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Data checklist: Accounts receivable

Article author
Jonathon Plowman-Samson
  • Updated

Summary

Learn about the data components and fields required to run an accounts receivable (“AR”) analysis within MindBridge.

MindBridge provides powerful analyses with minimal data, but importing additional data fields lets you access additional features and filtering capabilities so the results can be analyzed more efficiently and effectively.


Accounts receivable detailed entries (AR detail)

The AR detail contains the increases and reductions in the AR accounts, including invoice and cash activities.

Note: This file is required for current period analyses. If an End of period - Outstanding receivables list has been imported into prior period analyses, this file is not required but will provide additional insights if imported.

#

Field name

Description

Required?

Control points in effect

1

Entry ID

The identifier for the entry, generally represented by a code or reference number. This is a key field used to connect entries and must be consistent across the data.

Example: PO_661

Yes

  • Activity Flurry
  • Duplicate Document
  • Invoice Out Of Order
  • Old Unpaid Invoice

2

Customer name

The name of the customer.

This is a key field used to connect entries and must be consistent across the data.

Example: Lift Mechanics Ltd.

Note: If no Customer ID is provided, analysis will use the Customer Name as the Customer ID. If both are provided, analysis will use Customer ID, but both are displayed.

During analysis, entries are matched by Customer ID

Yes

  • Activity Flurry
  • Customer Not In Customer List
  • Duplicate Document
  • Invoice Out Of Order
  • Invoice To Related Party
  • Old Unpaid Invoice
  • Unusual Amount by Customer

3

Amount

The entry’s value, which may be either positive (i.e., debit) or negative (i.e., credit).

Example:

19,834.22 (debit position)

-19,834.22 (credit position)

Note: “Amount” is an alternative field for ledgers that do not provide entries split into separate debit and credit fields.

No

 

  • Duplicate Document
  • High Monetary Value
  • Last 3 Digits
  • Memo with Different Period
  • Old Unpaid Invoice
  • 2 Digit Benford
  • Unusual Amount by Customer

 

4

Debit

The debit value of the entry.

Example: 19,834.22

Yes

  • Duplicate Document
  • High Monetary Value
  • Last 3 Digits
  • Memo with Different Period
  • Old Unpaid Invoice
  • 2 Digit Benford
  • Unusual Amount by Customer

5

Credit

The credit value of the entry.

Example: 19,834.22

Yes

  • Duplicate Document
  • High Monetary Value
  • Last 3 Digits
  • Memo with Different Period
  • Old Unpaid Invoice
  • 2 Digit Benford
  • Unusual Amount by Customer

6

Effective date

The date of the journal entry, regardless of when the entry was posted. This field is used to

determine how old the outstanding entry is when aging is calculated.

This date may also be known as the “accounting date”.

Example: 2014-01-01 (YYYY-MM-DD)

Yes

  • Activity Flurry
  • End Of Analysis Period
  • End Of Reporting Period
  • Invoice Created After Effective Date
  • Invoice Out Of Order
  • Old Unpaid Invoice
  •  

7

Entry type

The nature of an entry. The following is a list of accepted entry types:

  • Credit memo
  • Debit memo
  • Adjustment
  • Invoice
  • Payment

Yes

8

GL date

The date when the entry was posted in the general ledger, regardless of when it takes effect in the accounting cycle.

Example: 2014-01-01 (YYYY-MM-DD)

No

N/A

9

Customer ID

The identifier for the customer associated with the entry.

This is a key field used to connect entries and must be consistent across the data.

Example: 102855

Note: If no Customer ID is provided, analysis will use the Customer Name as the Customer ID. If both are provided, analysis will use Customer ID, but both are displayed.

During analysis, entries are matched by Customer ID

No

  • Activity Flurry
  • Customer Not In Customer List
  • Duplicate Document
  • Invoice Out Of Order
  • Invoice To Related Party
  • Old Unpaid Invoice
  • Unusual Amount by Customer

10

Account ID

The identifier for the general ledger financial account associated with the entry.

Example: 14028

No

N/A

11

Invoice ref

The invoice entry ID or code to link the entry to the invoice. This is a secondary key in payment entries that references the Entry ID to the corresponding invoice entry.

Example: INV-100

No

  • Duplicate Document

12

Memo

A description of the journal entry (i.e., typically entered manually) that provides the context of the transaction. This may be either descriptive content or the use of codes.

Example: This was paid on Dec 7 from Account 1.2875. It was a manual entry.

No

  • Empty Text Field
  • Memo with Different Period
  • Suspicious Keywords
    Note: If no source column is mapped to Memo, but a source column named Memo exists, it will automatically be used.

13

Due date

The date the invoice was originally due.

Example: 2014-01-01 (YYYY-MM-DD)

No

N/A

14 Invoice date

The date as shown on the invoice.

Example: 2021-11-15 (YYYY-MM-DD)

No
  • Invoice Created After Effective Date

15

Transaction type

This will allow users to view, sort, and filter outstanding entries based on their type.

In the context of the accounts receivable, the transaction type field indicates the nature of the entry (for example invoice, payment, etc.). 

This field may be different from the Entry type and may originate from sources other than the general ledger.

No

N/A

16

User ID

The name or identifying code of the user responsible for creating/posting the journal entry.

Example: Paul Johnson or 10922

No

N/A

 


End of period - Outstanding receivables list

This document contains the receivables that are outstanding at the end of the analysis period.

All entries from this file will have Entry Type "outstanding" and are used for aging calculation and visualization.

Note: This file is required for current period analyses. If an AR detail file has been imported into prior period analyses, this file is not required but will provide additional insights if imported.

#

Field name

Description

Required?

Control points in effect

1

Customer name

The name of the customer.

This is a key field used to connect entries and must be consistent across the data.

Example: Lift Mechanics Ltd.

Note: If no Customer ID is provided, analysis will use the Customer Name as the Customer ID. If both are provided, analysis will use Customer ID, but both are displayed.

During analysis, entries are matched by Customer ID

Yes

2

Entry ID

The identifier for the entry, generally represented by a code or reference number. This is a key field used to connect entries and must be consistent across the data.

Example: PO_661

Yes

3

Amount

The entry’s value, which may be either positive (i.e., debit) or negative (i.e., credit).

Example: 

19,834.22 (debit position)

-19,834.22 (credit position)

Note: “Amount” is an alternative field for ledgers that do not provide entries split into separate debit and credit fields.

No

4

Debit

The debit value of the entry.

Example: 19,834.22

Yes

5

Credit

The credit value of the entry.

Example: 19,834.22

Yes

6

Effective date

The date of the journal entry, regardless of when the entry was posted. This field is used to determine how old the outstanding entry is when aging is calculated.

This date may also be known as the “accounting date”.

Example: 2014-01-01 (YYYY-MM-DD)

Yes

7

GL date

The date the entry was posted in the general ledger, regardless of when it takes effect in the accounting cycle.

Example: 2014-01-01 (YYYY-MM-DD)

No

N/A

8

Customer ID

The identifier for the customer associated with the entry.

This is a key field used to connect entries and must be consistent across the data.

Example: 102855

Note: If no Customer ID is provided, analysis will use the Customer Name as the Customer ID. If both are provided, analysis will use Customer ID, but both are displayed.

During analysis, entries are matched by Customer ID

No

9

Invoice ref

The invoice entry ID or code to link the entry to the invoice. This is a secondary key in payment entries that references the Entry ID field to the corresponding invoice entry.

Example: INV-100

No

N/A

10

Account ID

The identifier for the general ledger financial account associated with the entry.

Example: 14028

No

N/A

11

Transaction type

This allows users to view, sort, and filter outstanding entries based on their type.

In the context of the accounts receivable, the transaction type field indicates the nature of the entry (for example, invoice, payment, etc.). 

This field may be different from the Entry type and may originate from sources other than the general ledger.

No

N/A

12

Memo

A description of the journal entry (typically entered manually) that provides the context to the transaction through descriptive content or the use of codes.

Example: This was paid on Dec 7 from Account 1.2875. It was a manual entry.

No

N/A

13

User ID

The name or identifying code of the user responsible for creating/posting the journal entry.

Example: Paul Johnson or 10922

No

N/A

14

Due date

The date the invoice was originally due.

Example: 2014-01-01 (YYYY-MM-DD)

No

N/A

15 Invoice date

The date as shown on the invoice.

Example: 2021-11-15 (YYYY-MM-DD)

No

N/A

 


Customer opening balances

This document contains the balances of each customer account at the beginning of the analysis period.

#

Field name

Description

Required?

Control points in effect

1

Customer name

The name of the customer.

This is a key field used to connect entries and must be consistent across the data.

Example: Lift Mechanics Ltd.

Note: If no Customer ID is provided, analysis will use the Customer Name as the Customer ID. If both are provided, analysis will use Customer ID, but both are displayed.

During analysis, entries are matched by Customer ID

Yes

N/A

2

Balance

This opening balance of a particular customer at the beginning of the analysis period.

Example: 1000.54

Yes

N/A

3

Debit

The opening balance of a particular customer at the beginning of the analysis period as a debit value.

Example: 19,834.22

Yes

N/A

4

Credit

The opening balance of a particular customer at the beginning of the analysis period as a credit value.

Example: 19,834.22

Yes

N/A

5

Customer ID

The identifier for the customer that is associated with the entry.

This is a key field used to connect entries and must be consistent across the data.

Example: 102855

Note: If no Customer ID is provided, analysis will use the Customer Name as the Customer ID. If both are provided, analysis will use Customer ID, but both are displayed.

During analysis, entries are matched by Customer ID

No

N/A

 


Customer list

This document provides the names of each customer and additional information.

#

Field name

Description

Required?

Control points in effect

1

Customer name

The name of the customer.

This is a key field used to connect entries and must be consistent across the data.

Example: Lift Mechanics Ltd.

Note: If no Customer ID is provided, analysis will use the Customer Name as the Customer ID. If both are provided, analysis will use Customer ID, but both are displayed.

During analysis, entries are matched by Customer ID

Note: If Customer ID is not provided, then Customer Name needs to be unique within this file

Yes

  • Customer Not In Customer List
  • Invoice to Related Party

2

Customer ID

The identifier for the customer associated with the entry.

This is a key field used to connect entries and must be consistent across the data.

Example: 102855

Note: If no Customer ID is provided, analysis will use the Customer Name as the Customer ID. If both are provided, analysis will use Customer ID, but both are displayed.

During analysis, entries are matched by Customer ID

Note: If Customer ID is provided, it needs to be unique within this file

No

  • Customer Not In Customer List
  • Invoice to Related Party

3

Customer addresses

One or more addresses associated with the entry’s customer.

Example: 155, Pine Street, New York, NY

No

N/A

4

Related

The relationship denotes whether a customer is a related party. 

Acceptable values example: Yes / No

No

  • Invoice to Related Party

 


Start of period - outstanding receivables list

This document contains all outstanding receivables as at the beginning of the analysis period.

If provided, it is appended to the AR Detail file with duplicates removed (ie: a set union). The combined entries becomes the source data for all AR control points, with the following exception:

  • The Old Unpaid Invoice control point does not consider entries from this file, rather it uses data from AR Detail only

All entries from this file will have Entry Type "opening" and for analysis have the same treatment as "invoice". 

#

Field name

Description

Required?

Control points in effect

1

Customer name

The name of the customer.

This is a key field used to connect entries and must be consistent across the data.

Example: Lift Mechanics Ltd.

Note: If no Customer ID is provided, analysis will use the Customer Name as the Customer ID. If both are provided, analysis will use Customer ID, but both are displayed.

During analysis, entries are matched by Customer ID

Yes

  • Activity Flurry
  • Customer Not In Customer List
  • Duplicate Document
  • Invoice Out Of Order
  • Invoice To Related Party
  • Unusual Amount by Customer

2

Entry ID

The identifier for the entry, generally represented by a code or reference number. This is a key field used to connect entries and must be consistent across the data.

Example: PO_661

Yes

  • Activity Flurry
  • Duplicate Document
  • Invoice Out Of Order

3

Amount

The entry’s value, which may be either positive (i.e., debit) or negative (i.e., credit).

Example: 

19,834.22 (debit position)

-19,834.22 (credit position)

Note: “Amount” is an alternative field for ledgers that do not provide entries split into separate debit and credit fields.

No

  • Duplicate Document
  • High Monetary Value
  • Last 3 Digits
  • Memo with Different Period
  • 2 Digit Benford
  • Unusual Amount by Customer

4

Debit

The debit value of the entry. 

Example: 19,834.22

Yes

  • Duplicate Document
  • High Monetary Value
  • Last 3 Digits
  • Memo with Different Period
  • 2 Digit Benford
  • Unusual Amount by Customer

5

Credit

The debit value of the entry. 

Example: 19,834.22

Yes

  • Duplicate Document
  • High Monetary Value
  • Last 3 Digits
  • Memo with Different Period
  • 2 Digit Benford
  • Unusual Amount by Customer

6

Effective date

The date of the journal entry, regardless of when the entry was posted. This field is used to

determine how old the outstanding entry is when aging is calculated.

This date may also be known as the “accounting date”.

Example: 2014-01-01 (YYYY-MM-DD)

Yes

  • Activity Flurry
  • End Of Analysis Period
  • End Of Reporting Period
  • Invoice Created After Effective Date
  • Invoice Out Of Order

7

GL date

The date the entry was posted in the general ledger, regardless of when it takes effect in the accounting cycle.

Example: 2014-01-01 (YYYY-MM-DD)

No

N/A

8

Customer ID

The identifier for the customer associated with the entry.

This is a key field used to connect entries and must be consistent across the data.

Example: 102855

Note: If no Customer ID is provided, analysis will use the Customer Name as the Customer ID. If both are provided, analysis will use Customer ID, but both are displayed.

During analysis, entries are matched by Customer ID

No

  • Activity Flurry
  • Customer Not In Customer List
  • Duplicate Document
  • Invoice Out Of Order
  • Invoice To Related Party
  • Old Unpaid Invoice
  • Unusual Amount by Customer

9

Invoice ref

The invoice entry ID or code to link the entry to the invoice. This is a secondary key in payment entries that references the Entry ID field to the corresponding invoice entry.

Example: INV-100

No

  • Duplicate Document

10

Account ID

The identifier for the general ledger financial account associated with the entry.

Example: 14028

No

N/A

11

Transaction type

This allows users to view, sort, and filter outstanding entries based on their type.

In the context of the accounts receivable, the transaction type field indicates the nature of the entry (for example, invoice, payment, etc.). 

This field may be different from the Entry type and may originate from sources other than the general ledger.

No

N/A

12

Memo

A description of the journal entry (typically entered manually) that provides the context of the transaction through descriptive content or the use of codes. 

Example: This was paid on Dec 7 from Account 1.2875. It was a manual entry.

No

  • Empty Text Field
  • Memo with Different Period
  • Suspicious Keywords
    Note: If no source column is mapped to Memo, but a source column named Memo exists, it will automatically be used.

13

User ID

The name or identifying code of the user responsible for creating/posting the journal entry.

Example: Paul Johnson or 10922

No

N/A

14

Due date

The date the invoice was originally due.

Example: 2014-01-01 (YYYY-MM-DD)

No

N/A

15 Invoice date

The date as shown on the invoice.

Example: 2021-11-15 (YYYY-MM-DD)

No
  • Invoice Created After Effective Date

 


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