There are two quick ways to determine account balances:
Run a report from the Central Report Manager
Use the Guardian Balance Viewer
There are many reports associated with A/R activity. Most A/R reports include selection criteria to provide different views of the data so that you only print what is needed. For most A/R reports you can select date ranges, accounting periods, transaction types, specific guardians, etc.
To access the Central Report Manager:
click on Reporting
click on Central Report Manager
double click on Accounting
double click on Accounts Receivable
double click on A/R Balance Analysis
The Outstanding A/R Payment Accounts Report is also known as the A/R Aging Report. When you run this report, you will receive a list of guardians who still have an outstanding balance, as well as how old that balance is. You can run this report for:
active families
inactive families
The aging portion of the report shows balances by the following breakdown:
less than 7 days
8 - 15 days
16 - 30 days
31 - 60 days
greater than 60 days
This report is often used to determine which accounts are considered delinquent and may be turned over to collections.
The Guardian Balance Viewer is a tool to make viewing Guardian Payment Account balances easier. There are several reports that also can be printed to provide similar views of the data, however, this window gives you a quick "on-line" mechanism for scanning accounts. Also, this window allows you to view specific types of accounts:
Guardians with Debit Balances (they owe you money)
Guardians with Credit Balances (you owe them money)
All Guardian Accounts
Once your selected data is displayed, you can print out the Guardian Balance Viewer by clicking on the PRINT GRID button. This produces a great one line report per Primary Guardian of their account balance.
To access the A/R Guardian Balance Viewer:
click on Accounting
click on Accounts Receivable
click on Guardian Balance Viewer
There are two drop down arrows that you can select to develop the criteria for what you see displayed in the grid.
The first box allows you to specify what type of account should be viewed:
Accounts with Debit Balances (guardians owe you money)
Accounts with Credit Balances (you owe guardians money)
All Balances
The second box allows you to specify what type of Guardian should be viewed:
Active Primary Guardians
Inactive Primary Guardians
All Primary Guardians
Press the PRINT GRID button if you would like to capture the current contents of the grid on paper. A simple report displaying the guardian name and balance will be printed. If the report does not look good on your screen, then it will not print properly on paper. If the columns split across 2 pages on your screen, simply resize the report by grabbing one of the corners of the report and drag your mouse inward.