What is an accounts receivable (AR) report? - A facility specific report that contains PARKS DIRECT accounts whose balances are unpaid. This report should be used to insure your clients are current with all programs held at your facility.
- The listed accounts involve transactions which have money due to your location. This list may include Course/Membership/League Registrations, POS Transactions (Service Items, Inventory Items, or Daily Admissions), or Rental Bookings.
- Responsibility for the accounts with outstanding balances due to being unpaid is determined by which facility the money is owed TO (not where the transaction took place).
- This allows the appropriate staff to contact the customer when they attend the program, make strategic decisions based on attendance records, or forgive the debt with approval from their management team.
It is important that your facility runs and resolves BOTH AR Reports, the AR Report and AR Report Records Wildcarded by Location, to complete the AR process each quarter.
There are two AR Reports that your facility will be responsible for running and resolving during the AR period, which will show all unpaid fees owed toward your facility.
PARKS DIRECT can allocate revenue to your facility in one of two ways. Either the account codes are set directly on the fees themselves (in the case of programs or facility rentals) OR the fees are "wildcarded" by location, meaning PARKS DIRECT allocates the revenue according to where the sale was made (in the case of Daily Drop-Ins or generic fees like Miscellaneous Donations).
- AR Report - This is the standard version of the AR report, which catches all fees that point directly to your facility's revenue accounts (examples include Activity Sections and Facility Reservations).
- AR Report Records Wildcarded by Location - This version of the AR report catches all fees that were allocated to your facility's revenue at the time of the sale (examples include Daily Drop-Ins or Service Items)
Sign in to PARKS DIRECT and go to Custom Reports
The reports are located on the Custom Reports server.
Sign in to PARKS DIRECT and select Custom Reports on the sidebar menu.
Once on the Custom Report server, select the folder for AR Reports, and you should see both AR Reports, the AR Report and AR Report - Records Wildcarded by Location.
To run either of the AR Reports, select the desired report, and when it loads, select your facility's location from the Cost Center dropdown and enter the Effective Date. Next, select View Report on the right to display the records.
The Help Desk will provide the effective date, which is the date by which the report will evaluate owing balances, during each AR cycle. For example, running a report with an effective date of May 8 will not display any balances for upcoming summer programs, because those balances are not posted to the account until June 1/July 1.
Once the records load, you will see all fees that are unpaid and currently owed to your facility. The AR report will show the date the fee was posted, the name associated with the transaction, the Household Number (for easy lookup), a description of the fee, and the amount owed.
Unlike SMARTlink, each line item fee will be posted. The Amount column represents the amount owed just for that particular fee, NOT the total account balance.
Now that you're able to see all of the unpaid fees owed to your facility, the next step of the process is resolving each of these AR's. Go to the article Resolving your AR's to view the steps.