Aged Receivables

In this article:

• Brief Description  
• Use Cases  
• Finding and Using the Report  
• Available Filters 
• Report Output 
• Additional Notes  

Brief Description  

This report shows all outstanding invoice balances (or aged debtors) as well as aging information on those receivable balances.  

Use Cases  

This provides insight into how much money can be received by your organization and how long the balances have been outstanding. 

Finding and Using the Report  

• In Actionstep, go to:  
  • Reports > Billing Reports > Reports List > Sales  
  • Reports > Accounting Reports > Reports List > Sales 

Then, refer to these articles for help generating and saving reports for future use:

• Reporting Overview
• Generating a Report
• Saving a Report Configuration

Available Filters 

Basic Tab 

• Period ending: Choose the period ending date for the information you want included in the report. Invoices after this date will be excluded. 
• Currency: Select the currency you wish to see the results for. (Only displayed if you have multi-currency enabled. Additionally, only invoices in the currency selected will be displayed.) 
• Report on: Choose how you want aging to be calculated—by Payment due date or by Invoice created date.  
• Period groups: Choose the aging output you want included in the report (e.g., by 30, 60 & 90+ days, by 1, 2, & 3+ months.) These options change the aging categories to show which amounts are due during those time spans. 

Advanced Tab 

• Debtor: Choose whether to run this report on All debtors, or select one or more specific debtors.  
• Matter Status: Choose the matter statuses you want included in the report. 
• Show Participant: Choose the participants you want included in the report. For example, if you want to see Attorney or Lawyer associated with the matter, you could select Attorney or Lawyer here and these will be displayed on the report. 
• Group by: Select how data is organized in the report. By default, the data in the report is grouped by Customer/Client, which represents the billable party on the invoice. However, you can choose any of the other options: Responsible lawyer, Matter Type, Overdue period, Matter, and The "Show Participant". 
• Order by: Choose the order in which invoices are displayed.  
• Trust account advances: Toggle this option to on to include trust account advances in the report. (This option is only available if trust advances are enabled (e.g., systems in New Zealand).) 
• Trust / client account balances: Toggle this option to on to include a trust / client account balance for each customer/client or matter.  
  NOTE:  Trust client account balances are only included when 1) trust / client accounting has been enabled and 2) grouped by client/customer on the matter. It includes the total funds in trust / client in current and investment accounts.
• Unallocated payments:  Toggle this option to on to include a specific section for unallocated payments in the report. 
• General Retainer: Toggle this option to on to include a specific section for general retainers in the report. 
  NOTE:  General Retainer balances are only included when general retainer has been enabled.
• Show detail: Toggle this option to on to show the detail in relation to each outstanding balance. 
• Show client summary: Toggle this option to on to show total balances outstanding by client (billing party). 
• Show matter summary: Toggle this option to on to show total balances outstanding by matter. 

Report Output 

• Report details: The top of the report shows the parameters used to generate it. To change your report settings, click Show settings. 
• Matter: Shows the matter ID. 
• Inv No.: Shows the invoice number. 
• Invoice Date: Shows the invoice date. 
• Their Ref: Shows the customer purchase order number (if entered).
• Responsible Lawyer: Shows the name of the lawyer responsible for the matter.  
• Due Date: Shows the date the invoice is/was due. 
• Total Due: Shows the total amount owing on the invoice.  
• Current: Shows the balance due for the current billing cycle.  
• [Time periods]: Depending on your selection for the Period Groups filter, this section shows the balance due for the indicated past billing cycles

Additional Notes  

In the generated report, the general retainer, trust/client account, and unallocated payment balances are negative figures to offset the due amount. These balances are subtracted to show that a portion of the due funds can be paid by monies that have already been received.