Report: Customer Aged Accounts Receivable

This feature, or some fields and options described, might not be available depending on your settings, security rights, or platform package.

Use the Customer Aged Accounts Receivable report as a collection tool. It shows the amounts due your agency from your customers, by age of the invoice. This report can be run for one customer or all, and for functionality, can be limited by business unit, representative, and/or executive. This can be sent with a collection letter.

This report is accessible from any center or form with a Toolbox menu. Selecting Toolbox > Reports takes you to the Reports - All list, where you can make your selection.

Click Customer Aged Accounts Receivable. This opens the Report - Customer Aged Accounts Receivable selection form. Make your selections, pull down the File menu and select to:

Print
Print Preview
Create CSV to export the report to the program of your choice.
Preview Cover Page
Create Form Letter

Report Selections

What is this?

Invoice Balances and Aging as of:

Option

What is this?

From List

Use this option to select a pre-defined end date from the list. The default option is Current Date.

After selecting a date option, theas ofdate appears below the list box.

End Date

Use this option to type in a specific end date not covered by the choices in the From Listoption.

Invoice Age

Option	What is this?
Aging Basis	Select the aging basis to use in creating the report. The options are: Due Date (On Account Invoice Amounts are excluded in the Aging buckets when using due date). Earlier of Invoice/Effective Date Effective Date Invoice Date Later of Invoice/Effective Date (Default)
All Ages	Select the All Ages (default) option if you want to include invoices of all ages as of the selected end date.
Age Greater Than ___ Days Old	Select the Age Greater Than option and key in the number of days in the Days Old field, if you wish to limit your report to just receivables that are greater than a certain number of days old. If a customer has one invoice that is greater than the number of days entered in the Days Old field, then all open invoices for that customer are reported.

Credit Balance Invoices

Option	What is this?
Include	Select the Include (default) option if you want to include credit balance invoices on the report.
Exclude	Select the Exclude option if you want to exclude credit balance invoices from the report.
Only	Select the Only option if you want to include only credit balance invoices on the report.

Exclude Advanced Invoices

Check this box to exclude Advanced Invoices from the report. The default is unchecked.

Customer Selection

Option

What is this?

Customer

Select to include One or All (default) customers on your report. To select one customer, click Search. This takes you to the Customer Search form where you can make your selection.

Customer Begin Prefix

Enter one or more letters in the Customer Begin Prefixand one or more letters in theCustomer End Prefix. This creates a range of customers that start with the beginning prefix and end with the ending prefix.

You can use this feature in the following ways:

To view a range of customers, enter a Customer Begin Prefix and a Customer End Prefix.
To view all customers from the specified Begin Prefix to the end of the Customer Receivable, enter only a Customer Begin Prefix and do not enter a Customer End Prefix.
To view all customers from the start of the Customer Receivable to a specified End Prefix, enter only a Customer End Prefix and do not enter a Customer Begin Prefix.

Customer End Prefix

Selection by AR Balance

Option	What is this?
All Customer	Select to include all customers that meet the criteria selected on the report. (Default)
Only Customers with Balances Over	Use this option to report only customers that have account balances, which exceed the specified amount.
Only Customers with Balances Less Than	Use this option to report only customers that have account balances, which are less than the specified amount.

Representative

Select One, multiple, or All representatives to limit reporting to customers with the selected representative. Invoices are only reported for the selected customers with the selected representatives. The default is All representatives.

If one invoice for a customer meets the representative criteria, then report all invoices for that customer.

Executive

Select One, multiple, or All executives to limit reporting to customers with the selected executive.Invoices are only reported for the selected customers with the selected executives. The default is All executives.

If one invoice for a customer meets the executive criteria, then report all invoices for that customer.

Policy Selections

Option

What is this?

Type of Business

Choose One, multiple, or All types of business (e.g., commercial lines, personal lines, health, life, etc.).

Business Unit

Click the link to open the Business Unit Selections form and make your business unit selections.

Business Units available depend on which business units you have setup for your agency (division, branch, department, and/or group).

Sort Option

Primary Sort

Select the primary sort for your report from the list:

Customer (default)
Executive
Representative
Business Unit Combination

The number ofBusiness Unitcombinations are subject to yourBusiness Unit Setup.

Secondary Sorts

You cannot choose your secondary sorts, but depending on your selected primary sort, AMS 360 automatically performs the secondary sorts as follows:

If the primary sort is by Customer, then sort by On Account transactions, then by Policy Number, and then by Invoice Number.
If the primary sort is by a Business Unit Combination, page break by business unit, then sort by Customer, then by On Account transactions, then by Policy Number, and then by Invoice Number.
If the primary sort is by Executive or Representative, page break by executive or representative, then sort by Customer, then by On Account transactions, then by Policy Number, and then by Invoice Number.

Report Invoice Detail

Check this box to report detail by invoice. When unchecked the report displays totals by customer (no invoice detail). The default is unchecked or a summary report by customer.

Description

Accept the default description, or enter a new one that describes the report you are requesting.

Print Cover Page

Allows you to include a cover page listing the selected options included in the report. This option defaults as unchecked.

Detail Report Columns

To preview or print the detail report, the Report Invoice Detail checkbox must be checked. This report displays the data in more detail because it does not have aging buckets, only the number of days old in the Age column. This leaves more room on the report for other types of detail columns. However, the page break total pages and the grand total page, separate the amount due into aging buckets.

Customer Aged Accounts Receivable Report - Invoice Detail

This report has page breaks by all sort entities except customer.

Report Columns

Description

Customer Name

Customer firm name; if none then last name, first name.

Res Phone

Customer residence phone and extension, if any.

Bus Phone

Customer business phone and extension, if any.

Exec

Executive's last name, first name for the invoice.

Rep

Representative's last name, first name for the invoice.

Policy Type

Print the policy type next to the policy:

BOP
Monoline- If the policy is "monoline" display the "line of business" description. If there are multiple lines of business, then display the first LOB input. If there are no lines of business, then display the word "Monoline".
Package

Policy #

The policy number from Basic Policy.

Invoice #

The invoice number of the transaction.

Balance

The remaining balance for each invoice on the report.

This is the total balance of the invoice if no payments are posted against it.

Age

This is the number of days old for each invoice on the report.

This number can be negative if this is an advanced invoice.

EffDate

This is the invoice effective date.

Late Charge

This is any late charges accrued against the invoice.

Last Pay

The date of the last payment posted to the customer account.

CustBal

This is the balance of all invoices for the customer.

This amount prints on the first invoice row for the customer.

Total Receivables by Sort Entity

Prints the totals of each aging category for the sort entity (rep/exec/business unit).

Total Customer Aged Accounts Receivable

Totals	What is this?
Aging Totals	Print the totals for all invoices in each aging category.
Total Receivables Excluding Late Charges	Print the total receivables for all invoices on the report excluding late charges.
Total Receivables Including Late Charges	Print the total receivables for all invoices on the report including late charges.

Non Detail Report Columns

To preview or print the non-detail report, the Report Invoice Detail checkbox must be un-checked. This report shows the invoice balances divided among the appropriate aging buckets.

Customer Aged Accounts Receivable Report - Non-Detail

This report has page breaks by all sort entities except customer.

Report Columns

Description

Customer Name

Customer firm name; if none then last name, first name.

This field can be truncated if the customer name is longer than the space allowed.

Res Phone

Customer residence phone and extension, if any.

Bus Phone

Customer business phone and extension, if any.

Exec

Executive's last name, first name for the customer.

Rep

Representative's last name, first name for the customer.

Last PmtDate

The date of the last payment posted to the customer account.

Last PmtAmt

The last payment amount posted to the customer account.

Aging Categories

The customer balance in the appropriate aging categories, based on the later of the invoice date or invoice effective date, that make up the customer balance.

Late Charge

Total late charges assessed against the invoice balances that make up the customer balance.

Total

The total of all invoice balances for the customer.

Total Receivables by Sort Entity

Print the totals of each aging category for the sort entity (exec/rep/business unit).

Total Customer Aged Accounts Receivable

Totals	What is this?
Aging Totals	Print the totals for all customers in each aging category.
Total Receivables	Print the total receivables for all customers on the report excluding late charges.
Total Receivables Including Late Charges	Print the total receivables for all customers on the report including late charges.

CSV Columns	Description
CustomerName	Customer name.
AccountNo	Customer account number.
ResPhone	Customer residence phone.
BusPhone	Customer business phone.
InvExec	Executive assigned at the invoice level.
InvRep	Representative assigned at the invoice level.
PolicyNo	Basic policy number.
Invoice	Invoice number.
MESuffix	Suffix extension on the invoice number for multi-entity billing.
Balance	Invoice balance.
InvAge	In days old, the age of the invoice based on the invoice date.
EffAge	In days old, the age of the invoice based on the invoice effective date.
GLAge	In days old, age of the invoice based on the general ledger date. The general ledger date is equal to the later of the Invoice Dateor theInvoice Effective Date.
LateCharge	Late charge amount for the invoice, if any.
InvLastPmtDate	The date of the last payment on the invoice.
InvLastPmtAmt	The amount of the last payment on the invoice.
EffDate	The invoice effective date.
GLDivision	The division assigned to the invoice.
GLDepartment	The department assigned to the invoice.
PolicyID	A unique internal AMS360 policy Id number.
PolicyType	The policy type (BOP, Package, Monoline, LOB). See Report Data > Detail Report Columns > Policy Type in this topic for additional information.
CustExec	Executive assigned to the customer.
CustRep	Representative assigned to the customer.
CustLastPmtDate	The date of the last payment on the customer.
CustLastPmtAmt	The amount of the last payment on the customer.
GLBranch	The branch assigned to the invoice.
GLGroup	The group assigned to the invoice.

Data in this report can be merged to collection letters using Form Letters. To use this option:

Make your report selections. As an example, set Invoice Age to Age Greater than 30 days old.
Pull down the File menu and select Create Form Letter. The Form Letters form displays.
In the Quick Letters section, select Accounting as the category and Aged AR Collection as the document.
Use the Recipient Selection section to view and select recipients. Set Activity Options and process as with any form letter.

You can also set up your own collection letters, with customized merge fields, in the Document Library so that they are available to be selected in the Quick Letterssection >Documentfield.

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