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We are excited to announce the launch of updated product names, logos, and headers within our user interfaces as part of the CivicPlus® Solution Rebranding initiative. These changes mark the first step toward creating a cohesive and seamless user experience across all solutions in our portfolio. As part of this transition, users may notice minor design updates. While the functionality you rely on remains unchanged, we are in the process of updating screenshots and other resources on our Help Centers to reflect the new branding. We appreciate your patience and understanding as we work to complete these updates.

Accounts Receivable

  • Updated:

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.

 

Typically, accrual accounting uses Accounts Receivable and cash accounting does not. However, either accounting method can choose to use Accounts Receivable.

 

Note: We do not recommend using accrual accounting without Accounts Receivable being set up and used.

 

Permissions

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. 

 

Usage

Provided are examples of the resulting GL entries for the described scenarios. 

 

Cash Accounting with A/R - No Deferred Revenue

cash accounting no deferred revenue

 

Accrual Accounting with A/R

accrual accounting with Accounts Receivable

 

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.

 

Reporting

You can use the General Ledger Summary or General Ledger Detail reports to do the following:

 

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.

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