Accounts Receivable Aged Trial Balance

Menu Path: Accounts Receivable $Images\bluerarw.gif$ Reports $Images\bluerarw.gif$ Accounts Receivable Aged Trial Balance

Purpose

Print an aged accounts receivable trial balance.

Overview

Use Accounts Receivable Aged Trial Balance to display an aging of accounts receivable based on multiple sort and selection criteria. You can output the trial balance in detail or summary format. In Detail mode, the payment terms are the terms for each invoice. In Summary mode, the payment terms are the terms for each customer.

You can use this report to reconcile accounts receivable with the general ledger. For more information, see Reconciling Subledgers with the General Ledger FAQ. If there is a discrepancy between the report and the general ledger, you can output a supplementary reconciliation report to help determine the cause of the discrepancy.

Note If you output the trial balance to Excel, additional data is included, such as the sales group ID, payment terms, credit limit, order number, customer purchase order number, sales representative, total open sales order amount, and amount over or under the credit limit.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Accounts Receivable Aged Trial Balance window.
Print	Click this button to display, output, email, or print the report.

Select Tab Fields and Buttons

Field or Button	Description
Aging Method Option	Select Due Date or Reference Date as the starting date for aging calculations.
Reconcile by	Select one of the following options: Aging Date - Reconcile by the date entered in the Age As of field and the date type selected in the Aging Method Option field. Period - Reconcile by general ledger period. Note Select the Period option if you are trying to reconcile your accounts receivable aging report to your general ledger.
Reconcile to G/L Period	Click the Lookup buttons to select the general ledger period and year to which you want to reconcile. These buttons are only enabled if you select the Period radio button.
Age As of	Enter a date to which you want to reconcile, or click the drop-down arrow to select a date. This field is only enabled if you select the Aging Date radio button. This field defaults to today. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field. Note You can select an aging date in the past if you want to view an aging as of a previous date.
A/R Account to Reconcile	When reconciling by period, click the Lookup button to select the accounts receivable general ledger account to which you want to reconcile. You can only select accounts receivable trade and clearing accounts. Note You can click the List button to select multiple accounts. The bottom of the report will list these accounts and show any reconciliation difference.
List	Click this button to display Select GL Accounts for Reconciliation, which allows you to select multiple accounts to which you want to reconcile. You can only select accounts receivable trade and clearing accounts.
All Collection Teams	Select this check box to include data for all collection teams on the report. This check box is selected by default. If you clear this check box, enter a collection team for which you want to include data on the report, or click the Lookup button to select a collection team.
All Collection Groups	Select this check box to include data for all collection groups on the report. This check box is selected by default. If you clear this check box, enter a collection group for which you want to include data on the report, or click the Lookup button to select a collection group.
All Collection Divisions	Select this check box to include data for all collection divisions on the report. This check box is selected by default. If you clear this check box, enter a collection division for which you want to include data on the report, or click the Lookup button to select a collection division.
All Customers	Select this check box to include data for all customers on the report. This check box is selected by default. If you clear this check box, enter a customer for which you want to include data on the report, or click the Lookup button to select a customer.
All Customer Divisions	Select this check box to include data for all customer divisions on the report. This check box is selected by default. If you clear this check box, enter a customer division for which you want to include data on the report, or click the Lookup button to select a customer division.
All Primary Sales Representatives	Select this check box to include data for all primary sales representatives on the report. This check box is selected by default. If you clear this check box, enter a primary sales representative for which you want to include data on the report, or click the Lookup button to select a primary sales representative.
Print Supplementary Reconciliation Report	Select this check box to output the Accounts Receivable Aged Trial Balance Reconciliation Discrepancy Data Report (in addition to the Accounts Receivable Aged Trial Balance Report). You can use the Accounts Receivable Aged Trial Balance Reconciliation Discrepancy Data Report to view non-AR/INV subledger postings, accounts receivable items that were posted to accounts receivable, but that have not been posted to the general ledger, and unexpected usage of the Accounts Receivable account. These items cause a discrepancy between the total amount displayed on the Accounts Receivable Aged Trial Balance Report and the general ledger balance of the Accounts Receivable account. This check box is only enabled if you select the Period radio button.

Display Options Tab Fields and Buttons

Field or Button	Description
Report Currency	Click the Lookup button to select the currency for the report. This defaults to the home general ledger currency.
Use Current Value	Select this check box to include foreign exchange gain or loss in amounts on the report (as calculated through the report period or date). This check box is only enabled if the currency entered in the Report Currency field is the currency for the functional ledger. Note You cannot select both this check box and the Display Original Currencies check box.
Separate by Currency	Select this check box to separate open amounts on the report by currency.
Display Original Currencies	Select this check box to display open amounts on the report in the currency associated with each amount. Note If you select this check box, grand totals on the report display in the currency entered in the Report Currency field. This check box is only available if you select the Separate by Currency check box. Note You cannot select both this check box and the Use Current Value check box.
Report Type	Select one of the following report types: Summary - Aging summarized by billing customer. Detail - All accounts receivable transaction detail is displayed by billing customer. These radio buttons are only enabled if you select an output option other than Excel on the Print Options tab. When outputting to Excel, the Detail radio button is automatically selected.
Sort/Subtotal by Sales Customer	Select this check box to sort and subtotal by sales customer (customer used for the order/invoice). This check box is cleared by default.
Sort	Select whether to sort by customer code or customer name. These radio buttons are only enabled if you select the Sort/Subtotal by Sales Customer check box.
Break by A/R Account	If you are outputting the report for multiple accounts receivable accounts, select this check box to display amounts for each account in separate sections on the report . Each section begins with the account number and description, and ends with subtotals for the account. This check box is only enabled if you use the List button on the Select tab to select multiple accounts.
Primary (Summary Sort)	If you select the Summary radio button, select one of the available sort options.
Primary (Detail Sort)	If you select the Detail radio button, click the Lookup button to select a primary sorting method for detailed information.
Secondary	If you select the Detail radio button, click the Lookup button to select a secondary sorting method for detailed information.
Aging Days	Enter the number of days for each aging bucket. This defaults from Accounts Receivable Control Maintenance. These days can be manually overridden for the report. Note If you change any of these buckets, and click the Print button in the ribbon, a message appears warning you that the buckets have changed and that you may want to cancel the output of the report to update the labels.
Bucket Range Start	These fields display the number of the first day in each time bucket range, based on the entered aging days.
Bucket Range End	These fields display the number of the last day in each time bucket range, based on the entered aging days.
Future Days	Enter the future bucket days for the report. This defaults from Accounts Receivable Control Maintenance. These days can be manually overridden for the report.
Past Due Aging Labels	Enter report labels for each of the six aging buckets. These fields default to the labels entered in the Past Due Aging Labels fields in Accounts Receivable Control Maintenance.

Other Options Tab Fields and Buttons

Field or Button	Description
Offsets	Select one of the following options: No Offset - Age each accounts receivable transaction by itself. Current - Apply credit balances against the current bucket. Oldest - Apply credit balances against the oldest bucket first, then the next oldest bucket, etc. These radio buttons are only enabled if the Summary radio button is selected on the Display Options tab.
Invoices	Select this check box to include invoice type transactions. This check box is selected by default.
Credit Memos	Select this check box to include credit memo type transactions. This check box is selected by default.
Debit Memos	Select this check box to include debit memo type transactions. This check box is selected by default.
Cash on Account	Select this check box to include cash on account type transactions. This check box is selected by default.
Finance Charges	Select this check box to include finance charge type transactions. This check box is selected by default.
Chargebacks	Select this check box to include chargeback type transactions. This check box is selected by default.
Unapplied Payments	Select this check box to include unapplied payment type transactions. This check box is selected by default. Note If this check box is selected, you must be reconciling an accounts receivable clearing account to display posted and unposted unapplied payments.
NSF	Select this check box to include non-sufficient funds type transactions. This check box is selected by default.
Prepayments	Select this check box to include prepayment type transactions. This check box is selected by default.
Summary Bucket/Age Normally	Select one of the following options for each type of transaction: Summary Bucket - Summarize by accounts receivable transaction type instead of aging. Age Normally - Display accounts receivable transactions by aging bucket.
Only Credit Balance Option	Select this check box to only include customers with credit balances. This check box is cleared by default. If you leave this check box cleared, you can select whether or not to include customers that have credit balances.
Zero Balance Option	Select whether or not to print data for customers that have no balance.
Only Disputed Transactions	Select this check box to only include accounts receivable transactions marked as disputed.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. If you select this option, you cannot output using Scheduling Assistant. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information. If you select this option and select to output to Scheduling Assistant, you are prompted to select recipients for an email, and Scheduling Assistant sends an email with the report attached as an Excel file.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	Select whether the task is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs, and optionally set up an alert to be created when the task completes. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.