Reports for Billing

Question

I just need a simple report report that shows how much we billed out for the last month and how much is overdue. All of the reports I am running do not make sense. The data that comes out is not right. For instance, it on Aged A/R Balances by Date, it shows a customer with an overdue balance of $285.00. That customer owes nothing. It shows in parenthesis a credit balance of $195.00 and in the 30 day column $90.00. If you had these 2 numbers it would be $285.00 but they owe nothing. 
 I might need someone more trained to create a simple report but all my boss wants to know is how much we billed for the past month and what the outstanding balances are. Every report I run, there is an issue with it!! 
 
 HELP. 
 
 Thanks!

Caren2 · Answer

Sounds like you have payments or credits that aren't applied to the bill. Go to the AR transactions list and filter for the client. Then scroll through looking for a payment or credit that shows an amount "unapplied". Apply it and continue. This should clean up the list. 
 If you need help consultants like Terry or I can provide assistance with this.

RogerS · Answer

Using Sage Timeslips Premium, those suspense payment issues are located very quickly and resolved without having to hunt them down manually. 
 The Aged A/R Balances report would show aged balances, and an Invoice Listing report would show amounts billed during a date range.

Nancy Duhon · Answer

So, your original post is a bit confusing and has a lot going on in it, which makes it difficult to answer quickly and neatly. Let's try to break it down. 
 1) You ask for " a simple report report that shows how much we billed out for the last month and how much is overdue." Which if we take that literally means you want two things in one report. A) how much your firm billed out and B) how much is overdue. 
 The A) how much you billed out is pretty easy to see in an Invoice Listing report filtered for Invoices dated Last Month. 
 But the B) part is not quite clear. Do you mean i) of the amounts invoiced last month, how many are still owing? (They may or may not be OVERdue depending on when you invoiced them. Was it at least 30 days ago? By default, Timeslips only considers an amount OVERdue if it is over 30 days old. Until then, the amount due is simply considered a CURRENT balance.) Or ii) do you want to know which accounts in your system have not been paid (regardless of when they were billed)? It is a subtle distinction, but it makes a difference in which report I might refer you to. 
 If you mean i) how much of last month's invoice is still outstanding - then you can use the Options in the Invoice Listing to show payments applied and balances remaining. So, you could see for example that you billed out $300,000, you have been paid 250,000 and that $50,000 is still owned on last months invoices. 
 If you mean ii) which clients still owe money on their invoices (no matter when generated) and how long have they owed it, then the Aged A/R report is what you are looking for. (Note that this is NOT the Aged A/R by Date which you reference in your original post. That is a variation on the Aged A/R report, but the complexity it introduces is not necessary for what you are seeking. It is designed to let you see what your clients owed you as of some date IN THE PAST. Aged A/R will always give you want they owe you TODAY.) 
 2) There is a second issue which you then present re: your Aged A/R by Date not showing accurate data. I t is true that both Aged A/R and Aged A/R By Date can only reflect accurately if payments are applied correctly against invoices. The total amount owed should always be correct, but if you see an amount owed and a Negative/In Parenthesis Current Amount that equals Zero, then that is a classic case of Timeslips knowing that you got paid (the Negative/In Parenthesis Current Amount) but not knowing which invoice it is paying, so those positive amounts appear in the corresponding aging column. Timeslips is essentially saying I have two invoices outstanding and a current payment but I've not been told to apply those payments to the outstanding invoices. The total equals zero. 
 Both Caren2 , and RogerS have replied with advice on how to fix/apply the payments against the invoices. Thus pairing them up and removing them from A/R. They stop showing up because the invoice is no longer owing and there is no longer any unapplied Current amount. 
 Again, the Aged A/R report total should not change, the clients still owe you the correct amount of money. Timeslips is just needing help knowing which invoice the payment is paying off. 
 If you need further help, you can contact Sage if you have a support agreement. If not, or even if you do, you are always welcome to engage the third party consulting services of the various Certified Consultants for Timeslips of which Caren2 and I would be. 
 Hope this helps. 
 Nancy Duhon, Esq. Duhon Technology Solutions, LLC Master Certified Consultant for Sage Timeslips LawPay Partnered Consultant Providing individual Consultations and Third Party Remote Desktop Support - including older/unsupported versions. 404-325-9779 duhon@duhon.biz

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