The AR Summary Worksheet aims to identify facilities and households that may need additional follow-up. The worksheet provides a high-level overview of AR activity for the facilities in your division. It displays:

• Total outstanding balance
• Maximum age of debt
• Number of households with outstanding balances

You can expand a facility to view:

• Household name
• AR total
• Maximum age of debt
• Number of outstanding balances

Use this worksheet to identify facilities and households that may need additional follow-up.

The AR Data worksheet contains transaction-level details for balances that remain unpaid.

The following columns can help you understand each transaction:

Description - The name of the item and item code that was purchased. Items may include activities, rentals, service items, late fees, and more. 
Fees/Tax - The original cost of the item, including tax.
Discount - Any discount applied to the original item cost.
Paid - The amount already paid toward the item.
Transaction Date - The date the item was originally purchased.
Age - How long the purchased item has remained unpaid.

Cost Center Code - The accounting unit code receiving the revenue.
Cost Center Name - The accounting unit receiving the revenue.
Item Location Code - The location where the item was purchased or where it is being held.
Revenue GL Code - The item category.
Status - The AR status of the transaction. This field will either display Frozen or be blank. Green rows indicate Frozen transactions.
Tickler Text - Notes and comments related to the transaction.

A transaction is ready for write-off when:

• The transaction is more than 365 days old, and
• The transaction has a Frozen status

Transactions meeting both conditions are highlighted in green on the report.

For more information, please refer to the Revenue Write-Offs section in the Department Directive: AR & Bad Debt Write-Offs.

Follow the steps below to review and resolve balances identified on your Divisional AR Report.

Step 1: Verify the Balance

Review each balance listed on the report to confirm it is accurate and valid.

To verify a balance:

1. Open the household record in Global Sales.
2. Review the household's transaction history.
3. Compare the information on the AR Report against the transaction record.
4. Confirm:
   • When the transaction occurred
   • What item was purchased
   • Any payments applied to the transaction
   • Any credits, discounts, withdrawals, or cancellations that may affect the balance due

Carefully reviewing the transaction history can help determine whether the balance is valid or if additional corrections may be needed.

Step 2: If the balance was created in error, remove the balance by making the appropriate correction to the account.

Step 3: If the balance is valid and remains unpaid due to non-payment from the customer or client, begin collection efforts using the AR process below.

1. Contact the customer once during the first 1 to 6 months.
2. Contact the customer a second time during the 7 to 12 month period.
3. Document each contact attempt in Tickler Text using the following format:
   • [MM/DD/YY] [Staff Initials] – [Contact method]. [Resolution or outcome].
4. Freeze the household account when age of debt is 6 months or older (181+ days).
   • Step-by-step resource: How to Freeze a Household and Update Its Tickler
5. Update Features by selecting the Owes Balance checkbox.
6. Save the updates on the household.