AR Transactions reportLast updated on 03/02/2023
Use the AR (Accounts Receivable) Transactions report to see a detailed list of your outstanding invoices in aging buckets. View all payments, including any unapplied payments, and track AR balances.
Things to know
To run the report efficiently, limit the date range of your report to a maximum of one year.
For example, if you run the report for a date range of 12/31/2019 to 12/31/2020, the AR Transactions report generates a list of invoices outstanding as of 12/31/2020, with an invoice date no earlier than 12/31/2019.
You can filter the report to:
Exclude deposits, which are positive unapplied payments on a $0 invoice, as well as payment only refunds, which are negative payments on a $0 invoice. To do that, filter Total to not equal to $0.
Display deposits only. Filter the Net Amount as less than $0 and Total as equal to $0.
Display payment refunds only. Filter the Net Amount as greater than $0 and Total as equal to $0
Note: You will need to customize your report to see the Net Amount column.
Invoices without a payment term assigned have no due date and are excluded from the aging bucket columns. Invoices without a term appear in the report with amounts in the Net Amount column.
To see the correct aging distribution of invoices, assign terms to each invoice.
Account configuration is required to use payment terms. To update your account, please contact Technical Support for details.
Adjustment invoices display as separate rows on the AR Transaction report.
Go to the navigation bar and click Reports.
From the side menu, click All Reports and click AR Transactions.
Set the filters as you want them.
As of Date— The report displays outstanding invoices on or before this date. For example, if your outstanding invoice of $100 dated 3/3/2020 has a payment of $20 applied dated 4/1/2020, running the report as of 3/31/2020 results in the invoice showing a balance of $100. Whereas running the report as of 4/10/2020 results in the invoice showing a balance of $80.
Business Unit—Business unit of the invoice or payment. Select one, multiple, or all.
Exclude unapplied payments—All payments that have not been applied to an invoice are excluded from the report.
Exclude incomplete jobs—If selected, all incomplete jobs are excluded from the report.
Note: Invoices with no date are reported if the job is complete. Often jobs with no invoice date are incomplete and excluding incomplete jobs eliminates many undated invoices.
Exclude net $0 balance invoices—All invoices with a net $0 balance are excluded from the report. Note: Adjustment invoices are listed as separate rows on the report.4. Click Run Report to view the report.
Understand report results
Your report results display in a table based on the filters you set. By default, the AR Transactions report includes the following columns:
Customer Name— Name of the customer (Bill To) on the invoice
Location Name—Name of the service location on the invoice
Job #— Number of the job
Invoice #— Customer-facing number of the invoice
Invoice Date—The date on the invoice
Payment date— Date on the payment
Transaction type—Indicates the type of the transaction
INV—Invoice with a positive balance
CM—Invoice with a negative balance, credit memo
PMT—Payment, positive or negative
Note: Payment on an invoice with no tasks, equipment or material displays as CM not PMT when you use Payment Collections.
Current—Balance on the invoice not yet due as of the date of the report
1 - 30—Balance on the invoice past due by 1 - 30 days as of the date of the report
31 - 60—Balance on the invoice past due by 31 - 60 days as of the date of the report
61 - 90—Balance on the invoice past due by 61 - 90 days as of the date of the report
91 - 120—Balance on the invoice past due by 91 - 120 days as of the date of the report
121+—Balance on the invoice past due by 121 or more days as of the date of the report
Total—Total amount of invoices, calculated as the sum of all tasks, materials, equipment, and taxes on an invoice
At the bottom of the report table, several columns contain totals.
Job #—Total count of jobs
Invoice #—Total count of invoices
Transaction type—Total count of job type entries
Current—Sum of current invoices
1 - 30—Sum of 1-30 invoices
31 - 60—Sum of 31-60 invoices
61 - 90—Sum of 61-90 invoices
91 - 120—Sum of 91-120 invoices
121+—Sum of 121+ invoices
Total—Sum of the invoice totalsNote: To include Net Amount in your report as shown below, go to Add and remove columns and select Net Amount. Net Amount is Total minus payments for that invoice. For invoices with adjustment invoices, the Net Amount may be different from the Balance. The sum of the Net Amount of the original and adjustment invoices equals the Balance shown on the invoice.
Sort and filter report results
Click a column name to sort your report by that column. For example, clicking the 31-60 column sorts the report from least to greatest amount. An arrow displays next to the sorted column name.
Click Filter next to a column name to apply a filter to that column.Tip: Use the And/Or dropdown to apply multiple filters to a column.
When you’re done, click Filter.
To save your sorting preferences and filters, click Save Changes.
For more on filtering, see Filter a report.
Customize your report
If you want to report on other AR Transaction data, include the data as columns in your report. You can also remove columns and change how they are arranged.
Add and remove columns
Above the report results, click Edit Columns.
In the Edit Columns screen, select or deselect the items you want added to or removed from your report.
When you’re done selecting columns, click Apply. Click Run Report to view the revised report.
Change column arrangement
You can arrange columns and group your report results with just a few clicks:
Drag a column header to change its order in your report.
Drag a column header above the left corner of the table to group your report by that column.
Note: This feature is not available for every column type.
Drag the right edge of a column header to change the column width.
When you’re done, click Save Changes.
Click Run Report to view the report with your column changes.
Want to learn more?
See Export a report
Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.
Disclaimer: Information provided in this article is for informational purposes only and it should not be construed to be legal advice. Information provided in this article may also not constitute the most up-to-date legal or other information. You should not act or refrain from acting on the basis of any information in this article to meet any compliance requirements without seeking independent legal or other professional advice.