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Accounts Receivable Activity .ng

Accounts Receivable Activity Report Overview

Parent Hub: 💰 Finance & Accounting Reports

Category: 📬 Billing & Receivables (AR)

Target Roles: Directors of Finance & Controllers, Accounting Managers & Clerks, Night Auditors

Key Value: Track every transaction hitting your AR ledger, monitor aging buckets from Current to Over 150 Days, and manage line-item collection workflows to minimize bad debt exposure.

Executive Summary

The Accounts Receivable (AR) Activity Report is a core component of the 📬 Billing & Receivables (AR) toolkit. Designed for deep-dive financial analysis, it serves as the primary financial audit ledger for tracking corporate direct-bill activity, house account charges, and manual AR adjustments across the property.

It provides real-time visibility into uncollected guest folios transferred to company billing, automatically categorizing individual transaction amounts against standard aging intervals (Current, 31–60, 61–90, 91–120, 121–150, and Over 150 Days). With full visibility into transaction types and statuses, your team can easily reconcile ledger activity and track collection progress.

Key Capabilities

  • Full Lifecycle Aging: Automatically categorizes outstanding balances across 6 distinct aging windows (from Current up to Over 150 Days).

  • Multi-Source Ledger Tracking: Audits all AR posting types, including guest reservation transfers (RESERVATION), corporate master accounts (HOUSE ACCOUNT), and administrative adjustments (MANUAL AR).

  • Line-Item Auditability: Captures guest names, check-in/out dates, transaction numbers, and current account status for precise ledger reconciliation.

Report Views & Functional Breakdown

The Accounts Receivable Activity Report organizes uncollected balances into three structured analytical perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                   ACCOUNTS RECEIVABLE ACTIVITY REPORT                  │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Aging Buckets         │ 2. Account Ledger        │ 3. Transaction   │
│    (Collection Risk)     │    (Company Metrics)     │    Details       │
│                          │                          │    (Folio Audit) │
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Aging Buckets

Categorizes total outstanding receivables into 30-day time bands to prioritize collection efforts.

  • Primary Use: Evaluating portfolio cash flow health and identifying high-risk, overdue accounts during weekly financial reviews.

  • Key Metrics: Current (0–30 Days), 31 to 60, 61 to 90, 91 to 120, 121 to 150, Over 150.

2. Account Ledger

Aggregates total AR liabilities by corporate entity and company code.

  • Primary Use: Monitoring credit limit compliance and tracking account payment velocity prior to renewing corporate agreements.

  • Key Metrics: Company Name, Company Code, Amount, Transaction Count.

3. Transaction Details

Provides granular line-item records linking guest stays, house accounts, and manual postings directly to originating transaction numbers.

  • Primary Use: Verifying invoice accuracy, reconciling guest folios, and auditing night audit direct-bill transfers.

  • Key Metrics: Transaction Type, Transaction Number, Guest Name, Check In / Check Out Date, Transaction Status.

Image 8-5-26 at 6.16 PM.png
Accounts Receivable Activity Report

Data Dictionary (Dynamic View Columns)

Customize your default view using the Configure (⚙️) icon on the report page. Below is the full data dictionary available for this report:

💡 Tax Treatment Note: All aging bucket balances (Current through Over 150) and the Amount field represent Gross Amounts (Includes Taxes and Fees) transferred from the originating folios.

Column Name

Description

Data Source / Calculation Formula

Includes Taxes & Fees?

Date

Date the transaction was posted to the AR ledger.

Transaction Posting Timestamp

N/A

Company Name

Full name of the contracted corporate account.

Company Profile > Name

N/A

Company Code

Unique identifier code assigned to the company.

Company Profile > Code

N/A

Transaction Type

Source classification (RESERVATION, HOUSE ACCOUNT, MANUAL AR).

System Transaction Tag

N/A

Transaction Number

Confirmation number or house account ID.

Folio Confirmation Number

N/A

Name

Full guest or account primary contact name.

Guest Profile / Account Name

N/A

First Name

First name of the primary guest.

Guest Profile > First Name

N/A

Last Name

Last name of the primary guest.

Guest Profile > Last Name

N/A

Check In Date

Arrival date associated with the reservation.

Reservation > Check In Date

N/A

Check Out Date

Departure date associated with the reservation.

Reservation > Check Out Date

N/A

Current

Outstanding gross balance within the 0–30 day window.

System Aging Calculation (0–30 Days)

🟢 Yes

31 to 60

Outstanding gross balance within the 31–60 day window.

System Aging Calculation (31–60 Days)

🟢 Yes

61 to 90

Outstanding gross balance within the 61–90 day window.

System Aging Calculation (61–90 Days)

🟢 Yes

91 to 120

Outstanding gross balance within the 91–120 day window.

System Aging Calculation (91–120 Days)

🟢 Yes

121 to 150

Outstanding gross balance within the 121–150 day window.

System Aging Calculation (121–150 Days)

🟢 Yes

Over 150

High-risk gross balance outstanding past 150 days.

System Aging Calculation (> 150 Days)

🟢 Yes

Amount

Total gross outstanding balance for the line item.

SUM(Aging Buckets)

🟢 Yes

Transaction Status

Status of the record (CHECKED OUT, OPEN, NONE).

Reservation / Account State

N/A

Customization & Platform Features

User & Property Preferences

  • Personal Preference: Tailor your individual view by hiding or dragging columns. Your preference saves automatically for future sessions.

  • Property Defaults: System Admins can configure standard default layouts across all property users to streamline operational reporting.

Interactive Visualizations & Grouping Controls

  • Dynamic Grouping & Pie Chart View: Aggregate ledger activity on the fly using the Group By feature. Group your data by Transaction Type, Date, or Transaction Status to evaluate ledger distribution in a structured summary table or switch instantly to an interactive Pie Chart visualization for executive presentation.

Image 8-5-26 at 6.21 PM.png
Example of Group By View

  • Aging Distribution Bar Chart: Toggle the built-in Bar Chart view to visualize total outstanding revenue distributed across specific dates and aging buckets (Current through Over 150 Days). This offers financial controllers an immediate, visual readout of portfolio collection risks over time.

Image 8-5-26 at 6.24 PM.png
Example of Bar Chart View

Advanced Controls

  • Exporting: Download in Excel or PDF format for offline distribution, audit prep, or executive presentation decks.

  • Filtering: Filter data by specific Company Name, Transaction Type, or Aging Bucket.

  • Highlighting (Conditional Formatting): Apply custom rules to automatically highlight overdue balances (>60 days) or high-value transactions.

Within 📬 Billing & Receivables (AR):

  • AR Invoice Aging – Categorize outstanding invoice balances based on days elapsed since generation.

  • Company Accounts – Review corporate profiles, credit limits, and B2B stay production.

  • Direct Bill Aging – Segment outstanding corporate balances across Accounts Receivable, Invoices, and Settlements.

  • Direct Bill Reconciliation – Identify payment gaps and verify guarantee statuses for corporate and group invoicing.

  • Invoice Details – Detailed lifecycle tracking of every generated invoice including settled vs. unsettled amounts.

Cross-Pillar Deep Dives:

  • ⚖️ Ledgers & Trial Balance: To audit unbilled direct bill accounts against general ledger balances, review Direct Bill Ledger Details.

  • 💳 Payments & Transactions: To inspect corporate settlements and payment processing history, cross-reference Payment Activity or Payment Transactions.

  • 📈 Forward Revenue & Analytics: Looking for forward-facing revenue projections or macro performance metrics (like RevPAR or ADR)? Please visit the [📈 Revenue & Analytics] reporting hub.