A/R statements report

This report produces customer statements (or invoices) for customer account balances, including credit on account, total balance due (after subtracting linked credit), and amount paid (actual paid amount plus linked credit). You can print and mail the statements, or email them to customers.

Location

Reports > Financial Reports > A/R Statements

Go to section

Filters

Options

Save Report Definition

 

Clicking the Recall / Schedule a saved report definition button at the top of the page takes you to the Report Definitions page, where you can select a previously saved report definition.

 

The following fields are available on the A/R Statements page:

Name of Field

Type

Description

Filters

Report Filter

Hyperlink

The following filters are available on the A/R Statements page: Customer, Company, Parent Season, Child Season, A/R Transaction Date Range, Transaction Sites, Customer Type, Participant, Due DateAlternate Key Value, Package, Daycare Program Type, Daycare Program and Event Types.

 

Note that with the Customer filter, if a 'Mailing Name' had been included in the customer's information in your system's database, this name will appear in place of the selected customer's name on the A/R Statement.

 

Click the Report Filter link to learn more about reports and their filters.

Options

A/R Statement Text

Textbox

Text that will be included in the body of the Statement if the customer account is not yet past due.

 

This text will be displayed in addition to the transaction details and amounts.

Overdue A/R Statement Text

Textbox

Text that will be included in the body of the Statement if the customer account is already overdue.

 

This text will be displayed in addition to the transaction details and amounts.

Run Report Based on A/R Aging

 

Use this function to filter the report based on A/R amounts due for specific time periods:

  1. Click Run Report Based on A/R Aging.

  2. Using the option buttons, select a time period for the filter:

    • Current

    • 1 to 30 days

    • 31 to 60 days

    • 61 to 90 days

    • Over 90 days

  1. (Optional) In the text area at right, enter any customized text, specific to the overdue time period.

Print as Invoice

Checkbox

Option to print the statement as an invoice.

 

If this checkbox is selected, the heading will be "Invoice" instead of "Customer Statement", but the contents will be the same.

Report Title

Text

To customize the text of the report title on the printed report, enter the new report title here.

Include A/R Aging Schedule?

Checkbox

To display an additional table that shows the A/R aging schedule in the report, select this option.

 

The first column of the table will display the same Due Date that is specified in the Filters section above. The other columns show amounts due categorized by the number of days outstanding since the Due Date:

  • Current

  • 1 - 30 Days

  • 31 - 60 Days

  • 61 - 90 Days

  • 91 - 120 Days

  • Over 120 Days

 

This option is only available if you have disabled the Run Report Based on A/R Aging checkbox above.

Include Residential Address

Checkbox

Select to print the customer's residential address in the customer information area near the top of the statement.

Exclude Automatic Payment Plan Customers

Checkbox

Option to filter out customers that are on automatic credit card payment plans from the A/R Statement report.

 

This prevents these customers from receiving bills when they are already being automatically charged on their credit cards.

Include Participant Name?

Checkbox

Select this option to display participants' names on the report (individuals who participated in the activities or daycare packages).

Include Payment Plan Details?

Checkbox

Option to include payment plan details in the statement.

Include Reserved Event Dates?

Checkbox

Option to include the event dates for permits referenced in the statement.

Sort by Street Address?

Checkbox

Option to sort statements by address.

 

Addresses will be sorted by street number in an ascending order.

 

Note: If this option is not available and you would like to use this feature, contact your Active Account Manager.

Sort by ODD/EVEN House #?

Checkbox

Option to list odd house numbers first (in ascending order), then even house numbers (in descending order).

 

Use this option if delivering the report to customer addresses on foot.

 

Note: This option will not be enabled unless the Sort by Street Address? option is enabled above.

Include Zero Balance Accounts

Checkbox

Option to include accounts that have a balance of zero in the statement.

Hide Credit Card Prompt Information?

Checkbox

Option to remove the prompts for credit card type, number, and expiry in the Payment information section of the report.

Report Module

Checkoxes

Option to filter transaction charges from a choice of the following report modules.

 

The choices are: Registration, Membership, Equipment Loan, Facilities, Daycare, and POS.

 

Note: This only affects A/R charges, not payments.

Output Format

Dropdown list

Option to filter transactions by output format as selected from a predefined list.

 

The choices are:

  • Normal

  • Summarize Charges

  • Summary: Charge and payment information

  • Detailed: Charge and payment information (Includes Charge Item, Unit, Quantity, Unit Fee)

Statement Action

Dropdown list

Options for printing or emailing the statements, as selected from the following:

  • Print statements for all customers: This is used when statements are printed and mailed by post to customers instead of by email.

  • Email statements to customer with email: The statements will be automatically emailed to customers with email addresses.

  • Print statements for customer without email: Statements will only be printed for customers without email addresses.

Include Payment Plan Details?

Checkbox

Option to include payment plan details (for transactions with payment plans) such as payment due dates, amounts due, paid, and balance.

Retired

Dropdown list

Option to filter reports by customer status.

 

The options are:

  • All Customers - includes both retired and active customers

  • Exclude Retired - includes only active customers

  • Only Retired - includes only retired customers

Residency

Dropdown list

Include enrollees on the list based on their residency status:

  • Active Residents (have current residency status)

  • Non-Residents (do not have residency status)

  • Expired Residents (have residency status, but it has expired)

  • All Customers

Include Online Transactions?

Checkbox

Option to include data from transactions that were created on the customer (public access) site.

 

Note: This option is only visible to system users who do not have a multi-site user profile.

Report Language

Dropdown list

Select the report language from English (default), French or Spanish.

Output Type

Dropdown list

The output type or format of the report, as selected from a predefined list.

 

The available output types are Adobe Acrobat Reader, HTML, and Microsoft Excel.

Save Report Definition

Report Title

Text

Option to save the report definition for later use.

 

Click the Report Filter link to learn more about report definitions.