Troubleshoot an aging report

Your aging report can have discrepancies with the respective General Ledger account for a number of reasons, such as errors in information entry or tweaking of options in the application configuration. This topic can help you determine why your aging report is yielding results that are not as expected. It provides common causes and solutions.

There are two standard aging reports: Customer aging and Supplier aging. The following list describes possible reasons that your aging report shows a discrepancy. In most cases, the reasons are the same between the two reports.

Some transactions might not have been imported correctly.

Determine if any transactions are missing from the originally imported transactions. Depending on what you find, take one of the following actions:

  • If transactions were missing: Import the missing transactions.
  • If transactions were not missing: Add a journal entry to make the GL beginning balance match the amount of the originally imported transactions.
  • Reversals done in the wrong period. Check your reversals to see if the transaction date matches the reversal date. If not, the transaction was probably reversed in an incorrect period.
  • The application (Accounts Receivable or Accounts Payable) misconfigured.

Make a journal entry to remove the reversal from the incorrect period. Then, make another journal entry to add the reversal to the correct period.

Verify that the configuration is correct, and correct if needed. On the appropriate configuration page:

  • Correct aging periods. For the first line of the Aging period range, leave the Minimum range blank and set the Maximum range to 0.
  • Make sure to the checkbox for Display reversals as historical transactions is checked.

This is expected behavior. Journal entries made directly to the GL account do not flow to the subledger.

Manually reconcile and track direct journal entries to ensure the GL ties to the aging report.

  • If you intended for journal entries to be outside of Intacct, deduct the values to ensure the balances match.
  • If the journal entries are coded to the incorrect GL accounts, edit the journal entries to fix the coding.

Some accounts might not be configured as overriding the GL accounts in the application might have been configured after the override was set.

Configure the use of overriding GL accounts in the application configuration and select the correct accounts to be overridden. Transactions created after that change are included in the aging report.

This is expected behavior when the transaction has met the criteria for removal:

  • the age due date is reached for the transaction (for example, it’s day 31 on a 0-30 day report)
  • the AP purchase invoice or AR sales invoice is paid
  • a credit or advance is applied to the AP purchase invoice or AR sales invoice
  • AP purchase invoice or AR sales invoice is deleted or reversed

Rerun the report to see any late changes.

Determine the amount of the transactions that were imported as historical and make a journal entry to balance the AR account.

The exchange rate type might be populating the amounts to the Intacct daily rate, causing the report to revaluate based on the daily rate.

Make sure that no default exchange rate is selected. (The Exchange rate field is blank.)

The Exchange Rate Type field must be set manually to see information from Entities with Base Currencies other than the one you selected in the Reporting Currency field.

You could be running the Aging report based on the GL posting date and AR GL report based on the Document date.

Run the AR Subledger and Customer aging reports based on the GL posting date to tie the balances to the GL.

The Aging report is based on the GL posting date, but the Select date you chose causes a mismatch if a payment was received before the AR sales invoice date.

Use either of the two following procedures to tie the balances:

  • Make journal entries to:
    1. Clear the payment.
    2. Add the payment in the right period, by using the AR sales invoice date or any date thereafter.
  • Within Accounts Receivable:
    1. Reverse the payment.
    2. Re-create the payment (select the AR sales invoice for payment again).

Example: You create an AR sales invoice on December 1 and erroneously recorded that payment was made on November 15. When you make a journal entry to add the payment or select the AR sales invoice for payment again, use December 1 or any date thereafter as the payment date.

To prevent a payment date from ever being before the AR sales invoice date, make sure that the option for Payment dates must be greater than their AR sales invoice dates is selected in your AR configuration.

AR is configured to post advances or overpayments to non-AR accounts.

Advances and overpayments can be tracked in separate GL accounts from other receivables. For many companies, these transactions are tracked in a GL account associated with Cash Management, such as a deposit liability account. Depending on how your account groups and financial reports are set up, this can cause your balance sheet to differ from your AR aging.

  1. Review the GL accounts selected for Customer advances and Overpayment in your AR configuration.
  2. Review the account groups used to represent Accounts Receivable in your balance sheet report.
Every company's accounts and account groups are different. However, many companies find that moving the GL accounts for customer advances and overpayments to the AR account group resolves the problem.