AR Invoice Aging .ng | HotelKey Knowledge Base

AR Invoice Aging Report Overview

Parent Hub: 💰 Finance & Accounting Reports

Category: 📬 Billing & Receivables (AR)

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

Key Value: Automatically categorize outstanding invoice balances based on elapsed aging days, track direct-bill credit limits, and switch between granular invoice-level and high-level account views to optimize cash conversion.

Executive Summary

The AR Invoice Aging Report is a comprehensive accounts receivable tool within the 📬 Billing & Receivables (AR) module. Designed for proactive credit control and cash flow management, it automatically categorizes uncollected invoice balances into standardized aging buckets based on the days elapsed since invoice generation.

By aggregating open receivables across corporate accounts and direct-bill clients, this report empowers controllers and accounting managers to monitor credit limit utilization, track payments on account, audit unbilled transactions, and streamline collection workflows before balances become severely overdue.

Key Capabilities

Flexible Granularity: Switch seamlessly between line-item invoice details, high-level corporate account rollups, and account-type breakdowns.
Credit Risk Controls: Cross-reference real-time accounts receivable balances directly against assigned Credit Limits and Available Credit Limits.
Unbilled & On-Account Visibility: Track unbilled direct-bill charges, generated invoices (OPEN/VOID), and unapplied prepayments (Payment On Account) in a single consolidated ledger.

Report Views & Functional Breakdown

The AR Invoice Aging Report organizes outstanding receivables across three structured operational sections:

┌────────────────────────────────────────────────────────────────────────┐
│                        AR INVOICE AGING REPORT                         │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. AR Aging Details      │ 2. AR Aging Summary      │ 3. AR Aging      │
│    (Transaction Ledger)  │    (Company Rollup)      │    Account Type  │
│                          │                          │    Summary       │
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. AR Aging Details

Provides a line-item transaction ledger mapping individual invoices, guest folios, unbilled charges, and prepayments directly to guest names and stay dates.

Primary Use: Reconciling invoice numbers against fiscal tax credentials, auditing billing statuses (Billed, Unbilled, Payment On Account), and investigating individual transaction line items.
Key Metrics: AR Invoice Number, FD Tax Invoice Number, Fiscal Invoice Number, PO Number, Transaction Type, Guest Name, Room Number, Billing Status, Invoice Status, Username.

Image 8-6-26 at 9.13 PM.png — AR Aging Details Section

2. AR Aging Summary

Aggregates total open balances and aging distribution at the individual corporate account level, cross-referencing account balances with credit limits.

Primary Use: Enforcing corporate credit limits, tracking unapplied prepayments (Payment On Account), and prioritizing outreach for high-balance corporate accounts.
Key Metrics: Company Name, Company Code, Company Address, Payment On Account, Credit Limit, Available Credit Limit, Total Unbilled, Over 30 / 60 / 90 / 120 Days.

Image 8-6-26 at 9.20 PM.png — AR Aging Summary Section

3. AR Aging Account Type Summary

Delivers a macro-level executive rollup categorized strictly by account classification (Direct Bill Account, Local Company, Default, etc.).

Primary Use: Portfolio-level financial reporting, assessing broad credit tier exposure, and evaluating overall accounts receivable health during executive reviews.
Key Metrics: Account Type, Payment On Account, Current, 31 to 60, 61 to 90, 91 to 120, 121 to 150, Over 150, Total, Credit Limit, Available Credit Limit.

Image 8-6-26 at 9.21 PM.png — AR Invoice Aging

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 figures (Current through Over 150) and the Total balance field represent Gross Amounts (Includes Taxes and Fees) transferred from the originating guest folios or city ledger invoices.

Column Name	Description	Data Source / Calculation Formula	Includes Taxes & Fees?
Account Type	Classification of the corporate account (e.g., Direct Bill Account, Local Company, Default).	`Company Profile > Account Type`	N/A
Company Name	Name of the contracted corporate entity or agency.	`Company Profile > Name`	N/A
Company Code	Unique identifier code assigned to the company profile.	`Company Profile > Code`	N/A
Company Address	Primary physical or billing address of the corporate client.	`Company Profile > Address`	N/A
Date	Posting date of the invoice or direct-bill transaction.	Invoice Generation Timestamp	N/A
AR Invoice Number	Unique system reference code assigned to the city ledger invoice.	System Generated	N/A
FD Tax Invoice Number	Front desk tax invoice reference code.	Front Desk Tax Engine	N/A
Fiscal Invoice Number	Certified government or PAC fiscal invoice reference number.	Fiscal Integration Log	N/A
PO Number	Client Purchase Order number linked to the invoice.	`Billing Info > PO Number`	N/A
Payment On Account	Unapplied prepayments or unallocated credit deposits held for the account.	`SUM(Unallocated Credits)`	🟢 Yes
Current	Outstanding gross balance within the 0–30 day aging window.	System Aging Calculation (0–30 Days)	🟢 Yes
31 to 60	Outstanding gross balance within the 31–60 day aging window.	System Aging Calculation (31–60 Days)	🟢 Yes
61 to 90	Outstanding gross balance within the 61–90 day aging window.	System Aging Calculation (61–90 Days)	🟢 Yes
91 to 120	Outstanding gross balance within the 91–120 day aging window.	System Aging Calculation (91–120 Days)	🟢 Yes
121 to 150	Outstanding gross balance within the 121–150 day aging window.	System Aging Calculation (121–150 Days)	🟢 Yes
Over 150	Outstanding gross balance exceeding 150 days.	System Aging Calculation (> 150 Days)	🟢 Yes
Total	Cumulative gross outstanding balance across all aging buckets.	`SUM(Aging Buckets)`	🟢 Yes
Aging Days	Number of calendar days elapsed since invoice generation.	`Report Run Date - Invoice Date`	N/A
Credit Limit	Maximum direct-bill credit authorized for the company.	`Company Profile > Credit Limit`	N/A
Available Credit Limit	Remaining authorized credit available for new direct-bill bookings.	`Credit Limit - Total AR Balance`	N/A
Transaction Type	Entry classification (`Charge`, `Payment`, etc.).	Ledger Transaction Tag	N/A
Transaction Number	Underlying reservation confirmation code or folio reference.	System Reference ID	N/A
Transaction Description	Itemized ledger memo, guest stay details, or payment method description.	System Description	N/A
First Name	First name of the primary guest associated with the charge.	`Guest Profile > First Name`	N/A
Last Name	Last name of the primary guest associated with the charge.	`Guest Profile > Last Name`	N/A
Room Number	Assigned physical room number during the stay.	`Reservation > Room Number`	N/A
Folio No	System folio number where the transaction originated.	`Folio ID`	N/A
Company Status	Account lifecycle state (`ACTIVE`, `INACTIVE`).	`Company Profile > Status`	N/A
Billing Status	Processing state of the charge (`Billed`, `Unbilled`, `Payment On Account`).	System Ledger State	N/A
Invoice Status	Lifecycle status of the generated invoice (`OPEN`, `SETTLED`, `VOID`).	Invoice State	N/A
Username	User email of the staff member who posted or billed the entry.	System Audit Log	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 & Summary Views: Aggregate receivables on the fly using the Group By feature. Group your data by Transaction Type, Date, Company Name, or Transaction Status to review high-level summaries alongside detailed line items.

Image 8-6-26 at 9.24 PM.png — Example of **Group By** View

Interactive Visual Charts: Switch to built-in chart controls to render Pie Charts (visualizing invoice balance distribution by account or status) or Bar Charts (mapping aging buckets over time) for executive reporting and collection meetings.

Image 8-6-26 at 9.26 PM.png — Example of **Bar Chart** View

Advanced Controls

Exporting: Download reports in Excel or PDF format for offline distribution, collection packets, or audit reviews.
Filtering: Filter data by specific Company Name, Billing Status (Billed vs. Unbilled), or Invoice Status (OPEN, VOID).
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight accounts approaching their credit limit threshold or overdue balances exceeding 60 days.

Within 📬 Billing & Receivables (AR):

Accounts Receivable Activity Report – Audit every detailed line-item transaction hitting the AR ledger.
Company Accounts Report – Evaluate corporate profiles, assigned direct-bill privileges, and overall stay production.
Direct Bill Aging Overview – Segment outstanding corporate debt across Accounts Receivable, Invoices, and Settlements.
Direct Bill Reconciliation Report – Identify payment gaps, verify guarantee statuses, and finalize corporate direct bills.
Invoice Details Report – Analyze line-item invoice lifecycles including settled and unsettled amounts.

Cross-Pillar Deep Dives:

⚖️ Ledgers & Trial Balance: To reconcile city ledger balances against general ledger accounts, review Direct Bill Ledger Details Report.
💳 Payments & Transactions: To inspect corporate checks, credit card settlements, or client prepayments, 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.