Note: This report is not available to Limited Agents.
This report shows you the movements to the AR Balance ledger for the specified period.
Opening Balance: The money owed to your company at the start of each month (in the case of the image above, the start of time, Jan 1, 1990, to July 1st, 2023).
Closing Balance: The money owed to your company at the end of each month (in the case of the image above, July 31st).
When the closing balance is lower than the opening balance, your customers owe you less money than they did at the start of the month. The reason for this can be complicated. A write-off would also decrease the number. So, although it is “good” that your customers owe you less money, the ledger could have gotten there outside of direct payments.
Debits are transactions that increase what the customer owes you. Debits include:
- Charges
- Refunds
- Taxes
- Reverse Discount debits in period
Credits are reducing what the customer owes, either through payments or by the company (you) paying. Credits include:
- Payments
- Discounts
- Manual Credits
- Write-Offs
- Reversals (undoing the charge, discount, tax etc.)
- Opening Balance Credits
- Tax Reversal
When you export the AR Balance Report, you will see in column Q “Accounts Receivable Debits” and column R “Accounts Receivable Credits,” which you can map back to column C “Transactions.”
Notes:
- Each currency will be shown in a separate report if you have multiple currencies. Choose a currency from the top field in the report.
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You can also select a date range to report on.
IMPORTANT: When choosing a date range, keep in mind that the dates of the report contribute to the uniqueness check for the export process and the Stax Bill system will not allow you to re-generate the same report with the same date range until after it has expired (30 days after creation). For this reason, if you are running a month-to-date report in the middle of a month, ensure that you choose today's date as your end date so that it can be run again on a future date before the original expires. For example, to run a monthly report today, November 4, choose November 4 as the end date of the report. Tomorrow, you can run the same report with the end date of November 5, and so on. If you use November 30 as your end date. You will not be able to run the same report again until after it expires.
This report can be very large, depending on the size of your account and the number of transactions that have occurred. Therefore, you cannot directly download the report to CSV in real-time. Instead, there is an Export CSV button; when clicked, the system will submit a background process to deliver your report results when completed. You can access the report from the Notifications page at the top of the screen once it is ready. The system also automatically sends an email to the user who submitted the request once the report is ready for download.
Note also that you can include extra information in your report export by clicking the Options link. Include Full Customer Details includes all the detailed customer fields in each report row.
Tip: If someone in your organization has already submitted a report with identical parameters request, you will receive an information message and a link to the Report Exports screen to download that report. The Stax Bill system checks for duplicate requests so the system is not unnecessarily overloaded.