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Last modified on 9/16/2015 9:01 AM by User.

Discrepancies Between Aging Reports

Occasionally there can be discrepancies between the aging reports provided in Task # 9 -Aged Trial Balance.  Below are the reports and where the information from each report gets its information.  At the bottom of the document is an example of what to do if there is a discrepancy.

 

  • Option 1 (ARTSMN) Quick Aging Summary from Customer File (Numerical) pulls its information from the Customer Master File (Task 17 in AR)

 

  • Option 2 (ARTSMA) Quick Aging Summary from Customer File (Alphabetical) also pulls its information from the Customer Master File (Task 17 in AR)

 

  • Option 3 (ARTDTN) Aged Trial Balance with Optional Detail pulls its information from the AR Open Item File (Task 18 in AR)

 

  • Option 4 (ARTDTS) Aged Trial Balance by State (Optional Detail - Alphabetical) also pulls its information from the AR Open Item File (Task 18 in AR)

 

  • Option 5 (ARTSLM) Aged Trial Balance by Salesman (Optional Detail - Alphabetical) also pulls its information from the AR Open Item File (Task 18 in AR)

 

  • Option 6 (AGECHK) Past Due Customer Analysis pulls its information from the Customer Master File (Task 17 in AR)

 

  • Option 7 (ARTSCB) Quick Aging Summary with Percentage pulls its information from the Customer Master File (Task 17 in AR)

 

  • Option 8 (ARTBRF) Aged Trial Balance (like ARTDTN/Option 3 with Optional Future Aging) pulls its information from the AR Open Item File (Task 18 in AR)

 

  • Option  9.( PAYHST) Customer Payment History Analysis pulls its information from A/R Open Item File   (Task 18 in AR) and the history files. 

 

  • Option 10 (PASTDU) Detailed Past Due Invoice Report pulls its information from A/R Open Item File  (Task 18 in AR)                       

 

 

Example of how a discrepancy can occur:

 

The information pulled from the Customer Master Files (for options 1, 2, 6 and 7) reflects the figures at the time of the backup from the previous night.  Parts of the backup procedures include recalculating the Customer File aging figures.

 

For example, if Quick Aging Summary from Customer File - Option 2 (ARTSMA) report is run first thing in the morning it will match the Customer Master File (Task 17) and the Aged Trial Balance reports from Options 3, 4, 5, 8, 9 or 10 PROVIDED there were NO adjustments made directly into the AR Open File (Task 18) since the last backup was completed or if ANYTHING was posted into AR since the backup, then recalculate manually the Customer File (Recalculate Customer Aging File -Task 6 in AR).

 

To sum up possible discrepancies - there should be NO discrepancies between reports using information from the Customer Master (Task 17) and Open Item File (Task 18) provided there was (1) a successful backup, (2) no transactions were posted to AR and (3) no manual entries were made directly into the Open Item File (Task 18).  

  • If the backup did not occur, process the backup manually.
  • If transactions were posted to the AR or if manual entries were made into Task 18, then recalculate the records through Task 6 - Recalculate Customer Aging File.