Data checklist: Accounts receivable

Updated September 07, 2023 16:53

Summary

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

Accounts receivable detailed entries
End of period - Outstanding receivables list
Customer opening balances
Customer list
Start of period - Outstanding receivables list

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 the current period. For prior periods, if an End of period - Outstanding receivables list has been imported, 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	Activity Flurry (Invoice only + any entries from Start of period - Outstanding receivables list) Duplicate Document Invoice Out Of Order (Invoice only + any entries from Start of period - Outstanding receivables list) Invoice To Related Party (Invoice, Credit Memo, Debit Memo, Adjustment + any entries from Start of period - Outstanding receivables list) Old Unpaid Invoice (Invoice only)
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	Old Unpaid Invoice Note: This field is used only to identify entries in AR detail and Start of period - Outstanding Receivables list that will be used to calculate the risk score.
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	Old Unpaid Invoice Note: This field is used only to identify entries in AR detail and Start of period - Outstanding Receivables list that will be used to calculate the risk score.
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	Old Unpaid Invoice Note: This field is used only to identify entries in AR detail and Start of period - Outstanding Receivables list that will be used to calculate the risk score.
4	Debit	The debit value of the entry. Example: 19,834.22	Yes	Old Unpaid Invoice Note: This field is used only to identify entries in AR detail and Start of period - Outstanding Receivables list that will be used to calculate the risk score.
5	Credit	The credit value of the entry. Example: 19,834.22	Yes	Old Unpaid Invoice Note: This field is used only to identify entries in AR detail and Start of period - Outstanding Receivables list that will be used to calculate the risk score.
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	Old Unpaid Invoice Note: This field is used only to identify entries in AR detail and Start of period - Outstanding Receivables list that will be used to calculate the risk score.
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	Old Unpaid Invoice Note: This field is used only to identify entries in AR detail and Start of period - Outstanding Receivables list that will be used to calculate the risk score.
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 the 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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Data checklist: Accounts receivable

Summary

Accounts receivable detailed entries (AR detail)

End of period - Outstanding receivables list

Customer opening balances

Customer list

Start of period - outstanding receivables list

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Summary

Accounts receivable detailed entries (AR detail)

End of period - Outstanding receivables list

Customer opening balances

Customer list

Start of period - outstanding receivables list

Related articles

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Sorry about that! What did you find most unhelpful?