Important Notes:

This report allows users to quickly search for outstanding Accounts Receivable invoices to determine the amount(s) due, the amount remaining, and days past due for invoices by funding source data and the transaction date.
It is recommended that at the beginning of every month, your department run an aging report. This report will show all invoices that are still outstanding and days past due.
It is the responsibility of the department to follow up with all customers that still have outstanding invoices.

Step 1: Locate and Launch the Report

Access Boise State Reporting Budget & Finance and locate the AR Aging Report.

There are two views in Boise State Reporting: Card and List.

Change your view by selecting either List View or Card View in the upper navigation.
By default, this report launches with the category filter set to “All Reports”. Use the Filter by Category drop-down to view reports specific to one area of reporting
Favorite commonly used reports, by selecting Favorite in card view and the star icon in list view.

After locating the AR Aging Report, select Launch on the report card or Launch located on the right side of the report name if you’re in list view.

Step 2: Update Report Search Parameters

Use the parameters to search for desired information
1. Funding Segment String Values: Leave as default or enter or search for specific values
2. Invoice No Starts with: Leave blank or enter the beginning values for a set of Invoices
3. Transaction Date: Leave blank or select a date

If attempting to capture all invoices:

clear the Fiscal Year parameter,

enter the funding segment parameter,
select Transaction Date parameter Range -“End at.”

Please enter parameters to enhance the performance of the report (i.e. reduce the report run time).

The next time you open the report the parameters will default to the values you previously entered.

For advanced search options, select the drop-down arrow next to the parameter field and select the value from the list or enter the desired value in the Search field. Then double-click on the value or select the Add button to move the value to the Selections section on the right.

Click outside the search box to apply the chosen parameters.

Screenshot of department dropdown menu and search button

Step 3: Review Report Output

The Original Invoice Amount and the Balance Due column reflect the total amount charged to the Customer per invoice.

If you are unsure what a column header means, reference the Data Cookbook for a definition of the terms.

This data is refreshed every 24 hours and is dependent on a manual accounting process in the AR sub-ledger. If you don’t see the transactions you expect, they may not have been loaded yet or could still be in the sub-ledger, waiting for the accounting process to run. If you have any questions, please email accountsreceivable@boisestate.edu.

Step 4: Export Report to Excel (optional)

Export report output to Excel.

Export a specific section of the dashboard by hovering the cursor in the top right corner of the section until the Menu appears; select the three dots.

Select the Menu (three dots).
Select Export.
Select File.
In the pop-up window, the format auto populates as PowerPoint. Select the dropdown arrow and select Excel (or the format of your choice).
Select Save.

The report will generate in Excel as a download on your computer.

Screenshot of selecting Export and File from the Menu.

Screenshot of selecting a format for the export.

End of Process

Need help with the steps above?

If you have questions about accounts receivable process or related transaction activity, please email accountsreceivable@boisestate.edu.

If you experience a system issue/error OR have suggestions to improve the instructions in this job aid, please submit an OCI Service Request ticket.

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