The AR Account Aging report can be run using two different modes: Open Balance and Account Balance. Each mode presents homeowner balances differently based on how charges, payments, and credits are recorded and applied.


Open Balance

When the report is run as Open Balance, it displays all charges and credits that have not yet been applied. In some cases, a homeowner account may appear on both the Past Due and Prepaid sides of the report. This format is helpful for identifying unapplied activity and for reconciling open items.

Use the Open Balance version when:

  • Reviewing charges and credits that remain unapplied
  • Verifying open balances against the Balance Sheet
  • Monitoring detailed homeowner activity that is still in progress


Account Balance

The Account Balance version shows a single net balance for each homeowner account. It combines unpaid charges and any prepayments into one total, and each account appears only once on the report.

Use the Account Balance version when:

  • Reviewing the current overall balance per account
  • Summarizing account status without viewing individual charge and credit activity
  • Providing a high-level view of homeowner balances



Why Some Accounts May Appear on Both Sides

If a homeowner appears on both the Past Due and Prepaid sides of the Open Balance report, it generally means that some transaction types are not included in the Auto-Application process.

To resolve this, you may:

  • Manually apply the credits by right-clicking on the credit transaction and selecting Apply, or
  • Update the Auto-Application settings to include those transaction types. Once updated, the system will apply them automatically during the nightly process.

To update these settings, navigate to:
 Accounting > AR > AR Setup > Firm Trans Type, and ensure the appropriate transaction types are selected for auto-application.



When to Use Auto-Application

In most cases, it is recommended to enable Auto-Application for transaction types such as charges, credits, and payments. This helps maintain accurate account balances and reduces manual effort.

However, there are situations where Auto-Application may not be appropriate, such as:

  • One-time credits that require manual review
  • Credits that should be applied only to specific charges
  • Transaction types that are not intended to be applied, such as security deposits

The decision to include a transaction type in Auto-Application should align with your organization’s accounting practices and policies.


Key Differences Between Report Modes

  • Open Balance shows unpaid charges and unallocated credits separately
  • Account Balance shows one net balance per account
  • The Open Balance version matches totals to the Balance Sheet