AR Aging Reports by Division

Question

We have several operating divisions and we would like to be able to run AR Aging Reports by division so that each office could run their own aging report that only contains their outstanding AR and retainage items. We have the added problem of receiving cash receipts as prepayments where there is no AR invoice, so the prepayment has no division attached to it. 
 Has anyone created a report that can be conditioned to do this? 
 
 Thank you.

Harry Lee · Accepted Answer

Well I agree with your concept theoretically. 
 Maybe I'm a lucky one. I had gone through the whole AR Distribution table and checked on every single line, and none of the line is missing the Revenue Account. 
 To be on the safe side, then can simple modify the Design Formula to Division prefix of the Revenue Account or Division prefix of the Debit Account = Division_Select . 
 That way, you can run the report inside the Timberline without suffering from the slowness of ODBC or the time delay of SQL Replicator.

Harry Lee · Answer

SPouncey68, 
 How is the division defined? Is it defined by GL Account # segment? 
 If your Division is separated by GL Prefix and you have Report Designer, you can do the following to achieve that. 
 1. Add a Division selector on the required Prompt Window. Let's say the prompted field is call Division_Select 
 2. Add a Design formula. If the Division prefix of the Revenue Account field in the AR-Transaction Table = Division_Select prompt field then Yes otherwise No. Save the Formula called it Division_Condition. 
 3. Add a condition to your report template, Division_Condition in Design Formula . Make the check box. 
 That way, you can easily Type in or Select the Division on the Report prompt window. 
 Otherwise, 
 You can also set condition every time when you print the report by Adding in Equal To condition on the Division prefix of the Revenue Account .

ieXcel with Sage 300 CRE · Answer

Hi SPouncey68, I agree with S300CREConsultantJJ that Harry Lee approach doesn't always work. When they designed the AR database they (sadly) didn't always put the Trade Debtors/Accounts Receivable account in the same field which means that depending on the transaction type you have to look at either of the 2 account fields. That's why the report takes time to run. I have created a vba programmed report into Excel that dynamically produces every divisions Aging report as a separate tab in a single button press. So you get all divisions as a unique report in the same report run. And its dynamic, so if you add a new division it will automatically include it when it gets data. When you have reviewed the Aging reports, it can send the Debtors Statements out as an email in a single button press (based on the "Send Statement" check box on the Customer record). Let me know if you need any further help.

Sage Construction & Real Estate

AR Aging Reports by Division

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