Enhanced interface

AR Ledger report

The AR Ledger report is a list of detailed customer accounts. It shows the current account balances for customers. This report shows the beginning balance for the period you have selected, along with the charges and payments for each customer.

Use this report to see if the balance in the AR Ledger agrees with that in the general ledger and to see which customers have balances greater than zero.

You can adjust the time period, customer, customer type, and payment group to meet your reporting needs. Normally, this report shows only customers with balances greater than zero. However, you can choose to include zero-balance customers as well. In the report, you can select the customer name to drill down to the Customer Information page.

Who typically needs this report?

Accountants, controllers, and anyone who needs to see who owes money to whom.

For information on terms that may differ in your location, see Terminology across locales.

To generate this report, go to Accounts Receivable > All > Reports > AR ledger.

Subscription	Accounts Receivable
User type	Business, Employee, Approval, CRM
Permissions	Run: AR Ledger report

View a monthly report

Generate the report.
When the report settings page appears, select View.
A report showing results for the default reporting period appears in your browser.
Optional: Select Customize to refine the report, and follow the steps in the following section, Customize and Run.

Customize and run

Before running the report, you can select the time period and types of items to include as well as specify how you want the report to appear.

Select the reporting period from the dropdown menu, or enter the start and end dates you want the report to cover. If you do not specify a reporting period, the system generates a report for the current month to date.

You can specify either the reporting period or the start and end dates, but not both.
Set the filters to get the specific data you want.

Filters enable you to include or exclude specific types of data in the report, such as supplier and location. As a general rule, to get fewer and more precise results in your report, set more filters.
Format the report.

Format options vary from report to report. Generally, you can set the layout of the report and/or arrange how to group and display the data contained in the report.
Type a title, subtitle, and footer text for your report.

Do one of the following:

How to work with reports
To:	Select:
View the report now, in your browser.	View
Display the report in PDF format so you can print it or save it to your local drive.	Print
Generate the report and store it for later access. Available formats include HTML, printable (PDF), Excel, CSV (comma-separated value), and Text. Reports can be stored: In Intacct In the My stored reports list Delivered to a cloud storage location, such as Dropbox Learn more about processing and storing reports.	Process and store
Add the report to your dashboard.	Add to dashboard
Memorize (that is, save) the report in the Memorized reports list so that later you can refer back to it or modify and re-run it. You can schedule memorized reports to run on a recurring basis. Intacct can automatically email the reports or deliver them to a cloud storage location.	Memorize
Export the report to a separate file that you can then distribute or save to your local drive. Available file formats vary among reports.	Export

After you run a report, you can either email it to others or return to the Report Settings page to refine the results.

Share and refine reports
After running the report, to...	Select
Email the report to others.	Email
Return to the main report page and refine the report further.	Customize

You can use trial-and-error to get the precise results you want. Just fill in the desired fields, and select View to see the report. If the results aren't what you want, select Customize to return to the report setup page and refine the report further. Repeat this process until you're satisfied.

For complex financial reports that will be run regularly, save the report after you're done setting it up. The next time you're ready to run the report, you only have to change the As of date before running the report.

Time period

You can use one of the numerous predefined reporting periods available from the Reporting Period and As of Date boxes, or create your own reporting period using the Start Date and End Date boxes.

To set the time period:

In the Time period section, do one of the following:

Use the Reporting period dropdown list to select the reporting period. Either enter a date in the As of date field or use the calendar tool to select a date.
Enter a specific Start date, End date, or both. Alternatively, use the calendar tool to select the desired dates.

If you complete all the time period fields (that is, if you fill in the Reporting period, As of date, Start date, and End date fields), Sage Intacct generates your report based on the start and end dates. It ignores the As of date.

The following table describes the fields in the Time period section.

Field	Description
Reporting period	These periods are relative to the As of date. All periods begin on the first day of the period, such as the first day of the month, quarter, or year that you select.
As of date	The date that Intacct will use as a baseline for the reporting period you select. Defaults to today's date.
Start date	Leave the Start date blank to include all information from the earliest date of your Intacct data up to and including the end date.
End date	Leave the End date blank to include all information from the start date up to today.
Prompt on run	Select this checkbox to force Intacct to wait for you (or anyone using this report) to enter a location, department, and/or time period before it will run the report.

Report filters

You can filter the list of customers by customer name or type. You can also choose to suppress or display accounts with zero balances.

To set filters to refine your report results:

To set the report to show results for a specific customer type, select the Customer type dropdown, and then select the customer type you want the report to cover.
To filter by payment group, select the Summary dropdown list, and then select the summary you want the report to cover. To include all summaries, leave the selection empty.
To filter by territory, select the Territory dropdown list, and then select the territory you want the report to cover. To include all territories, do not select anything.
To set the report to show results for a specific customer or range of customers, use the From customer and To customer dropdown lists.

How to use the From and To fields

All From and To field pairs work the same way. Use them to get search results in as broad or as fine a range as you need, from everything in the system down to a single specific object.

To run this report for a single object:

From the From dropdown list, select the object you want.
From the To dropdown list, select the same object.

To run this report for a specific range of objects:

From the From dropdown list, select the object that you want at the beginning of the range.
From the To dropdown list, select the object that you want at the end of the range.

To run this report for all objects:

Leave both fields blank.

If you have a large number of objects or the report takes too long to process, use the From and To fields to run a series of smaller reports. For example, you can run five reports, one each for objects whose names begin with A-E, then F-J, K-O, P-T, and U-Z.

An object is a catch-all term that refers to any specific data item in the system. Customers, suppliers, items, and accounts are all examples of objects.

In addition to filtering your results by customer, customer type, and/or payment group, you can specify the type of currency, the exchange rate, the location, and the department.

To set additional filters for multi-currency, multi-entity companies:

Transaction Currency

If you are a multi-currency company, you can filter transactions based on a specific currency. (This field is visible only in a multi-currency environment). From the Transaction currency dropdown list, select the currency you want the report to show. If you do not select a currency, the report includes transactions in your base currency.

Exchange Rate Types

If the transaction currency is not your company's base currency, select Exchange rate type, and then select an exchange rate type such as Intacct daily rate or WSJ published rate.
If you know what the exchange rate should be for this AP supplier invoice or have contracted a set rate with the customer, you can type it into Exchange rate. Otherwise, the exchange rate is generated automatically when the occurrence of the AP supplier invoice is generated.

Location/Department

Select the Include option if you want the report to include customers who you use occasionally (or "one-time"). Select the Grouped option to include one-time customers as a stand-alone group. Select Exclude if you do not want to include one-time customers in your report.
Select Document date if you want to base your report on the date that its corresponding document was created, or select GL posting date to base it on when the transaction posted to the GL.
Select the Include all customers checkbox to include transactions to and from all customers in your report.
Select Include zero balance customers with activity to include accounts with zero balances.

The following table describes each item in the Filters section of this report settings page:

Filter Box	Notes
Customer selection	Range: This option lets you set the report to show results for a specific customer or range of customers with the From customer and To customer dropdowns. By default these boxes are blank, which means the report will get results for all customers. With this option, you can choose to Include child customers in your filter results. How to use the From and To fields All From and To field pairs work the same way. Use them to get search results in as broad or as fine a range as you need, from everything in the system down to a single specific object. To run this report for a single object: From the From dropdown list, select the object you want. From the To dropdown list, select the same object. To run this report for a specific range of objects: From the From dropdown list, select the object that you want at the beginning of the range. From the To dropdown list, select the object that you want at the end of the range. To run this report for all objects: Leave both fields blank. If you have a large number of objects or the report takes too long to process, use the From and To fields to run a series of smaller reports. For example, you can run five reports, one each for objects whose names begin with A-E, then F-J, K-O, P-T, and U-Z. An object is a catch-all term that refers to any specific data item in the system. Customers, suppliers, items, and accounts are all examples of objects. Multiple customers: This option lets you add multiple customers and ranges of customers the filter list to better target your report results. Customer group: This option lets you filter for all customers within a particular customer group.
Customer type	Enables you to get data only for the type of customer you specify here. By default this box is blank, which means the report will get results for all customer types.
Summary	Enables you to get data only for the summary you specify here. By default this box is blank, which means the report will get results for all summaries.
Territory	Enables you to get data only for the territory you specify here. By default this box is blank, which means the report will get results for all territories.
Transaction currency	Enables you to specify the currency. By default this option is clear, which means the report contains transactions of all currencies. However, the report itself is in base currency.
Exchange rate types	Enables you to select which exchange rate to use. The default is the Intacct daily rate. If your company uses custom exchange rate types, the Exchange rate type dropdown contains choices for them, where one might also be a default. For example, your company could have Monthly, Weekly and Spot rate types along with their various exchange rates. Alternatively, if your company has not defined any custom exchange rate types, you can use the Intacct daily rate.
Location	Enables you to limit report results to a specific location. Only appears for multi-currency, multi-entity companies.
Department	Enables you to limit report results to a specific department. Due to their potentially large size, reports with departments and locations on individual pages can be run offline only. Therefore, if you select the Individual report option, you can select only Process and store.
Individual report	Select this checkbox if you want each entity or department and/or location to have its own report page.
Prompt on run	Select this checkbox to require you (or anyone using this report) to enter an entity or location and department before the report will run.
Show one-time customers	Customers who you use occasionally (or "one-time") are normally excluded from the report. You can include them in the report by selecting Include, or include them as a stand-alone group by choosing Grouped.
Based on	You can choose to base the report on when the corresponding document was created or when the transaction was posted to the GL. The Based on date type appears at the head of the report.
Include all customers	Select this checkbox to list all the accounts.
Include zero balance customers with activity	Select this checkbox to list only the accounts that have zero balances.
Show for	Select to show different views of the data, based on the location or entity you choose: All locations: This option shows the data that's posted to the location or entity and its children. This location: This option shows only the data that's posted to the location or entity you select. The data posted to any child location is not shown. Child locations: This option shows only the data that's posted to the child locations of the location or entity that you select. Any data that's posted to the parent location or entity is not shown. Example: Suppose your location is United States > California > San Francisco. All locations would show transactions for United States, California, and San Francisco. This location would show transactions for United States. Child locations would show transactions for California and San Francisco only.

Formatting

Use this section to specify the sort order and to change the page layout of the report.

To sort the report results, select the Sort by dropdown list, and then select the category to sort by.
The abbreviation "desc" after an option means "Descending order", such as reverse alphabetical or reverse numerical order.
To change the page layout, select the Page orientation dropdown list, and then select either Portrait or Landscape.

The following table describes each item in the Format section of this report settings page:

Format options
Format Box	Notes
Sort by	Date is the default.
Page orientation	Portrait is the default layout. Portrait: display or print the report pages vertically. Landscape: display or print the report pages horizontally.

Titles and footer

Titles, subtitles, and footers apply only to the PDF version of this report.

Generate a PDF version

Open the report and select Graph.
From the graph page, select Print.

Enter the title in the Report title 1 box.
- This title displays in large type at the top of the page, directly under your company name.
- You can enter over any default name that the system might have automatically supplied in this box.
Enter the subtitle in the Report title 2 box.

This subtitle displays in smaller type, directly beneath the main title.
Enter the footer text in the Footer text box. Footer text displays at the bottom center of the report.

You can use up to 80 characters, including spaces, in each title and subtitle, and footer.

When outputting to PDF, Standard reports automatically include the Created on timestamp and page number at the bottom of the page.

What's in this report?

The default AP Ledger report consists of the following columns:

Report Column Heading	Description
Based on	The date filter on which the report is based: Document Date GL Posting Date
Customer	The customer or customers on which you filtered
Date	The document or GL posting date, depending on your filtering selection
Document	The document ID, for example, the AR sales invoice number
Reference	A number such as an associated sales order or account number
Memo	The ID associated with your customer (supplier) and the customer's name.
Txn currency	Transaction currency
Txn amount	Transaction amount
Charges	The debits posted to the customer's account for the selected period.
Payments	The credits posted to the customer's account for the selected period.
Balance	The total amount of your customer's balance for the selected period (that is, the amount that the customer owes you).
Totals	The total amount of the customer's balance for the selected period.

What are external credits?

External credits are adjustments, advances, or negative AP supplier invoices that are owned by one entity but applied to AP supplier invoices in another entity.

For example, you have an AP supplier invoice from your San Francisco entity and an adjustment from your Los Angeles entity. Within the San Francisco entity, you apply the adjustment as a credit to the AP supplier invoice.

When you run the ledger report from either entity for that period, you see an External credit applied entry.

To view external credits from the top level, filter ledger reports by entity. External credits appear only in the period in which they occur.