Navigation: Accounts Receivable System > Receivable Reports - An Overview: Outstanding Invoices This Help File Page was last Modified on 08/28/2017

❑The Outstanding Invoices report provides an additional view of the Outstanding Invoice Amounts owed to your Company.

a)This report is not intended to be used as a Collection Report.

b)The Subscriber's Account Balance does not reflect Unallocated Receipts nor Unallocated Credit Memos.

c)The report can include All Invoices, even those created with a Future Date.

d)Customer Deposits are excluded from this report.

 

 

•To access the Outstanding Invoices dialog:

a)From the Backstage Menu System Select Reports and Choose Receivable Report, or

b)From the Quick Access Menu, Select Reports and Choose Receivable Reports

✓On the Receivable Reports Menu, Choose the Outstanding Invoices option to display the Outstanding Invoices dialog shown below.

 

Outstanding Invoices -  Options tab - All Subscribers

 

❑Outstanding Invoices report tabs - There are three tabs on the Outstanding Invoices dialog.

•Options - Initially only the Options tab is shown (until you make your Options selections and Select Print).

✓If the Outstanding Invoices dialog was opened when a Subscriber Form was on screen, the Current Subscriber button will be selected.

 

Outstanding Invoices -  Options tab - Current Subscriber

 

•Report On - All Subscribers is the default

✓When a Subscribers Form is open, the Current Subscriber option will be active and selected.

✓The Current Subscriber option may be changed to All Subscribers.

 

•Selection & Content - Offers many ways to customize what and how your Accounts Receivable Funding Report is listed. Choose the one(s) that best serve your needs.

✓Show Detail - Check this box to get a line for each Subscribers. If this field does not have a Check Mark, you will get a one page Accounts Receivable Funding report.

✓Show Address - If Checked (Show Detail must also be Checked), each Subscriber's address information will be included.

✓Show Accounts Status -  If Checked (Show Detail must also be Checked), the Dates and Amounts of their Last Sale, Payment and Pending Credits will be included.

✓Exclude Invoices with Future Sold Dates - Used to eliminate Invoices for Recurring Revenues billed one or more months in advance.

✓Exclude Invoices Containing Only Non-Report Items - Generally only for Salesmen to use for their follow up collections process.

 

✓Show Individual Invoices - If Checked, all qualifying Past Due Invoices will be listed.

▪Even if you do not Check this option, when previewing the report, you may still Click on a Subscriber's Name, within the report, to expand that portion of the report to include all the  Invoices in the Preview.

▪To the left of the Invoice Number is a Plus Sign (+). Click it to see the Invoice's Detail Line Item(s).

▪Click the Invoice Number (underlined in blue) to open the Invoice Form with that specific Invoice displayed.

▪Click on a Subscriber's Name a second time to collapse the detailed information.

✓Show Invoice Line Items - This field will only be available if the Show Individual Invoices option has been Checked above.

✓If Checked, all Invoice Line Item Detail will be listed for each Invoice that is included in the report.

 

Outstanding Invoices Report - Show Individual Invoices option

 

•Show ID's - Click the desired radio button to Choose:

✓None - No CSID or Subscriber ID number will be included in the report.

✓Subscriber ID - The Subscriber's ID (Record Number) will be included in the Preview. The number shown to the left of the Subscriber Name is that Subscriber's record ID.

▪To view this Subscribers Form when previewing the Outstanding Invoices Detail report format, Click the Sub ID number.

 

In an Accounts Receivable System report:  When a Subscriber ID option is available and is chosen - Click on a Sub ID (in this example it's #21) to display that Subscriber Form

 

▪You may also Click on a Subscriber's Name within in the Preview of the Outstanding Invoices report to expand that portion of the report to include a list containing all of that Subscriber's Invoices .

 

✓CSID - The Subscriber CSID will be included in the Preview.  

▪If that Subscriber CSID is Clicked within the Preview, the Subscribers Form is opened and displays that Subscriber's record.

 

Outstanding Invoices Detail report - Preview showing CSID included and the list of Subscriber Invoices displayed for each Account

 

✓Regardless of whether None, Subscriber ID or CSID was Chosen or the Show Invoice Line Items option was Checked:

▪Click on a Subscriber's Name within the report to expand that portion of the report to include all the  Invoices in the Preview.

▪Click the Plus Sign ("+") to the left of the Invoice Number to see the Invoice's Detail Line Items.

 

Outstanding Invoices Report - Show Individual Invoices - Expand selected Invoice's Detail Line Items

 

 

•Report by - The Accounts that are to be included in this Outstanding Invoices report may be identified in any (or all) of these ways:

a)If none of these choices are made, All Accounts will be included (subject to other Option selections)

b)Any and all of these Report by choices may be applied.

 

 

✓Division - By default, Accounts from any Division (or with No assigned Division) will be included in this report

▪To List only those Accounts assigned to a specific Division or Division Group, use the Drop-Down Selection List provided to Choose that Division.

 

✓Salesperson - By default, Accounts from any Employee (as the Salesperson) will be included in this report.

▪To List only those Accounts assigned to a set of one or more Employees, use the Drop-Down Check List provided to Choose those Employee(s).

 

✓Account Type - By default, Accounts categorized as any Account Type will be included in this report.

▪To List only those Accounts assigned to a set of one or more Account Types, use the Drop-Down Check List provided to Choose those Account Type(s).

 

✓Dealer - By default, Accounts from any Dealer (or with No Dealer assignment) will be included in this report

▪To List only those Accounts assigned to a set of one or more Dealers, use the Drop-Down Check List provided to Choose those Dealer(s).

 

•Which Invoices - Click to appropriate button to determine whether All Invoices are to be included, or only Invoices that are Past Due

 

•Past Due - If the Past Due options was chosen (see Which Invoices immediately above), select - based on their Past Due Status - which Accounts are to be included in the Outstanding Invoices report.

✓Past Due Accounts - List All Subscribers that are Past Due.

✓Accounts 1 to 30 Days Past Due - List only Subscribers who have Invoices from 1 to 30 Days Past Due.

✓All Accounts More than 30 Days Past Due - List only Subscribers who have Invoices More than 30 Days Past Due.

✓Accounts 31 to 60 Days Past Due -  List only Subscribers who have Invoices from 31 to 60 Days Past Due.

✓All Accounts More than 60 Days Past Due - List only Subscribers who have Invoices More than 60 Days Past Due.

✓Accounts 61 to 90 Days Past Due -  List only Subscribers who have Invoices from 61 to 90 Days Past Due.

✓All Accounts More than 90 Days Past Due - List only Subscribers who have Invoices More than 90 Days Past Due.

 

❑Outstanding Invoices Report Preview - The Preview tab presents the report which resulted from the Options you've selected.

 

Outstanding Invoices Detail report - Preview tab with Detail

 

•The Outstanding Invoices Report's provides a summary Aging Status with Totals.

 

Outstanding Invoices Detail report - Preview tab with end-of-reportTotals

 

•Up Arrow/Down Arrow - hi - Moves the report one line up, or one line down, respectively.

•Page Up/Page Down - Moves the report to the previous or next page, respectively.

 

 Accounts Receivable Report - Preview Buttons

 

•Home - - Using either the screen Icon or your Keyboard's Home key, moves the report to the top of the first page.

•End - - Using either the screen Icon or your Keyboard's End key, moves the report to the bottom of the last page.

•Arrows - The arrows allow you to move back and forth, from page to page.

•Number - Indicates the page number you are viewing.

✓You may also type in a specific page number, Press 8 Enter and that page will be displayed immediately.

✓If you enter an invalid page number, it will be ignored.

•Fit To Page - Click the first button after the arrows to size a full page of the report to fit the screen.

•Zoom To 100% - Click the second button after the arrows to display the page at 100% (of the printed view).

•Fit To Page Width - Click the third button after the arrows to size the page of the report to fit the full width of the screen.

•Zoom To Percentage - Click the fourth button after the arrows to re-size the page of the report by percentage.

 

✓When you Click the Zoom To Percentage button, the Percentage selector will be displayed.

✓You may then Click the Up  or Down ‚ arrows to set the exact amount of Zoom you want.

•Print - Click the Print button to Print (to a File or a Printer) the displayed Outstanding Invoices Report.

•Email - Click the Email button to send the Report to an Email Address of your choosing.

•To Exit the Preview tab and Close this Report dialog Form, Click the Close button on the right at the top of the Preview tab.

 

❑Data View - This view provides a tabular (spreadsheet style) presentation of the selected data.

 

Outstanding Invoices Report - Data View

 

•Arrows - Click the arrows to move through the record.

•Export - Exporting the data from this Data View tab (note the "fly-over" help available on these buttons):

✓Export to CSV - Click the first button after the arrows to export the data to a Comma Separated Values (CSV) file format.

✓Export To Excel - Click the second button after the arrows to export the data to an Excel (.xls) file format.

✓Export To Html - Click the third button after the arrows to export the data to an HTML formatted file.

✓To Exit the Data View tab and Close this Report dialog Form, Click the Close box on the right at the top of the Data View tab.