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A/R Detail Report

The A/R Detail report is the line-item backup for your accounts receivable: every open invoice, every unapplied credit, and every deposit balance, one row each. Where the A/R Customer Aging report shows one summarized row per customer, A/R Detail shows the individual invoices behind those balances — use it to reconcile A/R with your accounting system or to find exactly which invoices a customer still owes on.

To open it, go to Reports and choose A/R Detail under the Accounts heading in the sidebar. It appears next to Aging; if you don't see either, your login doesn't have access to A/R reports — an administrator can grant it.

The page is titled A/R Detail as of Today — it always shows the current state of your accounts at the moment you run it. There is no date range; for balances on a past date, see the A/R Customer Balances As Of report instead.

A/R Detail report columns

  • Invoice # — the invoice's number. (On some setups this column is hidden because the receipt number is the invoice number.)
  • Inv. Date — the date the invoice was created.
  • Store and Division — where the original sale was rung up.
  • Cust #, Company, First, Last — the customer account that owes the invoice.
  • Invoice $ — the amount originally invoiced.
  • Paid $ — payments applied to this invoice so far.
  • Open $ — what's still owed: Invoice $ minus Paid $. The report only lists invoices where this is not zero.
  • Svc Chg? — 1 if the invoice is a finance/service charge rather than a sale (see Service Charges), 0 otherwise.
  • PO # — the customer's purchase order number from the original receipt, if one was entered.
  • Sales Receipt # — the receipt the invoice came from.
  • Authorized Signer — who signed for the charge at the register, if captured.

Unapplied credit and deposit rows on A/R Detail

Besides open invoices, the A/R Detail report includes two kinds of customer-level rows, identified in the Invoice # column by the customer number followed by a label:

  • UNAPPLIED CREDIT — open credit sitting on the customer's account that hasn't been applied to any invoice yet. Shown as a negative Open $, since it reduces what the customer owes overall. To see and apply these credits, use the All Open Credit report.
  • DEPOSIT BALANCE — money the customer has on deposit (for example, prepayments toward future orders), also shown as a negative Open $.

Because credits and deposits appear as negative rows, the sum of the Open $ column equals your total net accounts receivable.

Filtering, sorting, and exporting A/R Detail

  • Filter: there's a filter box under each column header — type in it to narrow the report (for example, type a company name under Company, or 1 under Svc Chg? to see only finance charges).
  • Sort: click any column header to sort; click again to reverse.
  • Export: click the download icon (Download CSV) at the top right to save the report as Accounts Receivable Detail.csv.

This is a heavy report on large account lists — give it a moment to load.

Per-client variations on A/R Detail

Some businesses have extra columns enabled per-client by VMX (for example Terms and Due Date). If your business needs a column you don't see, contact help@vmxllc.com.