Summary

The Aging Report displays the balance forward on customer accounts, and the age of those balances. The customer accounts included on the report can be filtered by account status, billing cycle, balance forward amount and minimum aged balance. The Aging report can be backdated by entering a date prior to the current date in the Aging Date field. Uncommitted transactions are not included in the report.

Step by Step

1     Open the Aging Report window (UB> Reports> Aging Report).

2     Configure the report. 

• Select the billing cycles you would like to include in the report in the Cycles field.
  • Click the toggle next to the field title to select all toggles in the Cycles field.
  • All billing cycles that have been created in UB> Maintenance> Cycle Code will display in the Cycles field.
• Enter the aging date in the Aging Date field.
  • The Aging Date is used to calculate the age of the account balances.
  • Balance amounts will be placed in the less than 30 days, 30 to 60 days, etc. column based on the date entered in the Aging Date field.
  • When the aging period is set to Days in Period rather than 30-60-90-120 (UB> Setup> General tab> Aging Periods field), the report headers will display Bal Current Period, Bal Period 1 to Period 2, Bal Period 2 to Period 3, etc. The balance amounts will be placed in the appropriate column based on the date entered in the Aging Date field.
  • Enter an aging date prior to the current date in order to backdate the aging report.
• Select the date type that will be used when calculating the age of transactions in the Date Type field.
  • Select Journal Entry to age the transactions on the report by the journal entry date.
    • You can view the journal entry date of a transaction on an account in UB> Maintenance> Account> History tab> JE Date column.
  • Select Post if you would like to age the transactions on the report by the date they were committed.
    • The Post Date is the date the batch creating the transaction was committed. The Post date is not necessarily the same date as the journal entry date or transaction date.
    • You can view the post date of a transaction on an account in UB> Maintenance> Account> History tab> Post Date/Time column.
  • Select Transaction Date to age the transactions based on the report by transaction date.
    • The transaction date is generally a user defined date entered during the generate step of a process. When generating a New Billing batch, the transaction date is entered in UB> New Billing> Generate> Transaction Date field. When entering a receipt, the receipt date is the transaction date.
    • You can view the transactions date of a transaction on an account in UB> Maintenance> Account> History tab> Tran Date column.
• Select the status of the accounts you would like to include on the report in the Account Status field.
  • Click the toggle next to the field title to select or deselect all statuses.
• Select how you would like the report to sort in the Sort Order field. The selection in this field will affect what information displays on the report.
  • Select Customer Number to sort the report by customer number and include the customer number field on the report.
  • Select Reference Number to sort the report by reference number and include the reference number field on the report.
    • If you select reference number, the reference number field will display on the report instead of the account number.
• The Balance Limits field is used to filter the accounts that display on the report based on the balance forward on the account.
  • All Accounts - Select All Accounts to include all accounts that have been included on the report based on the Cycles and Account Status fields above.
  • Accounts with Balance - Select Accounts with Balance to only include accounts that have a balance forward of any age on the account. Accounts with a credit balance will not be included on the report, but accounts with a zero balance will be included on the report.
    • Check the Exclude Zero Balance Accounts toggle if you do not want zero balance accounts to display on the report.
  • Accounts with Balance over 30 days - Select Accounts with Balance over 30 days to only include accounts that have a portion of the balance forward over 30 days old.
  • Accounts with Balance over 60, 90, 120 days - These selections function the same as the Accounts with Balance over 30 days.
  • Accounts with Balance over Current Period, 2 Periods, 3 Periods, 4 Periods - These selections are only displayed when the UB module is set up to use Days in Period when calculating aging (UB> Setup> General tab> Aging Periods field).
    • Using these selections will place the accounts in the Bal Fwd, Bal Current Period, Bal Period 1 to Period 2, Bal Period 2 to Period 3, Bal Period 3 to Period 4, and Bal Over Period 4 columns.
    • The Balance Limits field in the report header will display the selection in this field.
• The Minimum Balance and Minimum Aged Balance fields are used in conjunction with the Balance Limits drop-down menu.
  • The Minimum Balance field is used to filter the customer accounts that display on the report by the balance forward on the account.
    • For example, select Account Balances over 60 days in the Balance Limits drop-down menu and enter $100 in the Minimum Balance field to include customer accounts with transactions older than 60 days and a balance forward greater than $100. The balance forward amount may include transaction amounts that are not part of the aged balance. For example, if a customer has a $25 dollar balance greater than 60 days old, but also has $100 owed on a new billing, the customer will be included in the report.
    • If you want to filter the aged balance (the amount of the balance greater than 60 days in this example), then use the Minimum Aged Balance field.
    • Customer accounts with a balance forward that matches the amount entered in this field will be included on the report.
  • The Minimum Aged Balance field is used to filter the customer accounts that display on the report by the amount of the aged balance.
    • For example, select Account Balances over 60 days in the Balance Limits drop-down menu and enter $100 in the Minimum Aged Balance field to include customer accounts with a balance older than 60 days and greater than $100.
• Check the Exclude Zero Balance Accounts toggle to exclude any zero balance accounts from the report. Customer accounts with credit balances will still display on the report.
  • If you select Accounts with Balance in the Balance Limits drop-down menu, only credit balance accounts will be filtered from the report. Check the Exclude Zero Balance Accounts to exclude accounts with a zero balance (no balance forward).
• The Aging Report will display the following information:  account number, account status, balance forward, balance under 30 days, balance 30-60 days, balance 60-90 days, balance 90-120 days, and balance over 120 days. The report also displays cycle aged totals, cycle credit totals, and cycle total in addition to aged grand totals, credit grand totals, and grand total.
  • When set up to use Days in Period as the aging period in UB Setup, the report will display the aging balance by period.

3     Print the report.

• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Scheduled printing has not yet been enabled for reports generated from process batches. This functionality will be released in an upcoming service pack.
• Users can also regenerate a report with the same configuration as a prior report via the report history section. This can help improve efficiency when an identical report is frequently generated.
  • Once a report has been generated, the date and time it was generated will display in the report history accessed via the Expand Arrow button on the right side of the window.
  • Expand the report history and click on a previous report record to automatically populate the report criteria with the criteria specified on the previously generated report. This section will display the last three times the report was generated.