AR Transactions reportLast updated on 03/02/2023

• 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.

1. Go to the navigation bar and click Reports.

2. From the side menu, click All Reports and click AR Transactions.

3. 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.

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.

1. 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.

2. 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.

3. When you’re done, click Filter.

4. To save your sorting preferences and filters, click Save Changes.

For more on filtering, see Filter a 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

1. Above the report results, click Edit Columns.

2. In the Edit Columns screen, select or deselect the items you want added to or removed from your report.

3. When you’re done selecting columns, click Apply. Click Run Report to view the revised report.

Change column arrangement

1. 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.

2. When you’re done, click Save Changes.

3. Click Run Report to view the report with your column changes.

• See Export a report

• See Schedule a report