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Reconciling Client Invoice Aging with AR Control Account Best Practice Guide

How to fix Out of Balance Prior Period Agings Best Practice Guide

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Client aging reports show unpaid invoices from Accounts Receivable. These reports show how much clients owe you. Both show essentially the same information -- accounts receivable -- but in more or less detail. The Client Invoice Aging shows individual unpaid invoices by client. The Client Account Aging doesn’t show invoices; instead, it shows account totals only.

Both reports are useful to management, but have different purposes. The Client Invoice Aging shows every unpaid invoice, along with the aged balances. It’s most often used to track down late-paying clients and their invoices. The invoice aging can be a long report if you have a large number of unpaid invoices. The Client Account Aging is a short report, since it shows only one line per client -- but may not show enough information to help plan your cash requirements. Its most practical use is to quickly see who owes you money.

Client agings can be printed any time during the month, but especially at month-end. Client aging reports are always up-to-the-minute accurate, showing any posted invoice with a balance due. They can show what the client owes as of the moment the report is printed or through a prior period. For better accountability, unpaid invoices can be selected for one A/R account.

Client account balances can be aged into the current period and three user-defined periods (e.g., 30, 60, 90 days). These periods are flexible and can be changed any time the agings are printed. Any set of aging periods can be used. The aging option recalculates the unpaid balance based on today’s date and your aging periods. Your aged balances will only be accurate as of the last aging.

Client agings and the General Ledger

Client aging reports aren’t based on data from the General Ledger. Instead, client aging reports are based exclusively on unpaid invoices from Accounts Receivable. So what you’re seeing on client agings comes from your receivables, not from journal entries.

For this reason, they have the potential to be confusing. The client aging reports show a grand total at the bottom of each report. The balances on the client invoice aging will always match the client account aging -- they’re both based on unpaid receivables, after all. Since Accounts Receivable is integrated with your General Ledger, your receivables’ balances on the Balance Sheet should equal the balances on the aging reports. In some cases, they won’t match -- for an obvious reason: journal entries posted directly into the General Ledger for the A/R account do not affect client balances, and therefore the client account agings. For this reason, don’t make adjusting entries to the G/L for the A/R account; instead, make your adjustment directly into Accounts Receivable.

Client agings can be printed for some date in the past. The total balance due should always match the Balance Sheet printed for the same accounting period.

To print a client aging report

Choose Snapshots > Client Account Aging.

The Client Aging Reports window opens.

2 Choose the kind of aging report (i.e., Invoice Aging, Account Aging, or Retainer Aging)

3 Select to show balances through today or through a prior period.

4 Enter your aging periods.

These periods are used to calculate aged balances for every invoice, based on the invoice date and today’s date. You can use any set of aging periods, including a different set each time you print client agings.

5 Choose your aging options.

To see invoices for one specific A/R account, enter the receivable account number.

Click Print.

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