This article covers two related reports you can use to monitor Customer balances: the A/R Aging Report, which shows outstanding balances and how long they've been past due, and the A/R Payment Report, which shows payments Customers have made in the last three or twelve months.
A/R Aging Report — What It Shows
An Accounts Receivable Aging Report, or A/R Aging Report, is an accounting document that gives you an overview of outstanding payments from active and inactive accounts and how long they are past due.
Important Information About Customer Balances
Important Information About Customer Balances
The A/R Aging Report shows all balances (in red) and credits (in green) for active and inactive accounts. The report is designed to give an overview of all outstanding payments from customers, so accounts with balances will continue to appear.
To remove an account with outstanding balances from this report, you would need to either settle the balance or deactivate the account. If you believe an account is showing an incorrect balance, you may need to reconcile the account or review the customer's billing history for accuracy.
A/R Aging Report — Generating the Report
Follow these steps to create an A/R Aging Report:
Select the Reports tab on the left of your Admin portal.
If you have multiple Locations and they each have their own payment account, you can change the Location in the upper-right corner. The report will only include transactions associated with the Location/payment account you choose.
NOTE: If your company has multiple Locations, but only uses one payment account, the report will show ALL Locations regardless of which Location you have it on.
Select A/R Aging Reports. NOTE: The only transactions that will show here are for the Location you chose in step 1.
A/R Aging Report — Customizing the Report View
(Optional) The A/R Aging Report uses the posted date of either the Invoice or, if the transaction isn't on an Invoice, the posted transaction date by default. If you want the report to use Invoice due dates instead, check the box in the upper-left corner.
Select the clock icon at the top of the screen to choose the date range and time you'd like the report to reflect.
NOTE: The Reset to Now button does not currently work. You'll need to manually set the calendar back to today's date.
A/R Aging Report — Printing, Downloading, and Following Up
Print this report for your records by clicking the Print Notices button at the top right-hand side of the screen. You can also download the report as a CSV file by clicking the cloud icon.
Once you've identified which payments are past due, you can view each Customer's billing history by selecting the Account Holder's name. This brings you to their account, where you can select Billing and scroll down to their transaction history.
If you want to remind your Customer of their past-due invoices, you have a few options:
Bulk SMS
Using the SMS icon at the top right of the pop-up, you can send a bulk text to every Customer included in the report. Remember to select whether you'd like to text the Primary Account Holders or both Primary and Secondary Account Holders.
Bulk Email
Select the email icon to copy relevant emails, then paste these emails into a new BCC message within your email account.
Print Past Due Notices
If you prefer to give physical outstanding payment notices to your Customers, select the Print Past Due Notices icon. This will populate two notices per page, which can then be cut in half and delivered.
A/R Payment Report — Generating the Report
An Accounts Receivable Payment Report, or A/R Payment Report, is an accounting document that gives you an overview of outstanding payments from Customers in the last three months and the last 12 months.
Select the Reports tab on the left of your Admin portal, then select A/R Aging Reports.
Click the down arrow under Timeframe at the top to select the date range you'd like the report to reflect. You can choose between 3 Months and 12 Months.
A/R Payment Report — What to View in this Report
Account names (Primary and/or Secondary Account Holders)
Contact info — click the contact info icon to call or email the Account Holder
Payments made in the last 3 or 12 months, depending on the timeframe chosen
Click the down arrow beside the Payments to see more details
Total current balance (last column)
A/R Payment Report — What to Do in this Report:
Send text messages to everyone on the report by clicking the SMS bubble
Click the email icon to copy everyone's email addresses
Export or print the report
Print Past Due Notices to those who have outstanding balances