Easily monitor all outstanding receivables by aging period, account, and stay on top of collections and financial risk.Documentation Index
Fetch the complete documentation index at: https://help.kwentra.com/llms.txt
Use this file to discover all available pages before exploring further.
Business Value
- Provides a clear snapshot of all money owed to the hotel, categorized by how long each debt has been outstanding.
- Helps prioritize collection efforts based on overdue status and account.
- Supports financial planning by showing potential cash flow risks and aging patterns.
- Identifies new, growing, or problem accounts before they impact business.
Use Cases
- Finance/Accounts teams review this report weekly to manage collection calls.
- Hotel GMs use it in monthly meetings to assess debtor risk.
- Auditors reference it for end-of-period reviews and aging analysis.
- Front Office/AR clerks use it to follow up with clients and credit card processors.
Report Overview
This report lists the City Ledger Account and all channels’ ARs with open receivables, breaking down the balance into standard “aging buckets” (how long the debt has been open). The report can hide AR accounts with 0 balances and movements.Columns Explained
| Column | Explanation |
|---|---|
| A/R | Main AR account number (e.g., Shopes, City Ledger, Credit Cards) |
| A/R no. | Sub-account number within the AR account |
| Unaddressed Deposits | Advance payments not yet applied to invoices |
| On Hold Balance | Amounts placed “on hold” (disputed, pending approval, etc.) |
| 1 Month | Receivables due less than 30 days ago |
| 2 Month | Receivables overdue by 31-60 days |
| 3 Month | Overdue by 61-90 days |
| 4 Month | Overdue by 91-120 days |
| >5 Month | Overdue by more than 120 days |
| Invoices Balance | Sum of all open invoices for the account |
| Total Open Balance | All open (unpaid) balances for the account, including aged balances |
| Total Balance | Full balance (should match “Total Open Balance” unless adjustments are present) |
How to Read the AR Aging Report
- Each AR account (like Shopes, City Ledger T.Agent, Credit Cards) is listed with its child sub-accounts or tenants.
- All columns are shown for each account: even if a balance is zero, the column is present.
- Aging buckets show exactly how overdue each part of the balance is.
- Example: If a client owes 100,000 EGP, and it is overdue by 40 days, it appears in “2 Month.”
- Totals at the bottom show the overall exposure for the hotel.
- No data is hidden or filtered: You see all open, on-hold, and unapplied deposits, every time.
Running the Report
- Go to Back Office > Reports > Receivables > AR Aging.
- Select the date for which you need the snapshot (e.g., “2025-09-10”).
- Optionally, choose to show/hide zero balance accounts.
- Choose the file type (XLS, XLSX, ODS, PDF).
- Click Download, Preview, or Print.
Interpreting the Results
- If balances move into older buckets over time: This means debts are not being collected.
- If new accounts appear: Monitor for payment reliability.
- If Credit Card balances spike: Confirm settlements with the processor.
- Use totals to compare exposure vs. previous periods.
How to Identify Payments in AR Aging Reports
- AR Aging reports do NOT show payment transactions directly.
- Payments are “implied” if:
- An account’s total balance decreases from the earlier report to the later one.
- An account or invoice row disappears entirely (balance cleared).
- If all balances only increase or remain the same, it means no payments were posted—or new invoices outpaced any payments.
Where Does the AR Aging Total Appear in Financial Statements?
- The “Grand Total” at the bottom of the AR Aging report (Total Balance column) should match the “Accounts Receivable” (A/R) balance on your hotel’s Balance Sheet report as of the same date.
- On the Balance Sheet, this amount is usually found under the account type:
- Accounts Receivable / Debtors (sometimes called “Trade Receivables” or “Clients – Debit” depending on your chart of accounts setup).
- In hotel charts, this is a current asset.
Why Should These Totals Always Match?
- The AR Aging report shows a breakdown of every individual AR account as of the chosen date.
- The Balance Sheet simply totals all AR accounts into a single line.
- Both are generated from the same AR subledger, so, unless there is an error, the totals must be equal.
What To Do If Numbers Do Not Match
If the total in the AR Aging report does NOT match the AR figure in the Balance Sheet, it signals a problem. Here’s how to troubleshoot:1. Check the Report Dates: Ensure both reports are run as of the same date.
2. Look for Manual Journal Entries
- Verify if there are manual journal entries (in Back Office/General Ledger) posted directly to AR accounts that did NOT go through the AR module. These can cause discrepancies.
- All AR adjustments/payments must be posted through proper AR functions (not directly in GL).
3. Unposted or Pending Transactions: Check for unposted batches or pending transactions (e.g., credit card batches, unapplied deposits) that are included in one report but not the other.
4. Aging Report Filters: Confirm that you are showing all AR accounts (including zero balances and on-hold accounts) in the AR Aging report. Hidden filters may cause differences.
5. System Errors or Data Corruption: If all else fails, report to your IT or finance system admin—there could be a sync or database error.
Best Practice
Always reconcile the AR Aging report grand total with the Balance Sheet AR account after month-end closing. Any difference must be explained and resolved before financials are finalized.
Update: 3rd of December, 2025
Add Credit Limit to the report
Based on the , the limit added will be shown on the report.New parameter: Show Credit Limit
- No (Default)
- Yes
Credit Limit
- Displays the credit limit defined on the AR account
- Displays blank if the AR account has no credit limit set
Notes
- If the total AR balance for the account exceeds the credit limit → Notes column displays: “Exceeded Credit Limit”
