• AR Aging Report

By:

Traci Johnson, Business Intelligence Analyst

QinetiQ North America

AR Aging report This report is based on the Accounts Recievable in

Costpoint.

Its purpose it to report unpaid invoices and their Age per Due date (i.e. current, 31-60 days, 61-90 days, over 90 days) and the balance due.

The report allows AR analysts to track bill payment and outstanding invoices.

To start a Report Studio Report in Cognos 10, go to the word Launch:Select Report Studio

Select a package:(for the AR Aging report use Accounts Receivable )

Note: If the required package is not seen on the page, use the blue arrow navigation buttons to scroll to the next page to find the correct package.

Select Create a new report or template

Select Type of report (typically a list until you start doing much more complex reports.)

Go to the Query 1 using the Query Explorer bar in the center of the page. It will be the icon under the Page explorer.

Note: you may also select a predefined company template if one exists and is saved for your company.

Select Query 1. This will open a blank query:

From the left in Insertable Objects select +Invoice and Detail History + AR Header HistoryNote: Different Installations of Framework Manager may differ slightly in naming conventions. Do not let this thwart you. Look for the table most similar it will have the similar data items.

Select the following data fields: (to select you can either double click or left click and drag into query) * Remember there could be slight variations in the naming conventions.

• Receivable Organization ID• Project ID• Invoice ID• Last Receipt Date• Due Date

• Invoice Amount• Receipt Amount•Discount Taken Amount• Invoice Date

From the left in Insertable Objects select + Invoice and Detail History + SubPeriod

Select the following data field:• Subperiod Ending Date

Working with dateTime data items:Many times a “date” is actually in the dateTime format in the data source. While this is useful when a specific time is needed, typically the date alone suffices. It also makes prompting easier when it is just a date. You can force a data item with the dateTime property to behave as a date by using a “cast” statement in the data item box.

Casting Dates:• Double click the Due Date data item• The Data Item Expression –Due Date box appears• The Expression def. is: [Invoice and Detail History].[AR Header History].[Due Date]• Change this to: cast([Invoice and Detail History].[AR Header History].[Due Date],date)• Select OK. (cast( [data item],date) forces a dateTime item to perform and show as a date

Casting Dates (cont):• Cast the remaining dates in the same manner

•Last Receipt Date•Invoice Date•Subperiod Ending Date

Creating New Data ItemsSeveral New Data Items that are not directly in the data source are required in this query. • To start, select the Tool Box below the Source tree• From the Tool Box, select Data Item (either double click or drag into query)• In the Expression Definition box create your expression. (for Sort Order, enter the following:

if(?Sort? = ‘1') then ([Invoice and Detail History].[Customer].[Customer Name]) else ([Invoice and Detail History].[Project].[Project ID])

* This creates a field of either Customer Name or Project ID which can be used to sort the report on.

Creating New Data Items (cont):• Select OK

•with the new field still highlighted, rename the field by going to the Name section of the Properties – Data Item Box (under the Source/Tool Box frame) ; Sort Order• Use the Drop down next to the Aggregate Function to change Automatic to None

Create the remaining needed New Data items

Data Item Name

Expression Definition Aggregate Function

Rollup Aggregate Function

Sort Field if(?Sort? = '1') then ('Customer') else ('Project') Automatic Automatic

Balance Due Amount

[Invoice Amount] - [Receipt Amount] -[Discount Taken Amount]

Total Total

Age Days ?AgeDate? - [Due Date] Total Automatic

Current if ([Age Days] < 31) then ([Balance Due Amount]) else (0)

Automatic Total

31 to 60 if ([Age Days] between 31 and 60) then ([Balance Due Amount]) else (0)

Automatic Total

61 to 90 if ([Age Days] between 61 and 90) then ([Balance Due Amount]) else (0)

Automatic Total

Over 90 if ([Age Days] > 90) then ([Balance Due Amount]) else (0)

Automatic Total

Go back to the tool box to create the necessary filters.Double Click the Filter icon or drag it to the Detail Filters box.

Create the following filter:[Subperiod Ending Date] <= ?CutoffDate?

The Green check box can be used once you have completed your filter to validate the filter syntax.Also create the filters:total([Balance Due Amount] for [Invoice ID])<> 0

[Invoice and Detail History].[AR Header History].[Receiving Account ID] in ('01-10-010-000', '01-10-010-003')

Note: This will not ensure that the filter behaves as desired, just that your syntax, spelling, etc is correct.

Use tabs on bottom left to help create filter or you can type filter in directly if you know exactly what the filter should be.

To pick up a data item in the package, but not in the query, use the first tab (Source)

To pick up a data item in the query, use the second tab (Data Items)

*The third tab is to incorporate data elements used in other queries in the report and require more sophisticated reporting knowledge.

To include a Function , use the fourth tab (Function)

To include an established Parameter (Prompt), use the fifth tab (Parameter)

Make a Second Query• Select the Query Explorer bar and Click Queries• Drag a Query from the tool box onto the Page• Double click on added Query to Open

From the left in Insertable Objects select +Invoice and Detail History + AR Notes HistoryNote: Different Installations of Framework Manager may differ slightly in naming conventions. Do not let this thwart you. Look for the table most similar it will have the similar data items.

Select the following data fields: (to select you can either double click or left click and drag into query) * Remember there could be slight variations in the naming conventions.

• Invoice ID• Notes Description

• Notes Date• Time Stamp

Create the following filter:[Time Stamp]=maximum([Time Stamp] for [Invoice ID])

Use Query Explorer to return to the main Query page

From the Tool Box drag in a Join

Drag the AR_Hdr query and the Notes Query into the Join

Double click on the Join

Click New Link

Select Invoice ID on the Left and Right, moving the line to link the two

In the Cardinality Box, leave the first box 1..n, in the 3rd

box change to 0..1

This means we want to see all the AR_Hdr, but only the Notes that are included in the AR_Hdr

Select OK

Double click on the Join Query

Pull over all the data Items from AR_HdrFrom notes pull over Notes Description, Notes Date, and Time Stamp

You can now add the Query to the Report Page. Go to the Navigator Bar and select the Page Explorer.

Select Report Page 1 in the Page Explorer Window

This brings up a blank page with an empty list. The list is based on the empty query that was in the blank report Now the AR_Hdr Query.

Since this is not the Query we want to use, click on the list at the top left corner until the whole item is selected (should be gray pixeled)

On the left under the first box is a box that should say Properties – List

Select under Data where it says Query . This brings up a drop down box next to AR_Hdr

Select Query 1 (the Join Query we just created

Select the middle tab (Data Items) from the box above the property box to see the Data Items available from the Join Query(May have to scroll down to see Query 1)

Pull in:

• Receivable Organization ID• Sort Order• Invoice ID• Invoice Date• Due Date•Notes Description

• Notes Date• Current• 31 to 60• 61 to 90• Over 90• Balance Due Amount

You should add a title.

Use the Page Explorer and select Prompt Pages

On the left under Insertable Objects double click Page or Drag a blank Page into the Prompt Pages Folder

Use the Page Explorer and select Prompt Pages

On the left under Insertable Objects double click Page or Drag a blank Page into the Prompt Pages Folder

Double click to open the newly Created Prompt Page 1. Give the Page a Title: AR Aging Criteria

Click in the Body of the report to add a table . Go to table at the top of the page. Insert Table.

Create Table dimensions. For now go 2 Columns by 6 rows.Using the tool box insert into the first table cell a Text Item, Sort By:.

In the Cell next to the Text Item Sort By insert a Value Prompt. Select the Use existing parameter dot and select Sort. Select Finish button.

Select the Newly Made Prompt/Drop Down box.On the left, below the Top box, Go to the Properties – Value PromptIn Static choices select the elliptical In the Static Choice Pop up Box Use the Add button at the bottom left to add your Choices

In Use: 1Display: Customer

Create a second Choice Use: 2Display: Project

Select OK when complete

Create additional Text Items in the table:Date to Age byAndCutoff Date

Drag in a Date Prompt

Use existing – AgeDate

Create another for Cutoff date

If you try this and get stuck, fell free to call Traci Johnson 256-922-6780 and lets see if we can’t get you going again….