 = to print it in customer name order. EXAMPLE: Type 2.
7. STARTING CUSTOMER	Enter the starting customer number or name, or press F1 to default to the "First" customer by number or by name on file. EXAMPLE: Type 200.
8. ENDING CUSTOMER	Enter the ending customer number or name, or press F1 to default to the "Last" customer on file. EXAMPLE: Type 300.
9. CUSTOMER TYPE	Enter a single Customer Type Code to report only those customers who have been assigned that code oe press F1 to default to "ALL". EXAMPLE: Type BUS
10. CUT OFF BALANCE DUE	This field and the next one work together. Only customers with a balance due entered here, in the cut-off aging period specified in the next field, or later, will be printed on the report. For example, if you entered 1000 as the cut-off balance due and 2 as the cut-off aging period, only those customers who owe a total of $1,000 or more in the 2nd, 3rd, and/or 4th aging periods would be shown on the report. Enter a cut-off balance due of up to 6 digits with no decimal places. If you want "All" customers to print on the report regardless of their balance due, press F1. EXAMPLE: Press F1.
11. CUT OFF AGING PERIOD	This field works together with the previous one. If you pressed F1for the previous entry, this entry will default to "All" periods. Enter a 1-digit number to specify which aging period(s) will be considered for the cut-off balance due. For example, if you entered 3, only customers with balances greater than the cut-off balance in aging periods 3 and 4 would be shown. If you press F1 for this entry, it will default to "All" aging periods. EXAMPLE: The selection of "All" for field 10 above forced the default to "All" for this field also. No other entry is allowed for this field.
12. ONLY CUSTOMERS WITH CREDIT BALANCE	If you answer Y to this question, only customers whose account has a credit balance will be printed. If the answer to field 8 above was not "All", the answer to this question must be N. EXAMPLE: Press ENTER to default to N.
13. PREFIX SELECTION FOR DOCUMENT #'S	To select just open item records with a document number (RA#) that starts with a particular string of characters, enter that string here or press F1 to default to "ALL" documents. For example, entering "PC*" in this field will select just the receivable records written by the Ticket Processing Report and any other Petty Cash transactions that created a receivable blance. Press F1
14. CUSTOMER A/R ACCOUNT NUMBER	To select all customers who have been assigned the same Accounts Receivable G/L account number, enter it here or press F1 to defaults to "ALL" customers will all G/L account numbers. Press F1
15. SORT BY DATE, APPLY-TO, DUE DATE	When running a detailed report, within a single customer, enter one of the following to indicate the order in which their documents are to print: D = Sort by date A = Sort by apply-to. This option will cause payments to print right after the invoice that they were applied to. R = Sort by Due Date EXAMPLE: Type A (RET)
16. REPRINT DOCS	This field allows for the eventual reprinting of all rental agreements or re-invoicing of the RAs that are reported. Access to this field is only available if Detail type 3 was selected in field 2. For a full discussion of this feature see the chapter Overview - Rebilling Feature for Past Due Accounts. Enter: Y = Yes. A text file will be created of all RA numbers that appear on the aging report. This file can be read by several CARS+ programs to reprint documents in mass. N = No. Do not create the reprint file. EXAMPLE: Type N (RET)
17. A/R AGENT	Some back office operations assign a collects employee to major accounts (this is done by assigning a CARS+ employee Code to a billing customer in Customer File Update on page 4). To print an aging report for just those customer accounts that are managed by a single employee, enter their Employee Code here or press F1 to default to "ALL". EXAMPLE: Press F1

WARNING: Many of the fields on the screen are designed to select a type of record to be reported. It is possible to enter a selection criteria that does not match any records on file. If a report does not appear to be correct, double check the selection criteria that was used.

Enter any changes that are desired, then press ENTER in response to the question "Field number to Change?"

EXAMPLE: Press ENTER.

To end this function:

Press END to return to the Accounts Receivable menu.