Printing the A/R Aged Trial Balance Report

The Aged Trial Balance report groups outstanding transactions or balances into a current period and four aging periods by document date or due date. Use the report to analyze your receivables.

You can print the report in detailed form, listing all outstanding documents for each customer, or summary form, printing one line for each customer number, including the current balance and the balance in each aging period.

If you use optional fields as selection criteria for this report, you can specify the ranges of values from which to select records for printing. The report then includes only customers that use the specified optional fields, whose values fall within the specified range.

For more information, see A/R Aged Trial Balance Report.

When to Print

Print the Aged Trial Balance report when you need a listing of the status of your receivables on a given date, or when you want to identify documents or balances you may need to write off.

  • Verify the print destination and, if necessary, turn on and connect the printer.

To print the A/R Aged Trial Balance report:

  1. Open Accounts Receivable > A/R Transaction Reports > Aged Trial Balance.
  2. Select report options. More...
    • Report Type. You can age outstanding documents or balances by their due dates (Aged Trial Balance by Due Date) or document dates (Aged Trial Balance by Document Date).
    • Age As Of. Specify the date on which to report the receivables. The program uses this date to assign transactions or balances to aging periods. For example, if you print the Aged Trial Balance by Due Date report, the program assigns each transaction to an aging period by calculating the number of days between its due date and the Age As Of date.
    • Cutoff By. The report includes only transactions or balances for which the document date, posting date, or year/period (depending on your selection for this field) is before or on the cutoff date you specify.

      There are three methods for selecting a cutoff date:

      • Document Date. Select this option to include documents based on their document date (regardless of the fiscal period to which you assigned them). Enter a date in the Cutoff Date field. If you enter zeros for the month, day, and year, the report includes all transactions, regardless of date.
      • Posting Date. Select this option to include documents based on their posting date. Enter a date in the Cutoff Date field. If you enter zeros for the month, day, and year, the report includes all transactions, regardless of date.
      • Year/Period. Use this method if you want to include all transactions up to the end of a fiscal period. Make your selections in the Year and Period fields.
    • Account Type. You can list only Open Item or Balance Forward customers, or All Customers.
    • Print Transactions In. Indicate whether to print a summary or detailed report, and whether to print the detailed version of the report by document date (Detail by Document Date) or by document number (Detail by Document).
    • Use Aging Periods. The aging periods entered on the A/R Options screen appear, but you can assign different periods for individual reports, if you want.
    • Select Customers By. Specify up to four selection criteria to indicate the customer accounts to list on the report.

      If you do not specify selection criteria, the report includes all customer records with the account type you select.

    • Sort Customers By. Specify up to four criteria by which to sort records in the report.

      If you do not specify sorting criteria, the report orders the records by customer number.

    • Title. If you want to include titles for each sorted group, select this option for groups of records you are sorting by.
    • Total. If you want to include totals for each sorted group, select this option for groups of records you are sorting by.
    • Include. Select options to include various types of customer information in the report.
    • Select Transaction Types. Select the types of transactions to include on the report.

      Note: If you select Adjustment, adjustments are listed separately from the transactions to which they were applied.

    • Show. Select options to specify information that will appear on the report.
      • Applied Details. Include all the documents such as receipts and credit notes that were applied to each reported invoice. If you do not select this option, the report shows only the balance owing for each outstanding transaction.
      • Fully Paid Transactions. List documents that are fully paid, but not yet cleared from Accounts Receivable.

        If you select this option, you can specify the earliest date for which to show fully paid transactions, if you want to see only recent fully paid transactions.

      • Aged Retainage. Select this option to include aged retainage balances for each customer. (This option appears only if you are printing the report by due date.)
    • Sort Transactions By Transaction Type. Select this option if you want to sort transactions by type for each customer.
    • Print Amounts In. If you use multicurrency accounting, select the currency for the report. You can list transaction amounts in the customer currency or your company's functional currency.

      If you list transactions in the functional currency, and you have performed a revaluation, the report shows the new functional amounts.

  3. Click Print.
    • If you are printing to a physical printer, the Print window appears. Confirm your printer selection and the number of copies to print, and then click OK. Otherwise, click Cancel or Setup.
    • If you are printing to the screen (preview), the report appears in a new window. You can print the report or export it to a file.

      Note: For Web-based clients, the preview screen appears first when you click the Print button.

    • If you are printing to a file, the Export window appears. Specify the file format (for example, PDF, DOC, or XLS). Also, specify a destination for the file:

      • Application. View the report in an application that can open files of the specified format (for example, if you specify PDF as the file format, the report opens in Adobe Acrobat). You can then save the file.
      • Disk file. Save the report to a location you specify.
      • Microsoft Mail. Send the report as an e-mail attachment.

      You can enter the name of a non-existent file or directory to be created by the system when you print. When you print to a file, the report is assigned a unique name, for example, CS1000.TXT.

    • If you are printing to e-mail, an e-mail message appears with the report attached.