Get a high-level view of invoice activity to identify outstanding invoices and check the status and due dates of all open invoices in your account in the Accounts Receivable Analytics report.
The Accounts Receivable report is useful even if you don’t use Kantata OX for invoicing; if you’ve integrated Kantata OX with an external general ledger, some accounts receivable information is bi-directional. However, because the process is automated, there may be differences in how the general ledger handles dates and marks invoices as paid.
Summary: Get a high-level view of invoice activity to identify outstanding invoices and check the status and due dates of all open invoices in your account.
The Accounts Receivable analytics report is used to examine aged receivables based on the length of time an invoice has been outstanding. This report can be used to evaluate and identify irregularities within your accounts receivables and reveal whether you should continue doing business with clients that are chronically late payers. It is useful for operations personnel or those responsible for collecting on unpaid invoices.
To access this Analytics report, hover over Analytics from the left navigation and then select Accounts Receivable from the Finances section.
How to Configure the Report
You can filter the Accounts Receivable report in the following ways:
- Organizations—When enabled, Organizations can limit visibility or categorize project data in standard Analytics reports, so you can see how specific departments or regions are performing. Simply choose an available Department and/or Geography to include them in the report. For more information, see our Organizations in Analytics Reports article.
- Project—Leave this field blank to view multiple projects using alternative filter criteria (e.g., Invoice Status). To view a single project, specify the name of the project. As you begin typing, a drop-down appears below the field, populated with a list of relevant selections. Choose the project to use for the report.
- Sender—Only projects with a specific invoice sender are included in the report. As you start typing the sender's name, the drop-down will populate with a list of relevant selections.
- Recipient—Only projects with a specific invoice recipient (or No Recipient) are included in the report. As you start typing the recipient's name, the drop-down will populate with a list of relevant selections.
- Invoice Status—You can look at All invoices, or only those that are Open versus ones that are Late.
- Aging—Choose to see Any receivables (default) or specific receivables based on age, broken down by 30 day intervals; Current, 1-30 days, 31-60 days, 61-90 days, and 91+ days or greater.
- Amount range—Enter values in the min and max fields to include only projects with accounts receivable amounts within the specified range.
How to Generate the Report
It is recommended that you double-check the selected report filters (above) before generating or exporting the report.
- Generate Report—Click this button to generate the report using the selected criteria. After a few seconds, the report results will appear below the filters in the Kantata OX interface. You can then "save" the report by exporting it as an XLS or CSV file.
- Reset Report—Clears the selected filter criteria and resets the report to its empty, default state.
- Export Report—Report data (filtered by your selection criteria) is automatically exported to an XLS (Microsoft Excel Spreadsheet) or CSV (Comma Separated Values) file and saved to the default folder for downloaded files on your computer.
How to Read this Report
A generated Analytics report is typically divided into sections containing charts and tables; often, a report header containing summary information, followed by details that make up the body of the report. Depending on the combination of selected filters and attributes, each report can be broken down (i.e., sliced and diced) to surface specific trends or interesting patterns.
Here's how to read what appears in a generated Accounts Receivable report:
- Total Outstanding—This is the sum total amount of current and late invoices.
- Current—The total amount due before the scheduled payment term (e.g., net 30) or due today.
- Late—The total amount overdue from 1 to 91+ days.
Once generated, the Accounts Receivable report includes a table that provides details for specific receivables based on age.
- Project(s)—This column contains all invoiced project(s) included in the report by name. Click on a project name in the column to go directly to the Activity Feed in that project's workspace. Please note that clicking on the project name causes you to leave the Accounts Receivable Analytics report; it will be reset to its default state upon return.
- Sender—Shows the name of the person who sent the invoice.
- Recipient—Shows the name of the invoice recipient; i.e., the client.
- Days Outstanding (past Net Terms)—This section is made up of column headers that are broken into 30 day intervals; Current, 1-30 days, 31-60 days, 61-90 days, and 91+ days or greater. This distribution allows you to see how many days late (overdue) your outstanding invoices are. The totals for your receivables are aggregated at the bottom of the table.
If you hover over a cell in one of the Days Outstanding columns (i.e., 30-day aging periods on the report), a blue arrow will appear in the bottom-right corner.
If you click on a cell with the blue arrow active, it will open a modal that allows you to quickly review the details of any current or past due invoices associated with a project.
This modal includes:
- Title (Invoice Number)—Shows all invoices for the project by invoice number. For closer inspection, click on an invoice number to open the invoice in a new tab.
- Terms—This is the scheduled payment term; i.e., net 30.
- Amount—Shows the total amount billed to the client for the project.
- Invoice Date—Shows the date the invoice was created.
- Due Date—Shows the date on which the invoice is due, determined by the scheduled payment term.
- Days Late or Due In (Days)—Shows the date on which the invoice is due, determined by the scheduled payment term. If an expense is outstanding, the number of days that the invoice is late is included.