Balance Forward Accounts Receivable Report
Executive Summary
Balance Forward Accounts Receivable Report produces an Excel workbook showing, for each client account of the selected funders, how the balance moved during a billing cycle period. Accounting staff choose a billing cycle, year, period and (optionally) specific funders. The workbook shows the opening balance, invoices, credit and debit adjustments, payments, the closing balance and an aging breakdown for each account and department, with totals by funder and by department. Each run is kept in a history grid so the workbook can be downloaded again.
Key Features
- Start a new report for a billing cycle, year and period
- Report on selected funders, or leave the funder list blank to include every funder in the cycle
- One worksheet per funder, plus a criteria sheet and a department totals sheet
- Aging columns for the current period and the three prior months
- Workbook downloads automatically and can be downloaded again from the history grid
Typical Workflow
- Open the page to see earlier reports.
- Select Start A New Report.
- Choose the billing cycle, confirm the year, and choose the billing cycle period.
- Optionally choose one or more funders. Leave blank to include all funders in the cycle.
- Select Ok. A "Starting Report" panel shows progress and the name of the funder being processed. It cannot be cancelled.
- When finished, the Excel file downloads automatically and "Exported Successfully" is shown.
- To get the file again later, select the Download icon on the row in the grid.
Report Output
| Output | Description |
|---|---|
| Excel workbook | File name AR_{cycle}_{year}_{period}_{date and time}.xlsx, using your local date and time. |
The workbook is downloaded when the run finishes and is also stored with the run so it can be downloaded again from the grid.
| Worksheet | Contents |
|---|---|
| Criteria | Report name, billing cycle, year and period with its date range. |
| One sheet per funder | One row per account and department with activity, a subtotal for each client, and a totals row. Named by the funder code. A funder with no activity gets no sheet. |
| Department Totals | Totals for every department across all funders, with a grand total. |
Report Contents
Funder sheets and the Department Totals sheet use these columns. The funder sheets also list client and billing contact details.
| Column | Description |
|---|---|
| Client UID | Client identifier (funder sheets). |
| Name | Client name, last name first (funder sheets). |
| Contact Id | Billing contact identifier, or 0 when there is none (funder sheets). |
| Name (second) | Billing contact name, blank when there is no billing contact (funder sheets). |
| Account ID | Client account identifier (funder sheets). |
| Preauthorized | "Yes" when the account is preauthorized (funder sheets). |
| Department | Department the amounts belong to. |
| Balance (before) | Balance at the end of the day before the period starts. Heading shows that date. |
| Invoices | Invoices dated within the period. |
| Credit Adjustments | Credit adjustments within the period, shown as negative amounts. |
| Debit Adjustments | Debit adjustments within the period. |
| Payments | Payments within the period, shown as negative amounts. |
| Balance (end) | Balance at the end of the period. Heading shows the period end date. |
| Aging Current | Amount still owing from the current period after payments are applied. |
| Aging month columns | Amounts owing from each of the previous three months, headed with the month name and two-digit year. The last column ends with a plus sign and includes everything older. |
How the report is built:
- Accounts are listed by client last name, then first name.
- An account and department row is only listed when the opening balance, invoices, adjustments or payments are not all zero.
- Payments are applied against the oldest aging amounts first, then toward the current period. Any payment left over reduces the Aging Current amount.
- Each client with activity gets a subtotal row, and each funder sheet ends with a Totals row.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page, start a report and download files |
Main Grid
The grid lists earlier Balance Forward Accounts Receivable reports, newest first (14 rows per page).
| Column | Description |
|---|---|
| Added | Date and time the report was started, in your time zone. |
| Added By | User who started the report. |
| Cycle | Billing cycle selected. |
| Year | Year selected. |
| Period | Billing cycle period number. |
| From | Period start date. |
| To | Period end date. |
| Start | When processing started. |
| End | When processing finished. |
| Duration | How long processing took. |
| Manage Records | Contains the Download icon. |
Actions
| Action | Where | What It Does |
|---|---|---|
| Start A New Report | Top of page | Opens the Start A New Report dialog. |
| Download | Manage Records column | Downloads the saved Excel file for that run. If no file is saved, "No File Available" is shown. |
Dialog Components
Start A New Report
| Field | Description |
|---|---|
| Select A Billing Cycle | Billing cycle to report on. |
| Year | Year of the period. Defaults to the current year. |
| Select A Billing Cycle Period | Periods for the chosen cycle and year, shown with their date ranges. |
| Funders (leave blank for All) | Multi-select list of funders using the chosen billing cycle, with Select All. Blank includes every funder in the cycle. |
Choosing a cycle or year refreshes the list of periods and funders. Select Ok to run the report. A cycle and a period must be chosen before selecting Ok.
Dependencies
- Billing Cycles and Billing Cycle Periods
- Client Accounts, their departments and billing contacts
- Account transactions (invoices, adjustments and payments)
- Funders
Processing Overviews
Start A New Report
- The run is saved with the chosen cycle, year, period and start time.
- When no funders are chosen, all funders in the cycle are used.
- For each funder, each of its client accounts is processed in name order. For each department on the account the opening balance, invoices, credit and debit adjustments, payments, closing balance and aging are calculated.
- Rows are written to the funder's worksheet, with client subtotals and funder totals. Department amounts are accumulated for the Department Totals sheet.
- The workbook is created, downloaded and saved with the run.
- The end time and duration are saved to the grid.