Pathway: Accounting > AR Aging Management

The AR Aging Management screen 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.

Permissions

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

Permission ID	Permission Name
263	View AR/AP Management Screen

Screen Views

The AR Aging Management screen is available in two views: Account Information and Contact Information. Switching between the views will change what is displayed on the screen.

Field Descriptions

The following fields and filters are displayed when viewing the AR Aging Management screen:

Field	Description
Filter Fields
Division Required	Filters to only include accounts of the selected division. Select all to include all divisions.
Type Required	Filters by: AR Age By Invoice Date, AR Aging By Past Due Date and AP Aging.
Account Class	Filters by the Account Class - Commercial, Residential, Government, etc.
Term	Filters by the following terms for when invoice payments are due: All, Due Upon Receipt, Net 15, Net 20 and Net 30
Bill Group	Filters on the Bill Group associated with each account.
Account Manager	Filters to only include accounts assigned to the Account Manager selected.
Account Status	Filters to only include the selected Status'. This filter allows for multiple selections.
Auditor	Filter to only include accounts reviewed by the selected Auditor.
Min. Past Due Balance	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.
Contact/Account Information	Toggle between the Account Information and Contact Information screen views. This will change the fields that are displayed on the screen.
Aging Buckets
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 accounts.
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

Load Accounts

Apply a Quick Filter

Quick Filters provide an additional way to further drill down and target specific accounts to review and 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. Quick Filters are only available after accounts have been loaded.

Notes and Tasks

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.

Add a Note

Notes provide an option to record information or interactions with a customer that can be referred back to.

Add a Task

Tasks can be added to a customer's account for any reason where followup, further review, or something related to the successful operation of the account is needed. More information about tasks can be found here: Add Task

Send an Email

Send past-due invoice emails to accounts, excluding those who opted out. Increase your efficiency and standardize your email content by using pre-set templates created in Setup > System > Notification Template . Users will have the option to edit the subject line and content when the email is generated.

Send Email

Update Account Status

To change the status of an account or multiple accounts, right-click on the row of the desired account and select "Update Account Status." Choose the new status and specify an effective date. Upon saving, the status of all selected accounts will be updated on the effective date.