- [Narrator] As accountants,
a question we're typically asked is,
"how much money is owed to us by our customers
and when can we expect to get that cash in the door?"
Another question we're asked all the time is
by the auditors.
You've posted a receivables number to your balance sheet
you're saying you have this much receivables as an asset
on your balance sheet.
Well, I need a list of invoices from your sub ledger
that's going to equal up exactly to that amount.
I need proof of your receivables.
Both of those cases we run this report.
Go to the reports menu.
Select sales and select trial balance.
This is called, in common parlance,
the accounts receivable, or AR, aging report.
And the reason it's called an aging report is
because not only do you see a list of invoices that are
due from your customers,
but you also have those invoices aged out into columns
based on how old they are.
Where that's set up is under sales.
Set up receivables.
And these aging periods are defined for your entire company
in this window.
Now, you can't just change these numbers here
and expect your reports to reflect the new columns.
You have to coordinate the modifications to the
built in receivable trial balance report
to make sure that these are in agreement with these columns.
So, you'll want help from your GP partner
to get that working.
So, I'm set up with the aging buckets
that we just looked at.
And let's go back to the report.
Report, sales, trial balance.
And you'll have four choices here.
And the most useful two are the
historical age trial balance.
That's the one you want to use when you're
trying to tie out to your balance sheet
because you have the ability to put in a cut-off date
which is usually the last day of the month.
A cut-off date by GL posting date.
That way you can tie to a period that's
already been closed in the past.
If you're looking to just get a list of
what you're owed right now at a point in time
you can use the age trial balance with options.
And here's one of the options I have previously set up.
I make sure I click the detail if I want to see
all of the invoices not just a balance per customer.
I can filter this report by a variety of fields
including the sales territory,
the customer class,
that's the class ID here.
And I can limit it,
but usually I'm trying to see all of it.
I want to make sure that my destination is set to
the screen first so that I can look at it
before I send it to a printer
make sure it's as I want
and as I expect.
And then all I have to do is click print.