Aging Details

Introduction

This report shows accounts receivable information. It is broken down by selected revenue items, includes invoice date and invoice number, and is ordered by invoice number. It also offers a pie chart to graphically represent the amount of past due balances in each age group.

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Running the Report

  1. Click on the Reports menu and Run a Report.
  2. Click to expand the Revenue Reports.

  1. Click to expand the Accounts Receivable Reports.
  2. Click on Aging Details.

This will open a window where you define parameters for the report.

After you click OK to run the report, you can refresh the report page at any time to go back to the parameters window, and make changes.

At the top of the report, be sure to look at the paging controls (see screenshot below). If the button on the right (next page) is available then there is more data.

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Parameters

After you define these parameters, scroll to the bottom, and click OK to go into the report.

The Start of Range and End of Range allow you to define where the list of included revenue items should start and end.

In the example below, if you click Start of Range and choose "ABC Dues," and then click End of Range and choose "Admin Fee," you would need to click Add Range to create the range. The report would then include any past due invoices for ABC Dues, ABC National Dues, and Admin Fee.

Available Values: Instead of choosing a range at the top, you can select specific revenue items under the left (Available Values) and add them to the right side (Selected Values).

Click on a revenue item and then click the right arrow to add it to the list of Selected Values.

If you click the double arrows then you are adding everything.

In the example above, if you wanted to quickly select, ABC Dues and Bankers Dues, hold the Ctrl key, click each item, and then click the right arrow to add both of them.

To recap, the top and middle sections of the parameters window allow you to select revenue items, but in different ways. You either select a consecutive list of revenue items using the top section of the parameters window or you jump around the list and manually select revenue items using the middle section of the parameters window.

Accounting Package Name Contains: This allows you to include data for a specific accounting package based on the Revenue Item(s) used on the invoice. In your Global Settings (Admin menu), under the Accounting Packages tab, you will see the Accounting Package Name. If you want to focus on data for that package, enter that name in the parameters window.

Otherwise leave this as All to show all data.

Exclude Inactive Items: If this is left False then past due balances for revenue items that were deactivated will still appear in the report. If this is changed to True then past due balances for inactive revenue items will be removed from the report.

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Breakdown of Report

The information in this report is broken down by the age groups:

  • 1-Current
  • 2-30 Days
  • 3-60 Days
  • 4-90 Days
  • 5-Over 120 Days

Do not get confused by the 1 in "1-Current," the 2 in "2-30 Days," the 3 in "3-60 Days," and so on. These are just heading numbers. Focus instead on the group name: Current, 30 Days, 60 Days, etc.

In the example above, we don't see the "30 Days" group (it skips to 60 Days). That's because there aren't any past due balances in the 30 Days group.

The information in each age group is then sorted by invoice number.

The invoice date, invoice number, profile ID, and profile name are included, as are the date due, number of days old, and the amount. Each age group also includes an overall total of its past due balances.

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Exporting

In the top left corner is a button to print which allows you to export this report to PDF.

Once exported to PDF, you can view and print the PDF.

Also in the top left corner is a button to export to other formats.

The other available formats include:

  • Crystal Reports (RPT)
  • PDF
  • Microsoft Excel
  • Microsoft Word
  • Rich Text Format
  • Character Separated Values (CSV)
  • XML

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