Accounts Receivable Reports
AccuArk provides a full suite of accounts receivable (AR) reports to help you track what your customers owe, follow up on overdue invoices, and keep your cash flow healthy. These reports are split across two forms: the AR Detail Report (with four preset views) and the dedicated Accounts Receivable Aging Report.
How to Access
Navigate to Reports > Receivables > Accounts Receivable and choose from:
- AR Aging — Opens the standalone Accounts Receivable Aging Report
- Open Invoices — Opens the AR Detail Report with the OpenInvoices preset
- Customer Statements — Opens the AR Detail Report with the CustomerStatements preset
- Credits / Credit Memos — Opens the AR Detail Report with the CreditMemos preset
- Unapplied Payments — Opens the AR Detail Report with the UnappliedPayments preset
Permission Required
All accounts receivable reports require the RPT_VIEW_AR permission. Super Admins and Location Admins have this permission by default.
Filters
Both the AR Detail Report and the AR Aging Report share the same filter controls:
- Location — Filter to a specific location or view all locations
- Date Range — Set From and To dates to control the reporting period
Apply your filters and the report will refresh automatically, or press F5 to reload.
AR Aging Report
The Accounts Receivable Aging Report groups outstanding customer balances into aging buckets so you can see at a glance how overdue your receivables are.
Columns
| Column | Description |
|---|---|
| Customer | The customer name |
| Current | Amounts not yet past due |
| 1-30 Days | Amounts 1 to 30 days past due |
| 31-60 Days | Amounts 31 to 60 days past due |
| 61-90 Days | Amounts 61 to 90 days past due |
| 90+ Days | Amounts more than 90 days past due |
| Total | The total outstanding balance for the customer |
Understanding Aging Buckets
Aging buckets categorize each outstanding invoice based on how many days have passed since its due date:
- Current means the invoice is not yet past due. The payment deadline has not arrived.
- 1-30 Days means the due date passed within the last month. A polite reminder is usually appropriate.
- 31-60 Days means the invoice is more than a month overdue. This is the stage where you should escalate follow-up efforts.
- 61-90 Days means the invoice is significantly overdue. Consider direct calls, formal demand letters, or placing the account on credit hold.
- 90+ Days is severely delinquent. At this stage, evaluate whether to engage a collections agency or write off the balance.
The further to the right a customer's balance appears, the more urgent the collection effort should be.
Open Invoices Preset
The Open Invoices view shows every unpaid invoice across all customers for the selected date range and location.
Columns
| Column | Description |
|---|---|
| Invoice # | The invoice number |
| Customer | The customer name |
| Date | The invoice date |
| Due Date | The payment due date |
| Amount | The original invoice total |
| Balance | The remaining unpaid amount |
| Days Overdue | Number of days past the due date (0 if not yet due) |
Use this view to identify which invoices need follow-up. Sort by Days Overdue to focus on the most delinquent items first, or sort by Balance to prioritize the largest outstanding amounts.
Customer Statements Preset
The Customer Statements view provides a period-activity summary for each customer, showing how their balance changed during the selected date range.
Columns
| Column | Description |
|---|---|
| Customer | The customer name |
| Period Activity | A description of the reporting period |
| Beginning Balance | The customer's outstanding balance at the start of the period |
| Charges | New invoices and charges during the period |
| Payments | Payments received during the period |
| Ending Balance | The customer's outstanding balance at the end of the period |
Using Statements for Collections
Customer statements are one of the most effective tools for collections. Export or print a statement and send it to the customer as a formal record of their account activity. The statement shows them exactly what they were billed, what they paid, and what they still owe. Many customers will pay promptly once they receive a clear, itemized statement.
For multi-location businesses, filter by location to produce statements that only include charges from a specific store.
Credit Memos Preset
The Credit Memos view lists all customer credit memos issued during the selected period.
Columns
| Column | Description |
|---|---|
| Date | The date the credit memo was issued |
| Customer | The customer name |
| Credit # | The credit memo number |
| Amount | The total credit amount |
| Applied Amount | How much of the credit has been applied to invoices |
| Remaining | The unused credit balance |
Monitor the Remaining column to identify credits that have not been applied. Large unapplied credit balances may indicate that credits were issued but never used to offset future invoices, which could affect your revenue recognition.
Unapplied Payments Preset
The Unapplied Payments view shows customer payments that have been received but not yet matched to specific invoices.
Columns
| Column | Description |
|---|---|
| Date | The date the payment was received |
| Customer | The customer name |
| Payment Method | How the payment was made (cash, check, card, etc.) |
| Amount | The total payment amount |
| Unapplied Amount | The portion of the payment not yet matched to an invoice |
Unapplied payments should be matched to invoices as soon as possible. Leaving payments unapplied causes the AR aging report to overstate how much a customer owes, which can lead to unnecessary collection calls and confused customers.
Tips and Best Practices
- Review AR Aging weekly — Regular review prevents receivables from slipping into the 90+ day bucket unnoticed
- Send statements monthly — Use the Customer Statements preset to generate and email statements at the end of each month
- Reconcile unapplied payments — Check the Unapplied Payments view at least weekly and match payments to their corresponding invoices
- Export for external review — Export the AR Aging report to CSV and share it with your accountant or bookkeeper for periodic review