Questions? We have answers.

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 unlocks 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.


#


Field name


Description


Required?


Control points in effect

1

Customer ID

The identifier for the customer associated with the entry.

Example: 102855

No

  • Customer Activity Flurry
  • Customer not in the Customer List
  • New Invoice to Customer in Arrears
  • Unusual Amount by Customer
  • Duplicate
  • Invoice Out of Order
  • Invoice to Related Party
  • Old Unpaid Invoice

2

Customer Name

The name of the customer. This field is used in the customer aging calculation. This is a key field used to connect entries and must be consistent across the data.

Example: Lift Mechanics Ltd.

Yes

  • Customer Activity Flurry
  • Customer not in the Customer List
  • New Invoice to Customer in Arrears
  • Unusual Amount by Customer
  • Duplicate 
  • Invoice Out of Order
  • Invoice to Related Party
  • Old Unpaid Invoice

3

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

  • Duplicate (duplicate entries require similar Entry IDs
  • Old Unpaid Invoice
  • Invoice Out of Order
  • Invoice to Related Party

4

Entry Type

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

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

Yes

  • Customer Activity Flurry (for “invoice” entry types)
  • Duplicate (the entry types must rematch)
  • New Invoice to Customer in Arrears (for "invoice" entry types)
  • Old Unpaid Invoice 
  • End of Analysis Period (AR)

5

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
  • Suspicious Keyword
  • Memo with Different Period

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

  • Customer Activity Flurry
  • End of Analysis Period (AR)
  • End of Reporting Period (AR)
  • New Invoice to Customer in Arrears
  • Old Unpaid Invoice
  • Invoice Created after Effective Date
  • Invoice Out of Order

7

Debit

The debit value of the entry.

Example: 19,834.22

Yes

  • Duplicate (monetary values must match between entries)
  • High Monetary Value
  • Last 3 Digits
  • Unusual Amount by Customer
  • Memo with Different Period

8

Credit

The credit value of the entry.

Example: 19,834.22

Yes

  • Duplicate (monetary values must match between entries)
  • High Monetary Value
  • Last 3 Digits
  • Unusual Amount by Customer
  • Memo with Different Period

9

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: The amount is an alternative field for the general ledgers that do not provide entries split into separate debit and credit fields.

No

 

  • Duplicate (monetary values must match between entries)
  • High Monetary Value
  • Last 3 Digits
  • Unusual Amount by Customer
  • Memo with Different Period

10

GL Entered 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

  • Invoice Created after Effective Date

11

Due Date

The date the invoice was originally due.

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

No

N/A

12

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

  • New Invoice to Customer in Arrears
  • Old Unpaid Invoice
  • Duplicate (Accounts Receivable)

13

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

14

Account ID

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

Example: 14028

No

N/A

15

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.


#


Field name


Description


Required?


Control points in effect

1

Customer ID

The identifier for the customer associated with the entry.

Example: 102855

No

  • Old Unpaid Invoice

2

Customer Name

The name of the customer. This field is used in the customer aging calculation. This is a key field used to connect entries and must be consistent across the data.

Example: Lift Mechanics Ltd.

Yes

  • Old Unpaid Invoice

3

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

  • Old Unpaid Invoice

4

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

5

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

  • Old Unpaid Invoice

6

Debit

The debit value of the entry.

Example: 19,834.22

Yes

  • Old Unpaid Invoice

7

Credit

The credit value of the entry.

Example: 19,834.22

Yes

  • Old Unpaid Invoice

8

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 general ledgers that do not provide entries split into separate debit and credit fields.

No

  • Old Unpaid Invoice

9

GL Entered 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

10

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

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

Account ID

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

Example: 14028

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

 


Customer list

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


#


Field name


Description


Required?


Control points in effect

1

Customer ID

The identifier for the customer associated with the entry.

Example: 102855

No

  • Customer Activity Flurry
  • Customer Not in the Customer List
  • New Invoice to Customer in Arrears
  • Invoice to Related Party

2

Customer Name

The name of the customer. This field is used in the customer aging calculation. This is the key field used to connect entries and must be consistent across the data.

Example: Lift Mechanics Ltd.

Yes

  • Customer Activity Flurry
  • Customer Not in the Customer List
  • New Invoice to Customer in Arrears
  • Invoice to Related Party

3

Customer Address

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

Example: 155, Pine Street, New York, NY

No

N/A

4

Related Party

The relationship denotes whether a customer is a related party. 

Acceptable values example: Yes / No

No

  • Invoice to Related Party

 


Customer opening balances list

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 ID

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

Example: 102855

No

  • Creditor in Debit Balance

2

Customer Name

The name of the customer. This field is used in the customer aging calculation. This is a key field used to connect entries and needs to be consistent across the various tables.

Example: Lift Mechanics Ltd.

Yes

  • Creditor in Debit Balance

3

Opening Balance

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

Example: 1000.54

Yes

  • Creditor in Debit Balance

 


Start of period - outstanding receivables list

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


#


Field name


Description


Required?


Control points in effect

1

Customer ID

The identifier for the customer associated with the entry.

Example: 102855

No

N/A

2

Customer Name

The name of the customer. This field is used in the customer aging calculation. This is a key field used to connect entries and must be consistent across the data.

Example: Lift Mechanics Ltd.

Yes

N/A

3

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

N/A

4

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

N/A

5

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

N/A

6

Debit

The debit value of the entry. 

Example: 19,834.22

Yes

N/A

7

Credit

The debit value of the entry. 

Example: 19,834.22

Yes

N/A

8

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: The amount is an alternative field for the general ledgers that do not provide entries split into separate debit and credit fields.

No

N/A

9

GL Entered 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

10

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

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

Account ID

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

Example: 14028

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

 


Anything else on your mind?

Head over to the community with your thoughts and inquiries! You can also chat with us, or, submit a request for further assistance.


Share this:

Was this article helpful?

Comments

0 comments

Please sign in to leave a comment.