Pathway: Accounting > AR Aging Management

The AR Aging Management tool categorizes a company's accounts receivable according to the length of time an invoice has been outstanding. In addition, users can take action on targeted past-due accounts by sending past due notification emails, generating past due notification letters, changing the status of an account, or recording notes and tasks to follow up on at a later time.

AR Aging Management

Permissions

The following Permission is required to view and interact with the AR Aging Management tool.

Permission ID	Permission Name

Permission ID	Permission Name
263	View AR/AP Management Screen

Field Descriptions

Fields highlighted in red are required.

Field	Description

Field	Description
Filter Fields
Division	Required. Filters to only include accounts of the selected division.
Type	Required. Filters by: AR Age By Invoice Date, AR Aging By Past Due Date and AP Aging.
Account Class	Optional. Filters by the Account Class - Commercial, Residential, Government, etc.
Term	Optional. Filters by the following terms for when invoice payments are due: All, Due Upon Receipt, Net 15, Net 20 and Net 30
Bill Group	Optional. Filters on the Bill Group associated with each account.
Account Manager	Optional. Filters to only include accounts assigned to the Account Manager selected.
Account Status	Optional. Filters to only include the selected Status'. This filter allows for multiple selections.
Auditor	Optional. Filter to only include accounts reviewed by the selected Auditor.
Min. Past Due Balance	Optional. Enter a minimum past due balance amount to only load the accounts that have a balance greater than or equal to the entered value. Does not support or include negative values.
Balance Categories
Current	Displays the total amount being billed for on current invoices. A negative value indicates an over-payment was made on the most recent (current) invoice.
1-30 Days 31-60 Days 61-90 Days 91-120 Days 120+ Days	Totals the amount for each category of past-due invoice periods. 1-30 Days: Invoices that are 1-30 days past their due date. 31-60 Days: Invoices that are 31 to 60 days past their due date. 61- 90 Days: Invoices that are 61 to 90 days past their due date. 91-120 Days: Invoices that are 91-120 days past their due date. 120+ Days: Invoices that are more than 120 days past their due date. Apply a Quick Filter to review and take action on a specific category of past due invoices.
Total	Calculated as the Sum of all current and past due invoice totals.
Other Fields
Select Quick Filter	Apply a Quick Filter to filter what has already been returned to a specific set of accounts. For example, run a quick filter to only see a list of accounts that are 120+ days past due. Load must be generated before a Quick Filter can be applied.
Search	Provides a keyword search that may include numeric values and special characters. This tool searches across all rows and columns and returns matching words or values.
Export to Excel (icon)	Exports everything currently being displayed on the AR/AP Aging Management screen into an Excel file. This does not export only the accounts where the selection box was checked.
Print Past Due Notifications (icon)	Generates a past-due notification letter for the selected accounts. Includes an option to exclude invoice by email customers. If a note is entered into the Notes field when generating the letter, the note will display on the calendar day the letter was generated in the customer’s account. Notes entered here are for internal purposes and may be used as a way to record when the letter was prepared.

View Aging of Accounts

Current Aging of Accounts

Select a Division. Only one division can be selected at a time.
Select the Type of AR aging you would like to view.
Optional - make a selection from any of the following filters to further narrow down the returned results.
- Account Class
- Term
- Bill Group
- Account Manager
- Account Status
- Auditor
- MIN. Past Due Balance
Select Load.

Quick Filters provide an additional way to quickly target specific accounts to take action on. For example, you may apply a quick filter to only show accounts 1-30 days past due so a past-due email reminder can be sent.

Load accounts using the Load Accounts steps from above.
Select from the drop list of Quick Filter options and the screen will automatically update to reflect the chosen filter.

Add a Note or Task

Create a note or a task to follow up on an account at a later time. Notes and tasks can be added to individual accounts, or en masse. When added, notes and tasks display on the customer’s account.

Select the box for the accounts you would like to add a Note to. If all accounts apply, select the ‘Select All’ box from the header row.
Right-click within the row of any of the selected accounts.
Select Add Note. The note will display on the Customer’s account for the day it was Created On.
Click Save.

Select the box for the accounts you would like to add a Task to. If all accounts apply, select the ‘Select All’ box from the header row.
Right-click within the row of any of the selected accounts.
Select Add Task. The task will display in the following locations:
- Under the Pending section of the customer’s account
- On the calendar day the Task is due (in the customer’s account)
- As a Task in the user account of the user it was assigned
Click Save.

Send an Email

Send a past-due invoice email to one or multiple accounts at a time. Emails will not be sent to accounts that have indicated to not receive invoices via email. Emails generated here use a template previously created in Setup > System > Notification Template. When the email generates, users may edit the email’s Subject line and message content if desired.

Select the box from for the accounts you would like to send an email to. If all accounts apply, select the ‘Select All’ box from the header row.
Right-click within the row of any of the selected accounts.
Select Send Email.
Select from one of the template options in the Subject drop down.
Review the email template that displays and make any changes (if necessary).
Select Send.

Update Account Status

In the event the status of an account must be changed, right-click within the row of the account and select Update Account Status. The Update Account Status will only display when a single account is selected.

Generate Past Due Notification Letters

Send Past Due Notification letters to one or multiple accounts at a time.

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AR Aging Management - Accounting

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