The AR Aging Report on the Intranet lists all invoices that have aged more than 45 days.  This means that any invoice listed on the report has either been short paid or not paid at all.  This system is designed to help investigate these invoices to get fully paid or to be written-off due to an error on our end.  Once invoices are paid in full by the customer or written-off internally, they will fall off this report. Below are the guidelines of how this page is to be used.


AR Aging Overview Page

By default, this page shows a summary of each customer's outstanding invoices that have aged more than 45 days.  The data is grouped to show the invoices count and amount for both short pays and full invoices due.  Clicking on any row will open a details page in a new tab showing each individual invoice that is due for that customer.


Assigned User Responsibility and Procedures

You will receive an email every Tuesday at 10am if you are assigned to any invoices.  This email will include a link that will open a details page showing every invoice that has been assigned to you.  You can click on any row to bring up more details about that invoice.  You are responsible to attempt to provide information to resolve the payment issue or provide feedback as to why the invoice would need to be written-off.  


Documenting Investigation Steps

Use the Notes area to document the steps taken to try and resolve the issue.  This information is important in the event we have to write-off the invoice internally.  This information will help a supervisor to easily determine if the issue was internal or on the customer's side.  


Requesting a Write-Off Approval

If it is not possible for the invoice to be fully paid by the customer, then a Write-Off Approval Request needs to be made.  Clicking the Request Approval checkbox will reveal 3 fields (Approving Manager, Category, and Closing Notes).

  • Approving Manager - Select the appropriate manager based on your role.  If you are unsure of which manager to pick, please ask your supervisor.
  • Category - Use your best judgement to determine which category the issue related to this invoice should fall under.
  • Closing Notes -  Provide a brief summary of the reason we will have to write-off the invoice.