Exporting and printing the AR Aging Detail report

After you have run the AR Aging Detail report, you can export it to Excel or PDF for collections follow-up, further analysis, or record-keeping. You can also print it to paper or PDF directly from Usystems.

Before you start

• The AR Aging Detail report must be generated and displayed on screen (see "Running the AR Aging Detail report").
• For follow-up work, Excel is recommended so you can add notes, check off customers you've contacted, and track progress.
• For archival or email distribution, PDF is recommended for a fixed, legally defensible snapshot.

Steps — Export to Excel

1. On the report page, look for the Export or Download button (usually near the top or top-right of the report).

2. Click Export to Excel (the label may vary; common labels include Download, Save as Excel, or Download Excel).

3. Your browser downloads a file with a default name like AR_Aging_Detail_2026-07-03.xlsx.

4. Save the file to your computer:

   • Most browsers show a "Save As" dialog; choose your folder and confirm.
   • Or the file goes directly to your Downloads folder.

5. Open the file in Microsoft Excel, Google Sheets, or another spreadsheet application.

6. (Recommended) Add a Status column and track your follow-up:

   • Insert a new column next to the Customer or Invoice Number.
   • Add headers like "Contacted," "In Dispute," "Promised Payment," etc.
   • Check off each row as you follow up with the customer.
   • Save your progress locally.

Steps — Export to PDF

1. On the report page, look for the Export, Download, or Print option.

2. Click Export to PDF (or Save as PDF if available).

3. Your browser may:

   • Automatically download a PDF file (check your Downloads folder), or
   • Open a print preview dialog (see "Print to PDF" below).

4. Open the PDF in your preferred document reader (Adobe Reader, Preview, etc.).

Steps — Print to Paper or PDF

1. On the report page, click the Print button or icon (usually near the top-right or in a menu).

2. A print dialog or print preview appears, showing how the report will look on paper.

3. Choose your printer:

   • To print to paper: Select your physical printer from the printer dropdown and click Print.
   • To save as PDF: Select "Save as PDF" or "Print to PDF" from the printer dropdown, then click Print.

4. Review the preview:

   • Check that all columns fit on the page width (especially if you have custom columns from Excel).
   • Adjust page orientation (landscape vs. portrait) for better fit.
   • Some browsers let you reduce scale (e.g., 90%) to fit more on a page.

5. Confirm and print/save:

   • Click Print to send to your printer or save the PDF.

Tips & common mistakes

• Excel is best for follow-up: Export to Excel, add a Status column to track which customers you've called, and use it as a collections workqueue.
• PDF for records: If you need to keep an archival copy for audit or dispute resolution, export to PDF (dated copies are harder to modify).
• Printing wide reports: If columns are cut off on the printed page, try landscape orientation or reduce the scale to 90% in the print dialog.
• Large reports take time: If the report has thousands of invoices, the export may take 10–30 seconds. Be patient and do not close the browser tab.
• File naming: Download files are date-stamped; organize them in a folder by month so you can find historical reports quickly.

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