Accounts Receivable Aging and Detail Report

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Prior to reading the instructions on the Accounts Receivable Aging and Detail Report, it is beneficial to review the following sections of the IU Accounting Standards Book to gain foundational information along with report requirements and best practices:

  1. Accounting Fundamentals Section
  2. Chart of Accounts and General Ledger Section
  3. Internal Controls Section
  4. Account Reconciliation Section


The Accounts Receivable (AR) Aging and Detail Report was created as a tool for IU departmental users to track and manage their outstanding accounts receivable balances. The balances reflected on these reports are limited to those transactions that were initiated within the KFS AR module and are recorded in object code 8118 in the general ledger. The primary purpose of the AR Aging report is to help units identify which customers have unpaid balances, how much they owe, and how long the balances have been outstanding. The report output allows users to review the units aged accounts receivable balances with the report displaying detail by organization, by account, and by customer. Units will also be able to review their detailed report which lists invoices issued and organizes them by how long they have been outstanding.

Other uses of this report include:

  • Managing cash flow, identifying overdue payments, estimating bad debt expenses, ensuring financial integrity, and maintaining healthy customer relationships.
  • Gauging the financial health and reliability of customers as well as acting as a useful tool to revise the allowance for doubtful accounts.
  • Assess the timeliness of customer payments and determine if additional credit and/or collection efforts are needed to address issues.
  • This report can be used in conjunction with the Accounts Receivable Checklist as a measure to ensure accuracy and completeness of 8118 balances, reduce the risk of errors or fraud in the accounts receivable process, improve collections and cash flow, and maintain the integrity of financial reporting.

How the Accounts Receivable Aging and Detail Report Works

The Accounts Receivable Aging and Detail Report is used to view the aging of object code 8118 accounts receivable balances displayed in three different tabs. The balances are listed by organization, by account, and by customer. By default, all three tabs are displayed in the output, however, the user has the option to choose only a specific tab to be shown. Within each tab, balances are viewed in columns detailing original invoice amount, open invoice amount and categorizing the open amount by length of time outstanding. The number of days outstanding is calculated by determining the number of days between the approval date of an invoice and the report run date. Using the outstanding calculation, invoices are divided into different time periods, such as 0-30 days, 31-60 days, 61-90 days, etc. This allows units to see which customers have been slow to pay and how much is owed in total. By tracking days outstanding, units can better manage their cash flow, take proactive steps to collect overdue payments, and ensure the accuracy and completeness of the 8118 balances. This information can also be useful in identifying customers who are consistently slow to pay and may require additional follow-up to ensure timely payment in the future and adjustment to any allowance for doubtful accounts. Additionally, to examine the financial details of the report more thoroughly, users have the option to select the "Include Hyperlinks" parameter when running the report. Enabling this feature allows users to drill down into specific balances by simply clicking on them. This drilling down process plays a vital role in acquiring in-depth financial information. It involves delving deeper into the report to gain insights into the accounts receivable balances and provides a comprehensive breakdown of the attributes that constitute those balances. These attributes include the processing chart and organization, financial document numbers, days past due, and document descriptions. Within the detailed report, users can further drill down on the financial document number, which will open the corresponding invoice document in KFS if they have KFS AR access. This level of analysis is invaluable in identifying the specific customers or accounts that contribute the most to outstanding balances. By leveraging this drilling down capability, units can make well-informed decisions regarding collections strategies, credit policies, and potential write-offs. Ultimately, this enhances their accounts receivable management and overall financial health.

The ability to drill down into the report not only provides a comprehensive view of the accounts receivable balances but also empowers units to take proactive measures in optimizing their financial performance.

Running the Report

Define the search parameters to return results relevant to your organization or to a specific account. The search parameters available in the Accounts Receivable Aging and Detail Report are divided into three parameter types: chart of account report parameters, report specific parameters and display parameters.

If there are questions related to running the report, requirements or reviewing results, please contact your (RC) fiscal officer or campus office. Each campus may have individual specific requirements related to Accounts Receivable Aging and Detail Report, be sure to reach out to the related campus office or fiscal officer prior to quarter closings.

General Notes: Do not include any special characters other than approved wildcards in any of the below parameters. Additionally, do not run reports by campus as it will take up valuable computing services.

Click Save Parameter Settings to save your parameters for future use of this report. For instructions on how to save settings, review the Save Parameter Settings document on the Controller’s Office Reporting Tools page.