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If you do not use intercompany accounting (your invoices and cash receipts use the same prefix for each company), you may be able to create a custom report design that ages your accounts receivable by General Ledger Company or Division. If you need assistance creating the report design, contact your Certified Sage consultant.

Note: Because the retainage released transactions do not contain GL accounts, retainage cannot be included on any Report Designer or Crystal reports by prefix. Their purpose is to accurately report outstanding retainage balances on aging reports. Retainage released transactions do not affect interfacing applications, and as such they do not have GL account detail. Therefore, your retainage balance total will be correct on the report, but the retainage detail will not match it.

If you use intercompany accounting (you use the intercompany payable and receivable accounts and your invoices and cash receipts use different prefixes), due to the current Sage Timberline Office Accounts Receivable database structure, you cannot create aging or statement reports by prefix at this time.

Further considerations for the AR Aging by Prefix report:

• Intercompany entries - if there is a different prefix on the bank from the Invoice account, then the receivable is in one prefix but the cash is in another prefix - this causes the report to show amounts in both prefixes and it appears doubled on just the aging report.
• Retainage Released transactions do not have GL accounts. Therefore, these transactions must be conditioned off an aging by prefix report.
• Write offs to retainage bills - because of how these transactions work in order to not affect the retainage held account again, when using a prefix, sometimes it also looks doubled. You might then use the alternate method of voiding the bill, fixing where retainage was held and then rebilling the remainder rather than using a write off.
• Customer Cash Receipts - depends on default prefix but may end up with a debit to one prefix and a credit to another which falls into the same issue as intercompany entries.
• Some customers have successfully had prefix aging reports created based on their setup and workflow - and it is extremely customized to their individual settings and may include workflow modifications in order for their report to work. (such as no write offs allowed OR its a one-to-one relationship of job to contract to customer to bank and so the prefix on the bank is same as prefix on the customer, contract and job, AND there is a custom field that is used to determine if the invoices/cash receipts and adjustments are to appear on a report - and last but not least - each prefix has its own aging report in the menu).
• It allows you to determine if there were entries made outside of AR/BL/SM to the GL account or if something didn't post. It allows you to see they are sending the entries to GL and AR monthly and are in balance by month, which then must mean they are in balance by year if each month balances. If each month within a year balances on that report - then the only thing that could be wrong is the beginning balance in GL.
• Also see the Period End Report in the Reconciliation menu. First look to see if your AR account is different from the customer cash receipt account (because it must be for the report to work - otherwise it does not tie out).