Accounts Receivable: AS OF Invoice Analysis Accounts Receivable: AS OF Invoice Analysis
The AS OF Invoice Analysis option under Reports on the Accounts Receivables Main Menu produces a listing of all open invoices for a single Customer or job or for all Customers and jobs. This report may be used to facilitate invoice payment selection or to print a Receivables History Listing for reference and archival purposes.
Click on any column header to sort the listed items. This will be useful when the list of reports has grown.
Add or Change (button)
To modify the information used in generating the report, press the Add button, or highlight the desired report title and press the Change button. For more information, see Add or Change an AS OF Invoice Analysis Report.
Delete (button)
Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted. If the No button is pressed, the program returns to the previous screen.
Print (button)
To print a report, press the Print button. For more information, see Printing Reports
Note: If the message "Nothing to Print" comes into view when the Print button is pressed, there are two main causes:
1. There is no information within the selected limits. Remove all limits, then one at a time, reinsert the limits. If the report still will not print, insert a new report title.
2. No report title is selected. The report title is used to store the selected limits. A report title must be selected in order for the report to print.
Two different type of reports may be printed:
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Close (button)
This button closes the program and returns to the main screen.
Help (button)
see How to use help
Add or Change an AS OF Invoice Analysis
To Add or Change a report, press the appropriate button and the following screen will come into view. This screen displays the possible limits that may be set. No limits should be set if a complete listing of every open invoice in the AP Invoice File is desired. Several limits may be set to narrow the list down to a very small range of invoices.
Check the appropriate boxes or radio buttons and enter the desired limits. When all desired limits have been set, press the OK button to save the settings and return to the browse screen. Press the Cancel button to return to the browse screen without saving the settings. The following is a description of each of the limits.
Report Title
The title of the report. Warning: The title is used to store the selected limits. If no title is entered for the report, the message "Nothing to Print" will come into view when trying to print the report.
User
Enter the User ID of the report creator.
Lock (check box)
If this option is selected, only the User listed in the User field can change or delete this report.
Print Items Which Were Open AS OF Fiscal Period
Press the lookup button to open the Fiscal Maintenance screen. Select the Fiscal Period that will be designated as the AS OF date and enter the exact date in the Date field. Press the lookup button and the Calendar will come into view.
Use this section to limit the report by customer. Use the Range setting to set a range of customer numbers. Use the List setting to specify a list of customers to be included.
All, Range, List (radio buttons)
Select the All radio button to ignore Customer reporting limits. Select Range to enter a range of Customers in the From and To fields. Select List to report on a list of selected Customers.
These fields will be available if the Range radio button is selected.
From
Enter the Customer number. Press the lookup button and the Customers screen comes into view. Highlight the desired Customer and press the Select button.
To
Enter the Customer number. Press the lookup button and the Customers screen comes into view. Highlight the desired Customer and press the Select button.
Edit Customer List (button)
Click the Edit Customer List button to add or remove Customers from the list of Customers to be included in the report. The following screen will come into view.
Retrieve a Saved List / Save This List for Future Use (buttons)
Use these buttons to save the current list of included records for future use, or to retrieve a previously saved list. See Saved Report Limit Lists for more details.
Available Records
All Available Customers that are not included in the list are displayed in these columns.
Included Records
All Included Customers are listed in these columns. Use the arrows to move selected records or all records between the Available and Included areas
Print Customers With No Invoices (check box)
Select this box if all Customers in the desired range should be printed if they have no Invoices.
New Page for Each Customer (check box)
If this box is checked, a new report page will be started for each customer on the report.
Balance Forward Only (radio button)
Select this option to print only Customers with Balance Forward Items.
Open Item Only (radio button)
Select this option to print only Customers with Open Items.
Both (radio button)
Select this option to print Customers with both Balance Forward and Open Items.
Normally a Standard report will be printed. It is the default selection. A Summary, Detail, or Totals Only report may be printed if desired. Choose one of the following four options.
Standard (radio button)
Standard reports include all invoices within the specified limits plus totals and Aging Analysis for each Customer.
Summary (radio button)
Summary reports include only the totals and Aging.
Select AR Accounts (check box)
The system allows for multiple Accounts Receivable accounts to be tracked. If the information for only one or a selected range of these accounts is desired, place a tick in this box and set the range of account numbers using the From and To entry boxes.
Portrait (radio button)
Specifies how the report is positioned on the page when printed. Portrait is the standard. Portrait is printed vertically.
Landscape (radio button)
Specifies how the report is positioned on the page when printed. Landscape is printed horizontally.
by ID (radio button)
Lists the Customers in numerical order of the Customers' numbers.
by Name (radio button)
Lists the Customers in alphabetical order of the Customers' names.
Choose on of the desired options.
Trade Invoices (check box)
Check this box to include Trade Invoices.
T & M Billings (check box)
Check this box to include T & M Billings.
Progress Billings (check box)
Check this box to include Progress Billings.
Trade Invoice Receipts (check box)
Check this box to include Trade Invoice Receipts.
Progress Billing Receipts (check box)
Check this box to include Progress Billing Receipts.
Readability Bars (check box)
Select this option to add Readability Bars to the generated Report. Click the color box to select the Readability format. The following screen will come into view.
Select the Readability Bar color or press the Define button to select a Custom Readability Bar color.
Use this section to limit the report by Job. Use the Range setting to set a range of Job ID numbers. Use the List setting to specify a list of Jobs to be included.
All, Range, List (radio buttons)
Select the All radio button to ignore Job reporting limits. Select Range to enter a range of Jobs in the From and To fields. Select List to report on a list of selected Jobs.
These fields will be available if the Range radio button is selected.
From
Selects the first job in a range or a single job. Enter the job number. Press the lookup button and the Job Setup screen comes into view. Highlight the desired job and press the Select button.
To
Selects the last job in a range or a single job. Enter the job number. Press the lookup button and the Job Setup screen comes into view. Highlight the desired job and press the Select button.
Edit Job List (button)
If the List radio button is selected, this button will be available. The following screen will come into view when the Edit Job List button is pressed.
Use the arrows to move Jobs from the Available list to the Included list. All Jobs in the Included Records section will be included on the report. Use the tabs to sort each section by Job Number or by Job Name.
Click this button to save the current settings and print the report immediately, without having to return to the Report Title browse window.
Report Description: AS OF Invoice Analysis (Standard)
Most of the columns are self-explanatory. This report is essentially a payment document. It provides an analysis of unpaid invoices which allows a manager to readily establish a payment policy. The information included on this report depends on the limits set.
The report heading includes the title, date, company name, and the limits used to specify the listed data. The invoices are listed by Customer in reverse chronological order. The Customer header includes the Customer number, name, phone number and contact.
Customer Information
This column contains all the Customer information.
Invoice #
This column contains the invoice number.
Due Date
This column displays the due date of the items displayed.
Fiscal Period
This is the fiscal period of the due date.
Job
This is the job number for the open item.
Discount - Retention
This column displays the discount and retention on this item.
Aging Analysis
The amount outstanding is listed by current, 1-30 days, 31-60 days, 61-90 days and 91+ days for open invoices. The paid amounts for the same period are calculated and listed. The ‘would be’ due date is retrieved from the customer file to calculate the date the invoice would have been due.
After each customer, the totals for Net, Retention, and Combined for this customer will be printed. This is the same information as listed under Grand Totals.
Report Description: AS OF Invoice Analysis (Summary)
Summary reports include only the Customer header information, Grand Totals and Aging.
Customer Information
This column contains all the Customer information.
Invoice #
Not shown.
Due Date
Not shown.
Fiscal Period
Not shown.
Job
Not shown.
Discount - Retention
This column displays the discount and retention on this item.
Aging Analysis
The amount outstanding is listed by current, 1-30 days, 31-60 days, 61-90 days and 91+ days for open invoices. The paid amounts for the same period are calculated and listed. The ‘would be’ due date is retrieved from the customer file to calculate the date the invoice would have been due.
After each customer, the totals for Net, Retention, and Combined for this customer will be printed. This is the same information as listed under Grand Totals.
Report Description - AS OF Invoice Analysis (Totals Only)
Customer Information
Not shown.
Invoice #
Not shown.
Due Date
Not shown.
Fiscal Period
Not shown.
Job
Not shown.
Totals are displayed for the following columns:
Discount - Retention
This column displays the discount and retention on this item.
Aging Analysis
The amount outstanding is listed by current, 1-30 days, 31-60 days, 61-90 days and 91+ days for open invoices. The paid amounts for the same period are calculated and listed. The ‘would be’ due date is retrieved from the customer file to calculate the date the invoice would have been due.
Report Sample- AS OF Invoice Analysis (Standard)
Report Sample - AS OF Invoice Analysis (Summary)
Report Sample - AS OF Invoice Analysis (Totals Only)
