Accounts Receivable (A/R) is used in CivicRec to keep track of balances owed by participants. If Accounts Receivable is not used, the balances are kept only in the user's account information. The balance owed or the revenue it will generate is not reported anywhere in the general ledger (GL) until monies are received in hand.
Note: We do not recommend using accrual accounting without Accounts Receivable being set up and used.
This setup requires CivicRec staff in order to be completed. Although you may be able to change some settings, you should not make these changes without first contacting CivicRec Support.
Provided are examples of the resulting GL entries for the described scenarios.
Cash Accounting with A/R - No Deferred Revenue
Accrual Accounting with A/R
The Debit entries (or increase in the customer balance owed) for Accounts Receivable are created automatically when A/R has been set up and the customer or staff chooses to pay all or a portion of their charges later.
Note: The due date for the A/R amounts owed is set by either the date chosen when the staff selects pay later for the customer or by payment plans created by the staff chosen by the participant registering.
The Credit entries (or reduction in the customer balance owed) for A/R are created when the customer or staff member on their behalf makes a payment. The customer can pay from the public portal or staff can pay from the customer’s account or the A/R Center.
You can use the General Ledger Summary or General Ledger Detail reports to do the following:
- Check the activity of A/R for a specified time frame
- Check the activity detail for A/R for a specified time frame
Running Aged A/R Reports
There are 3 additional reports to confirm your A/R account balances:
- Account Receivable Balance with Aging: This report shows each account with the balance owed in columns divided by aging. It shows the balance from day 1 of setup to the date selected.
- Account Credits with Aging: This report shows each account with a credit balance you owe them in columns divided by aging. It shows the balance from day 1 of setup to the date selected.
- Consolidated A/R Report: This report totals the two reports above by account, but does not show aging.
Balancing Your A/R Accounts
View instructions on how to make sure your A/R accounts are balanced in CivicRec.