1. Accounts Receivable Aging

1.1. Prerequisites for the AR Aging Module

Users MUST have full rights to the "AR Aging, Reports" in Accounting Security .   Users with “Accounting Security Supervisor” rights will automatically have access.
 
The Ranges for the Aging screens must be setup within the Sales A/R Setup module.
1.2. Introduction for the AR Aging Module
The process of printing an invoice produces an entry into the Accounts Receivable Aging module of the ManEx System. This dynamic nature of the process ensures that the aging reports always display the current receivables status regardless of whether an item has been posted into the General Ledger. 

In order for the aging report to match the balances as shown in the balance sheet and account inquiry screens the user must first release the Sales (Invoice) and receipt information. This creates the underlying Journal Entry which then may be posted into the General Ledger system.

The accounts receivable aging selection provides on screen and printed reports to assist the tracking and collection of outstanding invoices.  Further, it provides a way to edit the credit status and payment terms of a customer.
1.3. Fields and Definitions for the AR Aging Module
1.3.1. A/R Summary Current - 60



The summary screen will display each customer along with the outstanding balances for the customer. The screen may be sorted by customer or by balance by pressing on the appropriate button.

This summary screen will show the total amounts due for each customer, the current open invoice amount, invoice one to thirty days past due, and thirty-one to sixty days (depending on what range is setup with the Sales A/R Setup) past due

At the bottom of the screen, the total aged invoice amounts are displayed for each of these categories, as well as the total amount of aged invoice beyond sixty days (depending on what range is setup with the Sales A/R Setup)

A/R Summary   Current - 60     Tab Field Definitions

Customer Name

The name of the customer who owes the Account Receivable to the user.Note that the user may sort alphabetically by depressing the Customer Name button.
Balance The total balance of receivables for that customer.Note that the user may sort by the balance descending by depressing the Balance button
Current The current column lists amounts to be received which are equal to or less than the scheduled due date.
1 – 30

The 1-30 column lists amounts to be received which are 1 to 30 days past the scheduled due date.  (These ranges are setup within the Sales A/R Setup module).
31-60

The 31-60 column lists amounts to be received which are 31 to 60 days past the scheduled due date. (These ranges are setup within the Sales A/R Setup module).
Totals

The totals displayed are the totals of each column – Balance, Current, 1-30 and 31-60.  
Past Due All

Past Due is for all balances which are one day or more past the scheduled receipt date.  

1.3.2. A/R Summary Over 60

 



This summary screen will show the total amounts due for each customer, the current open invoice amount, invoice sixty-one to ninety days past due, ninety-one to 120 days past due, and over 120 days past due. (depending on what range is setup within the Sales A/R Setup module).

At the bottom of the screen, the total aged invoice amounts are displayed for each of these categories, as well as the total amount of aged invoice less than sixty days. (depending on what range is setup within the Sales A/R Setup module).

A/R Summary  Over 60  Tab Field Definitions

Customer Name

The name of the customer who owes the Account Receivable to the user.Note that the user may sort alphabetically by depressing the Customer Name button.

Balance

The total balance of receivables for that customer.Note that the user may sort the balance in descending order by depressing the Balance button.

61 – 90

The 61-90 column lists amounts to be received which are 61 to 90 days past the scheduled due date.  (These ranges are setup within the Sales A/R Setup module).

91 – 120

The 91-120 column lists amounts to be received which are 91 to 120 days past the scheduled due date.   (These ranges are setup within the Sales A/R Setup module).

Over 120

The Over 120 column lists amounts to be received which are over 120 days past the scheduled due date.   (These ranges are setup within the Sales A/R Setup module).
Totals 

The totals displayed are the totals of each column – Balance, 61-90, 91-120 and Over 120. 
Past Due All

Past Due is for all balances which are one day or more past the scheduled receipt date. 
 
1.3.3. A/R Detail Current - 60

After selecting a customer by highlighting the customer in one of the summary screens, clicking on the detail tab will display the detailed aging for that customer.

This screen displays the details of the invoice AGING. Displayed will be the Invoice Number, Invoice Date, Due Date, amount of the invoice, and the Aging of the amount. This screen displays current, one to thirty days past due, and thirty-one to sixty days past due. These data may be sorted by Invoice Number, Invoice Date or by Due Date by depressing on the desired button.At the bottom of the detail listing is a total of the balances in each category.

Also in this screen, the user may edit limited fields: the Call Note may be viewed and edited, the Credit Note may be viewed and edited, The Credit Status, the Credit Terms and the Credit Limit may be changed.

The Invoice Footnote for the highlighted invoice may be viewed, as well as the Customer Deposit, A/R Balance, Open Order Amount, Credit Available, Month To Date Sales Revenue and Year To Date Sales Revenues. 

A/R Detail Current  60 Tab Field Definitions

Customer

The name of the customer who owes the Account Receivable to the user.

Acct Date

This date represents the first date of activity for this customer.

This date is the last time the user entered a call with the customer. 

(Initials)

The initials of the user making the call.  NOTE:  It is  NOT the initials of the user that is "EDITING" the information. 

If this button is lit up in red, there are notes recorded regarding the call. The call notes is per customer with open invoices. This note field is for active outstanding invoices. It allows you to quickly see notes on AR information that is being currently worked on.   To add additional information, depress the Call Note button, depress the Edit button. Type in the note. Depress the Save button.

If this button is lit up in red, there are notes recorded regarding the customer’s credit. To add additional information, depress the Credit Note button, depress the Edit button.Type in the note.Depress the Save button.

Invoice Number

The invoice number assigned by the user in the Invoicing module.Note:The user may sort on this field in ascending order by depressing the Invoice No. button.

Invoice Date 

The date of the invoice.The user may sort on this field in ascending order by depressing the Invoice Date button.

Due Date

This column displays the scheduled date of payment to be received from the customer.Note:The user may sort this column in ascending order by depressing the Due Date button.

Invoice Amount

This is the total remaining balance on the invoice displayed on this line.

Current

The current column lists amounts to be received which are equal to or less than the scheduled due date.

1 – 30

The 1-30 column lists amounts to be received which are 1 to 30 days past the scheduled due date.  (These ranges are setup within the Sales A/R Setup module).

31 – 60

The 31-60 column lists amounts to be received which are 31 to 60 days past the scheduled due date.  (These ranges are setup within the Sales A/R Setup module).

Invoice Footnote

If this button is lit in red, there was a Footnote added to the specific invoice displayed on this line.Depress the Invoice Footnote button to display the footnote.

Totals

The totals displayed are the totals of each column – Balance, Current, 1-30 and 31-60. 

Credit Limit

The limit of receivable balance that the user is willing to extend to their customer.Note:This balance may be changed in this screen by depressing the Edit button and typing in a changed number.

Customer Deposit

This is a prepayment made by the customer via the Cash Received module.Procedures are detailed below.

A/R Balance

The total balance of receivables for that customer.

Credit Status

The status of the customer’s credit with the user. Note: This status may be changed in this screen by depressing the Edit button, depress the down arrow and selecting another status.

Open Orders

This is the total of all open Sales Orders which have not yet been invoiced.

Mtd Sales

This is the total of invoiced sales created during the open account month between the 1st day of the period and today.

Credit Terms

This is the terms the user has agreed to for this customer.

Credit Available

The balance left in the customer’s credit line after considering the existing A/R balance plus the total of all open Sales Orders which have not yet been invoiced. 

YTD Sales 

It's the total Sales Orders created for the customer in the calendar year
1.3.4. A/R Detail Over 60

 

This detail screen will show the detailed Invoice Amounts due for each Customer, the current open Invoice Amount, invoice sixty-one to ninety days past due, ninety-one to 120 days past due, and over 120 days past due.  (depending on what is setup within the Sales A/R Setup module).

At the bottom of the screen, the total aged Invoice Amounts are displayed for each of these categories, as well as the total amount of aged invoice less than sixty days.  (depending on what is setup within the Sales A/R Setup module).

A/R Detail  Over 60 Tab Field Defintions

Customer

The name of the customer who owes the Account Receivable to the user.
Acct Date

This date represents the first date of activity for this customer.

This date is the last time the user entered a call with the customer.
(Initials)

The initials of the user who made the call.

If this button is lit up in red, there are notes recorded regarding the call. The call notes is per customer with open invoices. This note field is for active outstanding invoices. It allows you to quickly see notes on AR information that is being currently worked on.   To add additional information, depress the Call Note button, depress the Edit button. Type in the note. Depress the Save button.

If this button is lit up in red, there are notes recorded regarding the customer’s credit. To add additional information, depress the Credit Note button, depress the Edit button.Type in the note.Depress the Save button.
Invoice Number

The invoice number assigned by the system in the Packing List module.Note:The user may sort on this field in ascending order by depressing the Invoice No. button.
Invoice Date 

The date of the invoice.Note:The user may sort on this field in ascending order by depressing the Invoice Date button.
Due Date

This column displays the scheduled date of payment to be received from the customer.Note:The user may sort this column in ascending order by depressing the Due Date button. 
Invoice Amount

This is the total remaining balance on the invoice displayed on this line.
61 – 90

The 61-90 column lists amounts to be received which are 61 to 90 days past the scheduled due date.  (These ranges are setup within the Sales A/R Setup module).
91 – 120

The 91-120 column lists amounts to be received which are 91 to 120 days past the scheduled due date.  (These ranges are setup within the Sales A/R Setup module).
Over 120

The over 120 column lists amounts to be received which are 121 days or more past the scheduled due date.   (These ranges are setup within the Sales A/R Setup module).
Totals

The totals displayed are the totals of each column – Balance, Current, 1-30 and 31-60. 
1.4. Reports for the AR Aging Module

To obtain the AR Aging Reports within the Web, select the WEB Print button from the ManEx action buttons at the top of the screen. For further detail on How the Reports work within the Web refer to Article #5477. 

Note: In order to access the Reports within the Web the Company Root URL must be setup within the System Appearance module and user must be linked to web within the System Security Module.   

 

Select the Report Type:  AR AGING - A List of Reports will be displayed that are available on the Web for AR AGING


To obtain the AR Aging Reports within the desktop, select the Print button from the ManEx action buttons at the top of the screen.

 
 
The following reports screen will display a list of reports that are available on the ManEx Desktop:  




Highlight the report. Depress the OK button

AR Aging Summary With Prepays

Select the Report Aged On: Invoice Date or Due Date; 

Select the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button.      

Depress the OK button

 

The following Report is printed:



AR Aging Detail with Prepays 

Select the Report Aged On:  Due Date or Invoice date; 

Select the Desired Sort Order within Customer:  Due Date or Invoice Number.

Select the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button. 

 
Depress the OK button

NOTE:  You want to be sure that all invoices have been released and posted to the GL.  The "AR Aging Detail with Prepays As Of" report does NOT list invoices that have NOT been released/posted to the GL yet.  This report is intended to match the GL account information not the AR Aging screen.   

Note:  If this report is still not matching the GL account information after all transactions have been released and posted to the GL then it may be due to Posted Journal Entries against the AR GL account.  These JE's will not be accounted for on the AS OF report yet will affect the GL Account balance and could explain why you are seeing a difference between the two. 

 Also, if the users are in the habit for changing the Invoice dates to way out in the future. In this scenario they would see the invoice on the aging screen but it will not display on the report until it reaches that date.

The following report will appear:

 
 


AR Aging Detail with Prepays as of

Enter a specific Date mm/dd/yyyy or Fiscal Year and Period.  Note:  Check the "Set to Null" box for the field's not being used. 

Select the Desired Sort Order within Customer:  Due Date or Invoice Date
 
Select the Report Aged On:  Due Date or Invoice Number 
Highlight the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button. 
 

Depress the OK button

NOTE:  You want to be sure that all invoices have been released and posted to the GL.  The "AR Aging Detail with Prepays As Of" report does NOT list invoices that have NOT been released/posted to the GL yet.  This report is intended to match the GL account information not the AR Aging screen.   

Note:  If this report is still not matching the GL account information after all transactions have been released and posted to the GL then it may be due to Posted Journal Entries against the AR GL account.  These JE's will not be accounted for on the AS OF report yet will affect the GL Account balance and could explain why you are seeing a difference between the two. 

Also, if the users are in the habit for changing the Invoice dates to way out in the future. In this scenario they would see the invoice on the aging screen but it will not display on the report until it reaches that date.



 

  

The following report will appear:




Customer Statements

Select the proper Sort on:  Due Date or Invoice Number.

Select the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button. 

Depress the OK button  
  

The following report will appear:

 

AR Collection Status

Select the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button. 

Depress the OK button  
 

The following report will appear:



Tax Distribution Summary

Enter a "Start of Range" Date in format "yyyy-mm-dd" or check the "No Lower Value" box.  Enter a "End of Range" Date in format "yyyy-mm'dd" or check the "No Lower Value" box. Note: User must enter either a Start or End of Range date or both in order for report to print. 

Depress the OK button  

  

The following report will appear:

Tax Distribution Detail

Enter a "Start of Range" Date in format "yyyy-mm-dd" or check the "No Lower Value" box.  Enter a "End of Range" Date in format "yyyy-mm'dd" or check the "No Lower Value" box. Note: User must enter either a Start or End of Range date or both in order for report to print.  

Depress the OK button  

  

The following report will appear:

 

Projected Cash Collections

Select the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button. 
 

Enter a "Start of Range" Date in format "yyyy-mm-dd" or check the "No Lower Value" box.  Enter a "End of Range" Date in format "yyyy-mm'dd" or check the "No Lower Value" box. Note: User must enter either a Start or End of Range date or both in order for report to print.

Depress the Ok button  

  

The following report will appear:

AR Sales Order/Invoice Report

Select the desired Report - "By Sales Order", "By Invoice Number" or by Customer Check Number" .  Enter the exact Sales Order number, Invoice number or Customer Check number you are interested in. 

Depress the OK button  

  

The following report will appear:

  

AR Transactions

Enter a "Start of Range" Date in format "yyyy-mm-dd" or check the "No Lower Value" box.  Enter a "End of Range" Date in format "yyyy-mm'dd" or check the "No Lower Value" box. Note: User must enter either a Start or End of Range date or both in order for report to print.

 
Select the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button.  

Depress the OK button  

  

The following report will appear: