FAQ: AR Aging Detail Report

Q: Why is the Outstanding Amount less than the Original Amount on some invoices?

The customer has made a partial payment. The Original Amount is the full invoice total; the Outstanding Amount is what remains unpaid. For example, if an invoice was for 1,000 and the customer paid 400, the Outstanding Amount is 600. The invoice remains on the aging report because the balance is still unpaid.

Q: Why does an invoice I paid still appear on the aging report?

There are a few possible reasons:

• Partial payment: The invoice was only paid in part; the remaining balance appears on the report.
• Payment not yet recorded: The payment was made but has not yet been recorded or matched in Usystems.
• Payment applied to a different invoice: The payment was recorded against a different invoice; contact support if the allocation is wrong.
• Invoice is on hold or disputed: Some invoices are held pending dispute resolution. Check the invoice status in Usystems.

If you believe the invoice should not appear, check the invoice detail in Usystems to verify the payment status.

Q: Can I use this report to create a collection email list?

Yes. Export the report to Excel (see "Exporting and printing the AR Aging Detail report"). You can then:

• Filter to the aging buckets you care about (e.g., 90+ days).
• Sort by customer name or amount.
• Copy the customer contact information and email addresses (if tracked in Usystems).
• Use Excel to mail-merge the data into a collection letter or email template.

This is not automated in Usystems, so you will do the setup manually.

Q: Why does the report show different totals than the AR Aging Summary?

The Summary and Detail reports should show the same total if you use the same filters and report date. If they differ, check:

• Report date: Make sure you used the same date in both reports.
• Filters: Verify that the filters are identical (same customer, currency, status, etc.).
• Timing: If you ran the reports at different times, new transactions may have been posted between runs.

If totals still don't match after checking these, contact your administrator.

Q: Can I filter by a specific invoice date range?

Some versions of Usystems allow filtering by the date the invoice was created. This is different from the aging date, which is relative to the report date. If your version supports it, you may see a "Date Range" filter option. Check your report page to see if this is available.

If not, you can export to Excel and filter or sort by the Invoice Date column manually.

Q: What if a customer disputes an invoice amount?

Use the AR Aging Detail report to find the invoice in question:

1. Filter by Customer to find that customer only.
2. Look for the disputed Invoice Number.
3. Verify the Amount and Invoice Date.
4. If the amount on the report does not match what the customer claims, investigate the invoice in Usystems (the invoice may have been edited or a credit memo may have been applied).
5. If the invoice is genuinely in dispute, ask your administrator if you can flag it as "In Dispute" status to exclude it from aging calculations (depending on your configuration).

Q: Can I see which invoices are under a credit hold?

Some versions of Usystems allow you to filter by Status (e.g., "On Hold," "In Dispute"). If your report supports status filtering, check the available options. If not, you may need to review the invoice details individually in Usystems to see hold reasons.

Q: Why does the report include invoices with $0 outstanding?

Invoices with a $0 outstanding amount have been fully paid but may still appear if:

• The payment was recorded very recently and the report cached an older version.
• The invoice status was not updated after payment.

Re-run the report to see if the $0 invoices disappear. If they persist, ask your administrator to check the invoice status and payment matching.

Q: Can I set a minimum or maximum amount filter?

This depends on your Usystems version. Some implementations allow filtering by amount range (e.g., show only invoices > 10,000). Check the filter options on your report page. If not available, you can export to Excel and sort or filter by the Amount or Outstanding Amount column manually.

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