Accounts Receivable Report

Summary

The Accounts Receivable Report is a very crucial report in our software. With this report, the user can easily send account statements to all customers who owe a balance in bulk.

This report is beneficial because the user can easily see every customer who has a balance on their account in one place. Effective management of the accounts receivable is crucial as it will increase cash flow in the company.

There are two ways to send account statements from this report:

• In bulk
• To individual customers

The user can also choose to send these statements to customers via email, Snail Mail, voice message, SMS message, or print statements.

Accessing the Accounts Receivable Report

To access the Accounts Receivable Report, go to:

Billing > Accounts Receivable

Filtering the Accounts Receivable Report (Basic)

To filter the Accounts Receivable Report, toggle these basic filters or select the advanced filters for more options.

• As Of Date: The amount due is based on this date.
• Account Status: Filter the report by either active or frozen customers.
• Auto Pay: Filter by customer’s AutoPay preferences.
• Auto Pay State: Filter the report by successful transactions, soft or hard declines, and invalid/missing AutoPay attempts.
• Prop. Type: Filter the report by all properties, residential properties or just commercial properties.
• Balance > = : Filter the report by customers with balances greater than or equal to a specific value.

Select Refresh to run the report or to filter the report with more options, select the Advanced Filters button. See below for detailed information on the advanced filters.

Filtering the Accounts Receivable Report (Advanced)

To filter the Accounts Receivable Report, toggle these basic filters or select the advanced filters for more options.

• Balance Age: This will allow the user to filter the report by the customer’s balance age on their account.
• Payment Due: Filter results by the payment’s due date.
• Days Overdue: The number of days overdue. This is not the same as the Balance Age. An invoice will only be overdue if it is older than the Net Billing Days for the service type or office.
• Pref. Paper: Filter by customers who prefer paper, do not prefer paper, or both. To flag a customer that prefers paper, open the customer card, go to the flags tab, and select yes for prefers paper.
• Has Email: This is to filter by customers who have an email under the Billing tab of the customer card.
• Max Monthly: Filter the report by customers with a max monthly charge. To see if a customer has a max monthly charge, open the customer card and go to the Billing tab.
• Group By: There are several ways to group the data in this report. If the user groups the report by bill to, the report will display only one entry for each billing account with open invoices. This is helpful if the user has accounts with linked billing, as it will show the user only the account responsible for paying the balances. If the user groups the report by invoice, any customer account with multiple outstanding invoices will appear in the report multiple times. The user can click on the customer number, and the Customer card will open.
• Incl. Collections: Filter the report by the customer’s collections stage.
• Incl. and Excl Flags: Include or exclude results with specific customer flags.

Select Refresh to run the report.

Viewing the Accounts Receivable Report’s Data Columns

The Accounts Receivable Report can display several data columns.

• Customer ID: Shows the unique identification number of the customer.
• Name: View the name of the customer.
• Phone: Shows the phone number of the customer.
• Zip: Shows the zip code of the customer.
• Email: See the email address of the customer.
• Auto Pay: Shows the account has auto pay.
• Max Monthly: View the account’s maximum monthly charge.
• Age: Shows the age of the balance.
• Total Due: See the account’s total amount due.

Select the up and down arrows to rearrange the report.

Using the Action Buttons in the Account Receivable Report

When viewing the Account Receivable report, notice how each customer has an action button for each type of communication. This action button will determine if the customer will receive the account statement when sending out communications.

• Sending: If the action button is green and says “Sending,” the customer will receive the notification when the user sends out the account statement.
• Sent on a Specific Date: If the action button is red and says “Sent” for a specific date, it means the notification has already been sent to the customer on that particular date. When the user sends out statements, the customer will not receive the statement until the hold date is over. To adjust the Accounts Receivable hold time, go to Admin > Preferences > Customer Communication. For more information, please see the guide on Customer Communication.
• Don’t Send*: If the action button is red and says Don’t Send* it means that the customer will not receive the account statement when the user sends it.

The user can click on individual action buttons to toggle them on or off. If the user selects the Toggle button to the upper right of the report, the user can toggle all communications on or off for every customer in the report.

Executing Actions in Account Receivable Report

To send the statements to customers, select the “Actions” button at the top of the report.

• Send Message: This brings up another Send Customer Message box which will let the user select an SMS, Voice, or Email message. The user can also choose to Ignore Contact Preferences and send one of these types of messages regardless of what is checked on the customer card for contact preferences.
• Export to Excel: This will create a file in CSV format that can be opened in a spreadsheet application or Excel.
• Print Statements: This will open a new tab allowing the user to print all the account statements.
• Snail Mail Statements: We use a third-party company to print and mail all statements to the user’s customers.
• Email Statements: This will email the account statement to all customers in the report.

Email Statements

When the user selects Email Statements, it will send an email account statement to all customers in the report. Once the user confirms that they would like to email the customers, they will see a page listing every customer that was sent an email statement.

The image below is an example of what the emailed statement will look like. Please see the Related Guides below for information on editing account statements.

Print Statements

When the user prints statements, a new window will appear with all of the account statements to be printed. Each statement will be printed separately.

The Mark Letters as Sent button will change the action button in the Accounts Receivable report to red, with the date the statements were sent. This will apply the accounts receivable hold time to the action button, preventing the user from printing statements again for the allotted time chosen for the hold time.

Snail Mail All

The Snail Mail statements will send paper statements to all customers in the report.

Sending the Snail Mail statements will be $0.86 per statement, and if the user would like the statements to be perforated, it will be an additional cost of $.20 per statement. To enable or disable perforated statements, go to Admin > Preferences > Customer Preferences > Customer Communication.

Before sending statements, a message will appear, prompting you to confirm the user would like to send Snail Mail statements to customers. The message will also include the estimated cost of sending out the statements.

Once the user confirms that they want to Snail Mail the customers, they will see a page with a list of every customer the statement was sent out to.

If the user sees a customer on that list with a message that says “Mail NOT sent — Missing Address Info”, it is because the customer does not have a billing address under the Billing tab of the customer card.