AR Trial Balance by Payer

This option allows you print a detailed aged accounts receivable trial balance. The Aged Trial Balance by Payer is a list of all payers (clients, vendors or employees) and the balances they owe as of a specified date. You may age on the invoice date or the payment due date. The payment due date is calculated at the time of billing based on data base profile settings. This allows you to see which payments are actually late. As different clients may have different payment agreements, one invoice may be late if not paid within 30 days, while another client may not be late unless past 60 days. This report prints by payer. Each payer balance is categorized according to how long it has existed. For each payer, the report shows the amounts less than 30 days old (in the Current column), and those 30 to 60, 60 to 90, 90 to 120 and more than 120 days old. If you have a dot matrix printer, you will be able to print those amounts that are 120 to 180, and more than 180 days old. Several other options are also available when requesting this report (i.e., print selected payer, print in invoice date order, etc.)

The aged trial balance allows you to identify client accounts unpaid for an excessive length of time and helps you determine those to write off as uncollectible.

1. Select Accounts Receivable|Reports|A/R Aged Trial Balance by Payer.

A/R Aged Trial Balance by Payer Prompt

2. If you want to show each age group as a ”number of months past due,” key the month and year (MM/CCYY) you want to be reported in the Current column or if you want to show each age group as a ”number of days past due,” key the full date (MM/DD/CCYY) to age on day and year you want to be reported in the Current column. If you want a report of items billed through a certain past date, key that date in this field. This allows the system to ignore any billing performed after that date.

3. From the Select Report Version drop-down list, indicate the maximum number of days past due (or months past due) you want to appear on the report. 120+ days shows five age groups from current to ”more than 120 days old” (or ”more than 4 months old” if you entered an effective month). 180+ days shows shows seven age groups from current to ”more than 180 days old” (or ”more than 6 months old” if you entered an effective month). This setting is only possible if you are using a dot matrix printer. 120+ days with description shows five age groups with payer descriptions from current to more than 120 days old (or more than 4 months old if you entered an effective month).

4. From the Client Detail Selection drop-down list, select the client reporting level. Select Client Only to report at the client master level only. Select Client and Level 2 to report at the Client/Division level. Select Full Detail All Client Levels to report at all Client/Division/Product levels.

5. From the Period Selection drop-down list, select the receivable balance to come from either the current open status or from the history file. The system recreates the balance at that period in time.

• Current Open Status Including Payments. Uses current balance of a receivable.

• Recreate From History. Uses the history file to generate the balance.

• Current Open Status Purged. Excluded paid items from printing. This purge is not permanent, it is only selected to reduce the amount of paper used when printing the report.

• From History Plus Subsequent Payments. Uses the history file to generate the balance plus any following payments.

6. From the Select Data Types drop-down list, select All Receivables (Include all receivable accounts), Exclude Intercompany (Include all receivable accounts except intercompany accounts), or Intercompany Only (Include only intercompany receivables).

7. From the Invoice Sorting Selection area, click to sort in Invoice Date Order or Invoice Number Order.

8. From the Client (Payer) Sort area, click to sort By Client (Payer) Code or By Client Sort Name order.

9. From the Aging Selection area, click Age on Invoice date to age from the invoice date or click Age on Payment Due Date to age from the payment due date.

10. From the Page Break Selection area, click By Payer to start a new page for each payer. This allows for easy distribution of the report. Click Print Continuously to print continuously without a page break for each new payer.

11. From the Print Media Totals area, click Yes to print receivable amount totals by media type on the report; otherwise, click No. This field only applies if you selected to report at the client master level.

12. From the Office Selection drop-down list, select Job/Billing Office to run the ATB by the job/media billing office for invoice or select A/R Office to run the ATB by the Accounts Receivable office.

13. From the Consolidate Offices area, click Yes to consolidate offices so that clients used across offices can be viewed all together. Click No to report offices individually.

14. Select the types of receivables you want to include. Click Client Receivables and/or Employee Receivables, and/or Vendor receivables.

15. To limit information that is collected, click any of the selection buttons and make selections from the displayed list. Displayed lists show only clients assigned to you in User/Client Window Security.

16. Click the Next icon to display the Printing Selections Window.