Accounts Receivable Summary

Accounts Receivable Summary

Accounts Receivable Summary provides a comprehensive overview of all amounts owed to your business by customers, including outstanding balances, payment status, and receivables analytics in EquiBillBook. This guide will help you generate and analyze accounts receivable summary reports effectively.

Understanding Accounts Receivable Summary

Accounts Receivable Summary helps you:

• View total receivables at a glance
• Track outstanding customer balances
• Monitor payment status and overdue amounts
• Analyze receivables by customer, location, or period
• Identify collection priorities
• Generate reports for management and stakeholders

Accessing Accounts Receivable Summary

To generate accounts receivable summary:

1. Navigate to the Reports module from the main menu
2. Click on Receivables Reports → Accounts Receivable Summary or AR Summary
3. Select date range and filters
4. Click "Generate Report"

Report Information Displayed

Overall Receivables Summary

The summary shows:

• Total Receivables: Total outstanding amount
• Number of Customers: Count of customers with outstanding balances
• Number of Invoices: Count of unpaid/partially paid invoices
• Average Receivable per Customer: Average outstanding per customer
• Average Days Outstanding: Average age of receivables
• Overdue Amount: Total overdue receivables

Receivables Breakdown

Detailed breakdown includes:

• Receivables by Customer: Outstanding by customer
• Receivables by Location: Outstanding by branch/location
• Receivables by Status: Paid, Unpaid, Partially Paid, Overdue
• Receivables by Age: Current, 0-30, 31-60, 61-90, 90+ days
• Receivables by Payment Terms: Breakdown by payment terms
• Receivables by Invoice Type: Regular, POS, Quotation, etc.

Receivables Details

Customer-level details include:

• Customer Name: Customer details
• Total Outstanding: Total amount due
• Current: Amount not yet due
• Overdue: Amount past due date
• Number of Invoices: Count of outstanding invoices
• Last Payment Date: Date of last payment
• Days Outstanding: Age of oldest invoice

Report Parameters and Filters

Date Range Selection

Select the period for the report:

• As of Date: Date to calculate receivables (usually today or month-end)
• Predefined Ranges: Today, This Week, This Month, This Quarter, This Year
• Custom Range: Select specific from and to dates
• Financial Year: Filter by financial year

Customer Filter

Filter by customer:

• All Customers: Include all customers
• Specific Customer: Select one or more customers
• Customer Group: Filter by customer category
• Customers with Balance: Only customers with outstanding amounts

Status Filter

Filter by payment status:

• All: Include all statuses
• Unpaid: Fully unpaid invoices
• Partially Paid: Partially paid invoices
• Overdue: Overdue invoices
• Current: Not yet due invoices

Location/Branch Filter

Filter by location or branch:

• All Locations: Include all locations/branches
• Specific Location: Select one or more locations
• Location Group: Filter by location category

Aging Filter

Filter by aging bucket:

• All: Include all aging buckets
• Current: Not yet due
• 0-30 Days: 0-30 days overdue
• 31-60 Days: 31-60 days overdue
• 61-90 Days: 61-90 days overdue
• 90+ Days: Over 90 days overdue

Report Format and Layout

Summary Section

The report typically includes:

• Header: Report title, date range, company information
• Summary Metrics: Key receivables totals
• Aging Summary: Receivables by aging bucket
• Status Summary: Receivables by payment status
• Customer Breakdown: Detailed customer-wise breakdown
• Charts and Graphs: Visual representations (if available)
• Footer: Report generation date, page numbers

Grouping Options

Group receivables by:

• Customer
• Location/Branch
• Aging Bucket
• Payment Status
• Payment Terms
• Invoice Type

Generating and Viewing Reports

Generate Report

1. Select as of date
2. Apply filters as needed
3. Select grouping options
4. Click "Generate Report" or "View Report"
5. Review the generated report

Report Preview

The report preview shows:

• Complete receivables summary in preview format
• Summary statistics at the top
• Aging breakdown
• Customer-wise detailed breakdown
• Visual charts and graphs
• Options to export or print

Exporting Reports

Export Formats

Export reports in various formats:

• Excel (XLS/XLSX): For analysis and manipulation
• PDF: For printing and sharing
• CSV: For data import to other systems

Export Process

1. Generate and preview the report
2. Click "Export" or "Download"
3. Select export format
4. Choose export options (columns, grouping, etc.)
5. Download the exported file

Printing Reports

To print reports:

• Generate and preview the report
• Click "Print" or "Print Preview"
• Review print preview
• Adjust print settings (orientation, margins, etc.)
• Select pages to print if needed
• Print or save as PDF

Report Analysis

Key Metrics to Review

Analyze these metrics:

• Total Receivables: Overall outstanding amount
• Receivables Growth: Compare with previous periods
• Aging Distribution: Percentage in each aging bucket
• Overdue Percentage: Percentage of receivables overdue
• Average Days Outstanding: Average collection period
• Top Customers: Customers with highest outstanding

Trend Analysis

Identify trends:

• Compare periods to see receivables trends
• Identify seasonal patterns
• Track receivables growth over time
• Monitor aging trends

Collection Management

Use receivables summary for collections:

• Prioritize Collections: Focus on highest amounts and oldest invoices
• Identify Issues: Find customers with increasing balances
• Set Targets: Set collection targets by aging bucket
• Track Progress: Monitor collection performance
• Generate Statements: Create statements for customers

Best Practices

• Generate reports regularly (weekly, monthly)
• Review reports for accuracy and completeness
• Monitor receivables trends regularly
• Focus collection efforts on overdue accounts
• Use filters to focus on specific areas
• Compare with previous periods to track trends
• Share reports with management regularly
• Export reports for record-keeping
• Keep exported reports for audit purposes

Troubleshooting

Report shows no data:

• Check as of date is correct
• Verify filters are not too restrictive
• Ensure customers have outstanding balances
• Check location/branch selection

Totals don't match expected:

• Verify all invoices are recorded
• Check payment entries are correct
• Review invoice status
• Verify date range selected

Aging calculation incorrect:

• Check invoice due dates are correct
• Verify payment terms are set
• Review payment allocation
• Check as of date selected

Accounts Receivable Summary in EquiBillBook provides valuable insights into your receivables, helping you manage collections effectively, assess credit risk, and maintain healthy cash flow.