MV Software Knowledge Bas…  Modules»Accounts Receivable»Task 09 - Aged Trial Balance
  
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Last modified on 2/18/2016 11:37 AM by User.

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Aged, Trial, Balance

Task 09 - Aged Trial Balance

**Before printing an aged trial balance do the following:

Sort the A/R Open Items File

  • Accounts Receivable (Module 2)
    • ​List Unassigned Payment/Credits (Task 15)
      • ​Answer questions as follows:
        • All customers (Press return or Enter key for ALL)
        • All document dates (Press return or Enter key for ALL)
        • Suppress Detail Records? (Press return or Enter key for NO)

 

This report prints a printout of all unassigned payments/credits.

Analyze the printout. If it can be determined which open invoices the unassigned payments or credits can be apply to, then:

  • Accounts Receivable (Module 2)
    • ​Apply Unassigned Open Credit (Task 3)
      • ​Apply the unassigned (unapplied) payments or credits to the invoices correctly.

 

After the above steps, the Aged Trial Balances (Task 9), which offers 6 sub-tasks, can be generated and printed:

*Sub-tasks #1, 2, and 6 come from the Customer Master File and provide no invoice detail.

*Sub-tasks #3, 4, and 5 come from the A/R Open Items File and provide the option of having invoice detail.

Sub-task 1: Quick aging summary from customer file (numerical).

Sub-task 2: Quick aging summary from customer file (alphabetical).

  • Both of these reports are the same except one is alphabetical and one is numerical.
  • These reports are based on information stored in the customer master file.
  • Get a quick aging report with no invoice detail.
  • The information for the reports is automatically calculated each night during backup and stored in the customer master file. Or run Task 6: Recalculate Customer File Aging in the Accounts Receivable module.
  • Answer system prompts for either sub-task as follows:
    • Skip zero balance accounts?(Y/N):N (This will skip accounts with a current balance of 0, regardless of A/R open activity. If answer Y(es), the report will print every customer in the customer master file.)
    • Please enter - starting customer # (or name): (press Enter key for ALL); ending customer # (or name):

This report will provides each customer's #, name, phone #, and credit limit. It also provides the total due, current due, past due for three months, prior and future billing for three months and beyond.

Sub-tasks 3, 4, and 5 specify a "cut-off total" and a "grand total".

Sub-task 3: Aged Trial Balance with optional detail.

Sub-task 4: Aged Trial Balance by State (optional detail-alpha.)

Sub-task 5: Aged Trial Balance by Salesmen# (optional detail-alpha.)

  • By using a "cut-off" date of i.e. 06/30/99, the "cut-off total" on the printouts will reflect all transactions up to and including 06/30/99.
  • Transactions with dates posted after 06/30/99 will print in the "Future" columns, but will be calculated only into the "grand total".
  • The reports are based on information stored in the A/R Open Items File.

Answer the system prompts as follows for Sub-task 3: (It is suggested that Sub-task 3 be used for the end of month balancing report.)

  • Doc. cut-off date: Use the end of the month that you are balancing.

  • Alphabetically or Numerically: A or N

  • Starting division (press Enter for ALL); Ending division:

  • Starting Customer # or name (press Enter for ALL); Ending Customer # or name:

  • Starting Salesperson # (press Enter for ALL); and Ending Salesperson #:(A good report to give a salesperson to review their accounts.)

  • Account Detail: Y/N

    • Y for YES, the report prints each individual transaction.
    • N for NO, the report prints account totals only.

  • Select ALL, +4,+3,+2,+1,0,-1,-2,-3,-4:

    • A report for one month past due, enter in +1.
    • A report for two months past due, enter in +2.
    • A report for one month future, enter in -1.
    • A report for all, press Enter.

  • Skip zero balance accounts?(Y/N):N

    • Y=Report will skip accounts with a CURRENT-balance of zero, regardless of aging-date-balance or A/R open activity. Yes should NOT be used when balancing for a cut-off other than today.

  • When the program is finished generating the report, the system will prompt for starting and ending division again:

    • Press the left arrow key, and the report just generated will start printing.
    • Press the enter key, the program will prompt all of the questions again, and a second report will be generated. If at this point, now press the left arrow and both reports will print.

 

Answer the system prompts as follows for Sub-task 4 - by State:

  • Doc. cut-off date:

  • Starting division: (press Enter for ALL); Ending Division:

  • Starting State: (press Enter for ALL); Ending State:

  • Account Detail: Y/N

    • Y for YES, the report prints each individual transaction.
    • N for NO, the report prints account totals only.

  • Select ALL, +4,+3,+2,+1,0,-1,-2,-3,-4:

    • A report for one month past due, enter in +1.
    • A report for two months past due, enter in +2.
    • A report for one month future, enter in -1.
    • A report for all, press Enter.

  • Skip zero balance accounts?(Y/N):N

    • Y=Report will skip accounts with a CURRENT-balance of zero, regardless of aging-date-balance or A/R open activity. Yes should NOT be used when balancing for a cut-off other than today.

  • When the program is finished generating the report, the system will prompt for starting and ending division again:

    • Press the left arrow key, and the report just generated will start printing.
    • Press the enter key, the program will prompt all of the questions again, and a second report will be generated. If at this point, now press the left arrow and both reports will print.

 

Answer the system prompts as follows for Sub-task -by Salesperson:

  • Doc. cut-off date:

  • Starting division: (press Enter for ALL); Ending Division:

  • Starting Salesperson: (press Enter for ALL); Ending Salesperson:

  • Account Detail: Y/N

    • Y for YES, the report prints each individual transaction.
    • N for NO, the report prints account totals only.

  • Select ALL, +4,+3,+2,+1,0,-1,-2,-3,-4:

    • A report for one month past due, enter in +1.
    • A report for two months past due, enter in +2.
    • A report for one month future, enter in -1.
    • A report for all, press Enter.

  • Skip zero balance accounts?(Y/N):N

    • Y=Report will skip accounts with a CURRENT-balance of zero, regardless of aging-date-balance or A/R open activity. Yes should NOT be used when balancing for a cut-off other than today.

  • When the program is finished generating the report, the system will prompt for starting and ending division again:

    • Press the left arrow key, and the report just generated will start printing.
    • Press the enter key, the program will prompt all of the questions again, and a second report will be generated. If at this point, now press the left arrow and both reports will print.