Balance (Aged Accounts Receivable Report)

Balance of the invoice(s), calculated as Total Invoice Amount less Total Amount Received. (This is the true invoice balance regardless of which columns are displayed in the report.)

The balance of the invoice is reduced by any outstanding retainage amounts, since retainage is not considered due at this time.


Current (Aged Accounts Receivable Report)

Invoice amount which falls in the period defined in Aging Column 1 (typically 0 – 30 days) on the Aging tab in the Options dialog box.


Invoice Date (Aged Accounts Receivable Report)

Date assigned to the invoice when issued.


Interest (Aged Accounts Receivable Report)

Amount of interest posted for past due invoice amounts.


Retainage (Aged Accounts Receivable Report)

Retainage amount of the invoice not currently due.


Unassigned Receipts (Aged Accounts Receivable Report)

Payment received but not assigned to a posted invoice. Even though an invoice number is required to record a cash receipt, the receipt will be considered unassigned without an actual invoice record posted.


31-60 Days (Aged Accounts Receivable Report)

Invoice amount that falls in the period of 31-60 days.


61-90 Days (Aged Accounts Receivable Report)

Invoice amount that falls in the period of 61-90 days.


91-120 Days (Aged Accounts Receivable Report)

Invoice amount that falls in the period of 91-120 days.


121-150 Days (Aged Accounts Receivable Report)

Invoice amount that falls in the period of 121-150 days.


Over 150 Days (Aged Accounts Receivable Report)

Invoice amount that falls in the period 151 days and older.


Aging Column 7 (Aged Accounts Receivable Report)

Invoice amount that falls in the period defined in Aging Column 7 on the Aging tab in the Options dialog box.


Aging Column 8 (Aged Accounts Receivable Report)

Invoice amount that falls in the period defined in Aging Column 8 on the Aging tab in the Options dialog box.


Aging Column 9 (Aged Accounts Receivable Report)

Invoice amount that falls in the period defined in Aging Column 9 on the Aging tab in the Options dialog box.


Aging Column 10 (Aged Accounts Receivable Report)

Invoice amount that falls in the period defined in Aging Column 10 on the Aging tab in the Options dialog box.


Invoice Date (A/R Ledger Report)

Date assigned to the invoice when issued.


A/R Balance (A/R Ledger Report)

Total invoice and receipt amounts across all categories.  (This is the true invoice balance regardless of which columns are displayed in the report.)  The balance of the invoice is reduced by any outstanding retainage amounts.


Fees (A/R Ledger Report)

Amount of invoice and receipt posted for fee billings.


Taxes (A/R Ledger Report)

Amount of invoice and receipt posted for taxes billed.


Interest (A/R Ledger Report)

Amount of invoice and receipt posted for interest billed.


Other (A/R Ledger Report)

Other is the difference between the value in the A/R Balance field and the total of the user-defined fields on the report.


Invoice Date (A/R Statement)

Date assigned to the invoice when issued for this project, bill-with group, or client.


Received (A/R Statement)
Received Amount (A/R Statement)

Amount received for this invoice, project, bill-with group, or client.


Last Receipt Date (A/R Statement)

Date of the last receipt posted for this invoice, project, bill-with group, or client.


Original Amount (A/R Statement)

Original amount of this invoice, project, bill-with group, or client including interest for past due invoices. The invoice amount is reduced by any posted retainage amount.


Past Due Amount (A/R Statement)

Amounts past due based on the grace period specified on the Options tab in the Statement Options dialog box.


Balance Due (A/R Statement)

Balance due for this invoice, project, bill-with group, or client calculated as the Original Amount less the Received Amount. This amount is reduced by any outstanding retainage amount.


Retainage (A/R Statement)

Retainage amount for this invoice, project, bill-with group, or client.


Interest (A/R Statement)

Interest amount for this invoice, project, bill-with group, or client.


Original Amount Net Interest (A/R Statement)

Original amount of this invoice, project, bill-with group, or client excluding interest posted for past due amounts.


Days Outstanding (A/R Statement)

Number of days this invoice, project, bill-with group, or client has been unpaid or outstanding.


Overview of Interactive Accounts Receivable Reporting

The Deltek Advantage Interactive Accounts Receivable Reporting application gives you the power to design and generate customized reports. You begin with three standard reports:

Aged Accounts Receivable Report

Accounts Receivable Ledger Report

Accounts Receivable Statement

You’ll customize these reports by choosing:

•	Selection criteria, to specify the data that will be included on the report.

•	Report options, to format the selected data.

Selection Criteria

You use a SQL WHERE clause to create sets of selection criteria. You can use dialog box options to create selection criteria—Interactive A/R Reporting automatically translates your dialog box choices into a WHERE clause. Alternatively, if you are familiar with SQL syntax, you can write the WHERE clause yourself. Each time you use selection criteria, Interactive A/R Reporting retrieves the most current information in the database. You can save sets of selection criteria to reuse in the future. You can also specify that a set of saved selection criteria be used as part of a favorite.

Report Options

When you first create a report, you don't need to specify any options—each report displays using traditional default settings, which vary by report type. But you can easily override these defaults, using report options to specify your own preferences for the report’s format. You can save sets of report options to reuse in the future. You can choose a set of saved report options to be used as your personal defaults for a report, or use the saved set as part of a favorite.

Favorites

Whenever you design a report format that you may want to use again, consider making it a favorite, which you can name and save for future use. Each favorite includes a report type, saved selection criteria, and/or saved report options. Favorites make it possible for you to generate a report quickly. You choose a report and a corresponding favorite from the Select Favorite dialog and click on the Select button. Interactive A/R Reporting then runs the report automatically, implementing the report options and selection criteria specified in the favorite's definition.

Drilling Down

Drilling down opens a window that displays the supporting detail for accounts receivable amounts. You can both view and print the detail without having to include it in a report. You can drill down for detail in the Aged Accounts Receivable report.

What do you want to do?

Review report descriptions.

Learn procedures for creating reports.

Review toolbar button descriptions.

Open a report.

Specify selection criteria for retrieving data.

Specify report options for formatting the report.

Drill down for detail on reports.

Run a report.

Print a report.


Accessing Interactive Accounts Recievable Reporting
Accessing Interactive Accounts Receivable Reporting

You can begin using Interactive Accounts Receivable Reporting in any of these ways:

•	From within Deltek Advantage.

•	From the Windows Start menu.

•	From the Deltek Advantage icon on your desktop.

To access Interactive Accounts Receivable Reporting:

1.	Choose a method for starting the Interactive A/R Reporting application:

If you’re starting here:	Then you should do this:
From within the Deltek Advantage system	Select Reporting, Interactive Accounts Receivable Reports from the main menu.
Desktop shortcut icon for Deltek Advantage	Double-click on the icon.  Then select Reporting, Interactive Accounts Receivable Reports from the main menu.
Windows Start Menu	Choose Programs, Deltek Advantage 7.0, Interactive Accounts Receivable Reporting.
Deltek Advantage displays the Interactive Accounts Receivable Reporting Login dialog.

2.	Complete the fields on the Login dialog.

The system assumes that you want to generate reports for the accounting period that you chose when you logged in. If you don’t, you can choose a new accounting period.

The Select Report dialog displays. You can open a report and choose among your saved formatting options.

3.	For help getting started see these topics:

Using the Interactive A/R Reporting Toolbar Buttons

The Interactive A/R Reports

Basic Steps for Creating an Accounts Receivable Report

Selecting (Opening) an Accounts Receivable Report


Logging in to Interactive Accounts Receivable

To log in to Interactive A/R Reporting:

1.	Enter your Deltek Advantage username in the Username field.

2.	Enter your password in the Password field.

3.	Click on the drop-down arrow in the Database field and select the database to which to connect. The default is Advantage Database.

4.	Follow special first-time instructions if this is the first time you are logging in.

5.	Click OK. Deltek Advantage displays the Select Processing Periods dialog, which lists all of the processing periods that you have had since you began using Deltek Advantage.

6.	Click on the processing period for which you plan to generate reports.

7.	Click OK. Interactive Accounts Receivable Reporting displays the Select Report dialog.


The Interactive Accounts Receivable Reports

The Interactive Accounts Receivable Reporting application produces three reports, each of which presents your firm's receivable information in a different context:

Aged Accounts Receivable

Accounts Receivable Ledger Report

Accounts Receivable Statement

In standard Accounts Receivable Reporting, you can run the related AR Comments report, which lists invoice comments entered through Interactive Accounts Receivable Reporting.


Using the Interactive A/R Reporting Toolbar Buttons

When you first open the Interactive Accounts Receivable Reporting window, the window is empty. The buttons in the toolbar, across the top of the window, perform the following functions:

	Open Favorite button—shortcut for File, Favorites Click on this button to select a report format from a list of favorite reports that you have previously designed and saved.
	Open Report button—shortcut for File, Open Click on this button to select a report type. You can have as many reports open as your system can support.
	Print button—shortcut for File, Print Click on this button to print the report.
	Report Options button—shortcut for Modify, Options Click on this button to customize the format of your report. For example, you can specify time frames and choose the columns that will appear on the report.
	Run Report button—shortcut for File, Run Report Click on this button to run the report and display it in the Accounts Receivable Reporting window.
	Selection button—shortcut for Modify, Selection Click on this button to display the A/R Selection form. The selection form  that appears (project/task, client/invoice, or billing group/invoice) depends on which selection window you last used. To use a different selection window, choose one from the Modify menu.
	Change Accounting Period button—shortcut for Modify, Change Period Click on this button to choose a different accounting period.
	Help button—shortcut for Help, Contents  Click on this button to open the Help Contents window.
  Tip


Basic Steps for Creating an Interactive AR Report
Basic Steps for Creating an Interactive A/R Report

Perform the following steps to create an accounts receivable report. Keep in mind that you can perform these steps in almost any order.

To display a report:

1.	  Select (open) the report  that you want to create.

2.	  Optional. If you have already saved a favorite report format for this report, you can apply this format to the report, then skip steps 3, 4, and 5.

3.	  Optional. If you aren’t using a favorite report, select the data  to include in the report.

4.	  Optional. Select and order the columns.

Each report has a standard format, including a standard set of columns. You can override these defaults and change the columns that appear in a report and the order in which they appear.

5.	  Optional. Specify report options.

Report options determine the information that appears on the report and how it is displayed. You can also specify aging options for the Aged Accounts Receivable report and specify how aging data is summarized on the Accounts Receivable Statement.

6.	  Run the report.

When you run the report, Interactive Accounts Receivable Reporting retrieves information, and displays it on the report. Once the report is run, you can drill down to display transaction detail or print the report.


Security for Interactive Accounts Receivable Reporting

When you use Interactive A/R Reporting, your access to data is controlled by your security privileges, which are established and maintained by your firm’s Security Administrator.

Your Security Administrator establishes security settings via the Security Maintenance utility. There are two tabs in Security Maintenance that contain options affecting Interactive Accounts Receivable Reporting:

•	Privileges Tab

•	Row Level Tab

Please consult your Security Administrator if you have questions about how these security settings affect the Interactive A/R Reporting features to which you have access.


A/R Security Settings on the Privileges Tab
Security Settings on the Privileges Tab

The Security Administrator enters settings on the Privileges tab of the Security Maintenance form that affect whether you can use Interactive A/R Reporting and whether you can view and/or update comments. The security settings pertaining to Interactive A/R Reporting are:

Interactive A/R Reporting Option

Review A/R Comments Option

Update A/R Comments Option


Interactive A/R Reporting Option

This security option determines whether or not you have access to the Interactive Accounts Receivable Reporting application and which features you can use within the application. There are three possible settings:

Setting	What this means for you:
No Access	You do not have access to the Interactive Accounts Receivable Reporting application.
General User	You can access the Interactive Accounts Receivable Reporting application, set up report options, establish WHERE clauses, and run reports.
Administrator	You can perform all of the functions of a general user. Additionally, you can set up global WHERE clauses to be used by all users with access to this application.


Review A/R Comments Option

This option determines whether you can review comments specific to the Aged Accounts Receivable report in Interactive A/R Reporting, as follows:

Setting	You may:
None	Not see any comments for the interactive Aged Accounts Receivable report.
By User	Review your own comments.
Full Access	Review comments made by any user.


Update A/R Comments Option

This option determines whether you can update comments specific to the Aged Accounts Receivable report in Interactive A/R Reporting, as follows:

Setting	You may:
None	Not update any comments for the interactive Aged Accounts Receivable report.
By User	Update your own comments.
Full Access	Update comments made by any user.


A/R Security Settings on the Row Level Tab
Security Settings on the Row Level Tab

Your Security Administrator uses the Row Level tab in Security Maintenance to control your access to projects and tasks throughout Interactive A/R Reporting.

These rules apply:

•	Your access to a project can be based on the project’s principal, project manager, supervisor, or profit center. For example, you can have access to only those projects belonging to your own profit center or only those projects for which you are the principal, project manager, or supervisor.

•	You can generate reports for a project if you have the right to view/modify that project.

•	If the project has tasks and you have access to the main project number, you can generate a report for all of the tasks associated with that project.

•	If a project has tasks and you do not have access to the main project number, you can generate a report for only those tasks to which you have access.

•	When you use Project Selection, Interactive A/R Reporting finds and lists only those projects to which you have access.


Creating a Report for Just One Project (A/R Reporting)
Creating a Report for Just One Project

Perform the following steps to create a report for a single project and its tasks. Once you select the project, it becomes your current selection, meaning that you can open and run additional reports for it.

To create a report for just one project:

You may either perform the following steps to open a report and then select a project, or you may do the opposite—select a project, then open a report.

1.	Select (open) the report you want to create.

2.	Click on the Selection toolbar button, [image], or select Modify, Selection. The Selection tab of the Selection form displays.

3.	Enter the project number in the Project field.

If you don’t know the project number, double-click in the Project field to display the Project Lookup List dialog. See Using the Project Lookup List for more information.

4.	Click on the Accept button. Interactive A/R Reporting retrieves the information, and runs and displays the report.

Note that you can select a project before opening a report.

5.	Optional. Click on the Options toolbar button, [image], to change the format of the report.


Selecting Data to Include in an Interactive Accounts Receivable Report

By default, when you open a report, Interactive A/R Reporting includes every project in your firm’s database to which you have security access. You may decide, however, to report on only a subset of your projects and tasks, or just one set of invoices, and you’ll specify a set of selection criteria to do this.

General Steps

To obtain information from the database for an interactive A/R report, you need to complete these two procedures:

1.	Create a set of selection criteria on one of two tabs:

•	Selection tab—you choose options and Interactive A/R Reporting builds the SQL WHERE clause for you.

•	SQL Select tab—you build the SQL WHERE clause yourself.

2.	Retrieve the data from the database to make sure that the WHERE clause is working as expected.

Custom Labels

Both the Selection tab and the SQL Select tab display any custom labels your firm has established, including custom labels for principal, project manager, labor code levels, and profit center levels. Additionally, the SQL Select tab includes any text fields, numeric fields, and date fields designated through Sort/Select Setup.

Saving Selection Criteria

You need not specify selection criteria every time you want a report; you can save the current SQL WHERE clause, and reuse it as often as needed. You can save selection criteria, giving each set of criteria any name you want. With multiple sets of saved criteria, you can have criteria for various reporting purposes, without having to retype the criteria every time. You can also use saved selection criteria as part of a favorite report.

What do you want to do?

Select data on the Selection tab.

Create a SQL WHERE clause on the SQL Select tab.

Retrieve data.

Save selection criteria.

Use a set of saved selection criteria.

Modify a set of saved selection criteria.

Delete a set of saved selection criteria.


Selecting Accounts Receivable Data Using the Selection Tab

In almost all cases, you’ll want to use the Selection tab to select the data to include on a report. As you specify options and data, Interactive A/R Reporting builds the WHERE clause for you. If you are an experienced SQL user, you can go to the SQL Select tab to build a WHERE clause directly.

The Selection tab can feature one of three types of data: project, billing group, or client.

To select a set of accounts receivable data:

1.	Click on the Selection [image] toolbar button or choose one of these options from the Modify menu to display the Selection tab:

Selection

Project Selection

Billing Grp Selection

Client Selection

2.	Optional. Choose the Selection based on task values option if you want to make selections based on information stored at the task level. For example, use this option to select all tasks that have a particular project manager.

3.	Select the first column on which you want to base your selection.

4.	Choose the values that you want to include in the report.

5.	Review and modify the resulting list of values.

6.	If you want to add any additional selection criteria, repeat steps 2, 3, 4, and 5. Interactive A/R Reporting combines all criteria.

For example, you can search for projects that belong to Project Managers Apple and Cohen AND for projects with revenue type B. Interactive A/R Reporting will select only those projects that meet all of the criteria specified.

7.	Optional. At any time, you can clear selection criteria or restore system defaults.

8.	Retrieve your data once you are satisfied with the selection criteria.


Selecting Accounts Receivable Data Using the SQL Select Tab

We generally recommend that you use the Selection tab to select data to include in a report.

However, if you want to use more complex selection criteria and have some knowledge of SQL, you can create your own SQL WHERE clause on the SQL Select tab. In most firms, the system administrator creates WHERE clauses for all other users.

To build your own WHERE clause:

1.	If you are not familiar with WHERE clauses, see The WHERE Clause before you begin. If you feel comfortable creating WHERE clauses, see Data Source for shortcut information.

2.	Click on the Selection [image] toolbar button or choose one of these options from the Modify menu:

Selection

Project Selection

Billing Grp Selection

Client Selection

3.	Click on the SQL Select tab. As you add criteria to the WHERE clause, you can see it being built in the text box in the center section of the dialog box.

4.	Choose the basis of the selection:

•	Project Based:  Searches based on project criteria; selects all tasks within a selected project.

•	Task Based:  Searches based on task criteria; selects only those tasks that meet those criteria.

5.	Select the column that you want queried from the Search By drop-down list.

For example, if you are searching for a particular client’s projects, select the Client Name or Client Number column.

6.	Select the appropriate comparative operator from the operator drop-down list.

7.	Enter the value(s) against which the query is to search the database.

Note that special instructions apply to the LIKE and IN operators.

8.	Click on the Add to WHERE button to add the selection criteria to the WHERE clause.

9.	Optional. If you need to add additional selection criteria to the WHERE clause, do the following:

•	Add the logical operator AND or OR to your WHERE clause.

•	Repeat steps 4 through 8.

10.	Retrieve your data.


Project based selection

Project Based searches your project records and selects only those projects that meet the search criteria. Interactive A/R Reporting automatically selects all tasks that belong to a selected project.


Task based selection

Task Based searches your database for projects and tasks that meet the task-based criteria. If you choose Task Based, Interactive A/R Reporting looks at your task records, not your project records, to find the appropriate project managers, principals, clients, etc.


Retrieving Accounts Receivable Data

After specifying the selection criteria, you use the following procedure to have Interactive A/R Reporting retrieve the data.

Once you retrieve a set of data, you may want to look through the list and narrow it further. Then you can accept the selection. The accepted data comprises the current selection.

To retrieve data:

1.	Click on the Search button.

The retrieved values are listed in the lower pane of the dialog box. The title of this pane is one of the following:

•	Project Selection

•	Billing Group Selection

•	Client Selection

2.	Optional. Save the WHERE clause.

The WHERE clause remains in the dialog box until you either overwrite it with another clause or close the A/R Reporting window.

3.	Select the kind of data you want:

•	projects

•	billing groups

•	clients

4.	Optional. Select the tasks or invoices to be included in the report:

•	For a project selection, you can select specific tasks from each project.

If a project has tasks, a right-pointing arrow appears to the right of that project. Click the arrow to display the task list. Note that if task-based selection criteria were used, only those tasks that matched the selection criteria appear in the list. When you select the project, Interactive A/R Reporting automatically selects all tasks from the project’s task list. However, you can select just those tasks you want to see in the report.

•	For a billing group or client selection, you can select specific invoices for each group or client.

If a main project or client has invoices, a right-pointing arrow appears to the right of that main project or client. Click the arrow to display the invoice list. Note that if invoice-based selection criteria were used, only those invoices that matched the selection criteria appear in the list. When you select the main project or client, Interactive A/R Reporting automatically selects all invoices from the corresponding invoice list. However, you can select just those invoices you want to see in the report.

5.	Click on the Accept button to make the selected projects and tasks the current selection. The Selection window closes and you return to the Interactive Accounts Receivable Reporting window.

What do you want to do?

Save selection criteria.

Specify report options.

Select (open) a report.

Run the report.


Saving A/R Selection Criteria

If you think you may want to use a set of selection criteria again, save it. You can then use the saved criteria at any time to retrieve information from the database.

To save selection criteria:

1.	Specify selection criteria on the Selection tab or the SQL Select tab.

2.	Click on the Search button to retrieve data that matches your selection criteria.

3.	Click on the Save button (on either tab) to display the Save Report Selection dialog.

4.	Enter a name or description for the selection criteria in the New Selection Name field. This is the name you will select later, when you want to use the saved criteria.

To re-use an existing name, select the name you would like to re-use from the drop-down list for the New Selection Name field. Then confirm your choice. The new criteria replace the old criteria stored under that name.

5.	Select the Save this globally (for all users) option to make the selection criteria available to all other users in your firm. You can only do this if you are an Interactive Accounts Receivable Reporting system administrator.

6.	Click on the Save button.

What do you want to do?

Use a set of saved selection criteria.

Modify a set of saved selection criteria.

Delete a set of saved selection criteria.


Using Saved A/R Selection Criteria

Once you’ve entered selection criteria, you can save the selection criteria for later use. The Interactive A/R Reporting system administrator can also save selection criteria globally, so that the saved set is available to all users.

To use saved selection criteria:

1.	Click on the Selection toolbar button, [image], or choose Modify, Selection from the menu. The Selection form displays.

2.	Click on either the Selection tab or the SQL Select tab.

3.	Choose the set of selection criteria that you want to use from the Saved Selection Criteria drop-down list. Sets marked <G> were created and saved by your system administrator and are available to all employees using Interactive Accounts Receivable Reporting.

The selection criteria appear on the form.

4.	Retrieve your data.


Modifying Saved A/R Selection Criteria

You can easily modify a saved set of selection criteria.

To modify selection criteria:

1.	Click on the Selection toolbar button, [image], or choose Modify, Selection. The Selection form displays.

2.	Click on either the Selection tab or the SQL Select tab.

3.	Choose the selection criteria that you want to modify from the Saved Selection Criteria drop-down list.

The selection criteria appear on the form.

4.	Make all necessary changes to the selection criteria.

5.	Click on the Save button.

6.	Select the name or description for the selection criteria from the Saved Selection Criteria drop-down list, and confirm that you want to use it.

7.	Click on the Save button.

8.	Optional. If you are an Interactive A/R Reporting System Administrator, use the Save this globally (for all users) option to make the selection criteria available to all other users in your firm.


Deleting Saved A/R Selection Criteria

To delete saved selection criteria:

1.	Click on the Selection toolbar button, [image], or choose Modify, Selection. The Selection form appears.

2.	Click on either the Selection tab or the SQL Select tab.

3.	Choose the set of selection criteria that you want to delete from the Saved Selection Criteria drop-down list.

4.	Click on the Delete button.

5.	Click on Yes to confirm the deletion.

The selection criteria still appear on the form. However, the criteria are no longer saved, and the name no longer appears in the Saved Selection Criteria drop-down list.

6.	Click on the Clear button to remove the selection criteria from the form.


Favorite Reports

Interactive Accounts Receivable Reporting lets you design and save favorite formats for each of your reports. For example, there may be one favorite that you use when presenting the A/R Statement in draft form within your company, and another that is more appropriate for presenting to a client.

Then you can apply these favorite reports whenever you wish, simply by selecting the favorite name from the Select Favorites form.

What do you want to do?

Create a favorite report.

Use a favorite report.

Delete a favorite report.


Creating Favorite Reports (A/R Reporting)
Creating a Favorite Report

Whenever you design a report format that you may want to use again, consider making it a favorite report. When you create a favorite report, Interactive A/R Reporting stores:

•	Any report options used, on all options tabs.

•	Any selection criteria that you used.

To create a favorite report:

1.	Select (open) a report.

2.	Optional. Specify report options and save the options.

3.	Optional. Select the data to be included in the report and save the selection criteria.

4.	Click on the Open Report toolbar button, [image] when you are satisfied with the report format.

5.	Select the report type.

6.	Select the saved report options and/or saved selection criteria from the drop-down lists.

7.	Click on the Add to Favorites button.

8.	Enter a description for the favorite report.

9.	Optional. If you are an Interactive A/R Reporting system administrator, select the Save this globally (for all users) option to make the favorite report available to all other users in your firm.

10.	Click on the Save button.

What do you want to do?

Use a favorite report.

Delete a favorite report.


Using Favorite Reports (A/R Reporting)
Using a Favorite Report

To use a favorite report:

1.	Click on the Open Favorite toolbar button, [image], to display the Select Favorite dialog. This dialog lists all of the favorite reports you have saved, plus any global favorites set up by the Interactive A/R Reporting system administrator.

2.	Select the favorite format that you would like to use, then click on the Select button. Interactive A/R Reporting runs the report using the format that you chose.

What do you want to do?

Create a favorite report.

Delete a favorite report.


Deleting a Favorite Report (A/R Reporting)
Deleting a Favorite Report

To delete a favorite report:

1.	Click on the Open Favorite button, [image], to display the Select Favorites form.

2.	Select the favorite report that you want to delete.

3.	Click on the Delete button.

4.	Confirm the deletion.


Selecting (Opening) an Accounts Receivable Report

When you select a report, you choose and open the report that you want to create:

Aged Accounts Receivable Report

Accounts Receivable Ledger Report

Accounts Receivable Statement

You can have more than one report open at a time. When you open an additional report, it is opened in a new window. Opening a new report does not close an existing report.

Current selection of data

When you have two or more reports open, the reports have access to the current selection only. To use the current selection on a report run against a different selection, you must rerun the report. See Having More Than One Report Open at a Time for details.

To select a report:

1.	Click on the Open toolbar button, [image], or select File, Open.

The Select Report dialog box opens.

2.	Click on the report you want.

3.	Optional. Make a selection from the Saved Report Options drop-down list.

4.	Optional. Make a selection from the Saved Selection Criteria drop-down list.

5.	Optional. Click on the Add to Favorites button to create a favorite report, using the report type, report options, and selection criteria that you have chosen.

6.	Click on the Select button.

What do you want to do?

Run the report immediately. Interactive A/R Reporting includes all projects to which you have security access.

Choose the data to include in the report, then run the report.


Running an Accounts Receivable Report

Before running a report, you must select (open) the report.

Either before or after you select the report, you have the option of selecting a set of data to be included in the report. If you do not select a set of projects, Interactive A/R Reporting uses all of the projects to which you have security access.

You may also want to specify report options to customize the look and content of the report.

Current selection of data

When you run a report, Interactive A/R Reporting includes the current selection in the report.

For more information, see Having More Than One Report Open at a Time.

To run the current report:

Click on the Run button, [image], or select File, Run.

Refreshes vs. reruns

When you change certain options, Interactive A/R Reporting automatically refreshes the current report; it simply redisplays the report using the new options.

When you change other options, however, Interactive A/R Reporting reruns the report, meaning that it queries your database for the new information. Because this process may take some time, it is good to know the circumstances under which Interactive A/R Reporting automatically reruns a report:

•	Whenever you accept a new set of data.

•	Whenever you change the time period represented on the report.


Having More Than One A/R Report Open at a Time

You can have as many reports open at a time as your system can support. The toolbar buttons and menu commands affect only the report in the active window.

Before you run any reports, you have the option of selecting a set of data that constitutes your current selection. You can run as many reports as you wish based on the current selection. For example, you can print both an Aged Accounts Receivable report and an Accounts Receivable Statement for the same set of data.

When you change the current selection, keep these things in mind:

•	The information changes on only your topmost report, which Interactive A/R Reporting automatically reruns.

You must rerun any other reports to see the new information. To rerun a report using the current selection, click on the Run toolbar button, [image].

•	You cannot drill down on a report unless it was run using the current selection. If you try to, Interactive A/R Reporting displays the message:  You must rerun this report before drilling down.

•	You can create a current selection even if you have no reports open. Interactive A/R Reporting uses the selected data in all reports that you go on to generate, until you choose another set of data.


Drilling Down for Detail on an Aged Accounts Receivable Report

In an Aged Accounts Receivable report, you can "drill down" to display the supporting ledger detail for receivable totals (other than the final totals). Drilling down opens a separate window that displays the ledger information.

The totals you can drill down are displayed in blue. When the pointer is on these totals, it changes to the magnifying glass shape. You can then click to drill down to the supporting detail.

To drill down for detail:

1.	Position the pointer on the receivable total for which you want to see the ledger information. (You can drill down on totals displayed in blue.)

 When you can drill down on an entry, the pointer changes to the magnifying glass shape.

2.	Click to display the Drill Down window.

3.	Optional. Click on the Print button, [image], to print the contents of the Drill Down window.

4.	Click on the Close button to close the Drill Down window.

If you changed the current selection since you ran the report, you need to run the report again before you can drill down. For related information, see Having More than One Report Open at a Time.


Drill Down Sorting for Accounts Receivable Reports
Drill Down Sorting for A/R Reports

The Drill Down Sorting option lets you identify the column in which interest will be included. Your choices for this option vary and are specified via Deltek Advantage setup options.


Options for Displaying A/R Reports

Because Interactive Accounts Receivable Reporting lets you keep many reports open at the same time, and because it lets you create very large reports, it comes with a set of tools to help you manage the reports on your screen.

Choose Window from the main menu to display the following options:

Menu Option	Purpose
Vertical	Displays the reports side by side, if you have more than one report open.
Horizontal	Displays the reports one above the next, if you have more than one report open.
Layer	Displays the top-most report with all other reports hidden behind it, if you have more than one report open. Use the Windows minimize and maximize buttons to hide and reveal the reports.
Cascade	Displays the reports staggered on the screen, if you have more than one report open.
Zoom	Lets you control the size of all of the reports displayed. Enter a percentage to expand or shrink the reports. For example, enter 50 to show the reports at half their normal size.
Toolbar	Controls whether or not the toolbar buttons appear on the screen.
Report List	Displays a list of all open reports. By default, a checkmark appears next to the most recently created report, which Interactive A/R Reporting places in the top-most or left-most position. You can, however, click on another report to move the checkmark and make that report the top-most or left-most report, which also makes it the currently active report. Interactive A/R Reporting automatically updates the currently active report when you change the current selection.


Closing an Accounts Receivable Report

Closing a report removes it from the active window. However, you still have access to the current selection. You can select and run another report using the current selection, or specify a new selection for the next report.

To close the current report:

Select File, Close or click on the X at the upper right corner of the report display.


Current Selection in Interactive A/R Reporting

The current selection is the most recently accepted list of receivables information.

The current selection remains active until you overwrite it by retrieving and accepting another selection, or until you close the Interactive A/R Reporting window. Otherwise, you can reuse the current selection as often as needed, for as many different reports as you want.

When you change the selection criteria, Interactive A/R Reporting automatically regenerates the most recently viewed report (the "topmost" report if you are displaying multiple reports in layers), using the new criteria. To change selection criteria for a new report without changing anything on an existing report, open an empty report first (in other words, open a new instance of the report).


Selecting and Ordering the Columns on A/R Reports
Selecting and Ordering the Columns

When you run a report, Interactive Accounts Receivable Reporting creates the report using a default set of columns. These are the same columns that appear on the standard Deltek Advantage version of the report.

If you prefer, you can change the columns that appear in the report, and the order in which they appear.

When you save a set of report options, the columns you chose are included in the saved set.

Custom Labels for Columns

On the Column Selection tab, Interactive A/R Reporting makes available for sorting and selecting purposes any user-defined text fields, numeric fields, and date fields established for your firm through the Sort/Select setup utility. Any existing custom labels are also displayed on the Column Selection tab, including your firm’s labels for principal, project manager, profit center levels, and labor code levels.

Column Descriptions

For descriptions of the columns available in each report, see:

Columns in an Aged Accounts Receivable Report

Columns in an Accounts Receivable Ledger Report

Columns in an Accounts Receivable Statement

To select and order columns in the current report:

1.	Click on the Options toolbar button, [image], or choose Modify, Options.

2.	Click on the Column Selection tab.

Two list boxes appear:

•	The Selected list box displays the names of the columns that will be displayed in the report, in the order in which they will appear.

•	The Available list box displays the names of the columns that are not selected to appear in the report.

3.	Move and arrange columns as needed.

4.	Click OK to accept the settings on all tabs.

5.	Optional. Save your settings if you expect to use this column arrangement again.


Columns in an Aged Accounts Receivable Report (Interactive A/R Reporting)

The following columns are available in the Aged Accounts Receivable report.

When you run a report, you can include whatever columns you want, in whatever order you want to see them. See Selecting and Ordering the Columns for more information.

If a column name is shaded on the form, you do not have the security level required to access the information in that column. (For more information on your security level, see your System Administrator.)

To establish aging dates, age unassigned receipts, include interest on past due amounts, and set up definitions for aging columns, use the Aging Tab.

For information about all related options tabs, see Specifying Accounts Receivable Report Options.

Columns That Appear by Default	Columns Available for Inclusion
Invoice Date	Aging Column 7
Balance	Aging Column 8
Current	Aging Column 9
31-60 Days	Aging Column 10
61-90 Days	Unassigned Receipts
91-120 Days
121-150 Days
Over 150 Days
Interest
Retainage


Columns in an Accounts Receivable Ledger Report

The following columns are available in the Accounts Receivable Ledger report.

When you run a report, you can include whatever columns you want, in whatever order you want to see them. See Selecting and Ordering the Columns for more information.

If a column name is shaded on the form, you do not have the security level required to access the information in that column. (For more information on your security level, see your System Administrator.)

For information about all related options tabs, see Specifying Accounts Receivable Report Options.

The Accounts Receivable Ledger report does not have any 'system-defined' columns. Via Deltek Advantage setup utilities, you can choose up to 8 columns and decide what each of those columns are. Typical A/R Ledger report columns are listed here for your convenience:

Columns That Appear by Default	Columns Available for Inclusion
Invoice Date
A/R Balance
Fees
Taxes
Interest
Other


Columns in an Accounts Receivable Statement

The following columns are available in the Accounts Receivable Statement.

When you run a report, you can include whatever columns you want, in whatever order you want to see them. See Selecting and Ordering the Columns for more information.

If a column name is shaded on the form, you do not have the security level required to access the information in that column. (For more information on your security level, see your system administrator.)

To define the aging columns that appear across the bottom of the A/R Statement, use the Aging Summary tab.

For information about all related options tabs, see Specifying Accounts Receivable Report Options.

Columns That Appear by Default	Columns Available for Inclusion
Invoice Date	Days Outstanding
Received Amount	Original Amount Net Interest
Last Receipt Date	Interest
Original Amount	Retainage
Past Due Amount
Balance Due


Specifying Accounts Receivable Report Options

Report options determine how information is displayed on the report, which columns are included, how the data is sorted, and how the report is printed. Interactive Accounts Receivable Reporting has default settings for all reports. You can change the default settings, and you can save sets of report options.

The following tabs contain report options for all three report types:

•	Options tab settings determine which information is displayed in the report (for example, rolled-up projects or retainage amounts).

•	Sorting tab settings determine the sequence in which data is displayed on the report. Sorting criteria available vary from report to report, as do the defaults used if you do not specify any sorting criteria. You can combine multiple sorting criteria, for one to six levels; if you do, the lowest level of the sort has the most detailed information.

•	Column Selection tab settings determine which columns appear in the report and the order in which they appear.

•	Print Settings tab options determine the report’s margins, orientation, and number of copies printed.

These options tabs are report-specific:

•	Aging tab settings establish aging dates, age unassigned receipts, include interest on past due amounts, and set up definitions for aging columns on the Aged Accounts Receivable report.

•	Aging Summary tab settings specify which aging columns will appear across the bottom of the Accounts Receivable Statement.

To change the report options for the current report:

1.	Click on the Options toolbar button, [image], or select Modify, Options.

2.	Click on the appropriate tab and choose options for your report:

•	The Options tab:

Aged Accounts Receivable Report Options

Accounts Receivable Ledger Report Options

Accounts Receivable Statement Options

•	The Aging tab.

•	The Aging Summary tab.

•	The Sorting tab:

Aged Accounts Receivable Sorting Options

Accounts Receivable Ledger Sorting Options

Accounts Receivable Statement Sorting Options

•	The Column Selection tab:

Columns in an Aged Accounts Receivable Report

Columns in an Accounts Receivable Ledger Report

Columns in an Accounts Receivable Statement

•	The Print Settings tab.

3.	Change the options as needed.

4.	Click OK to accept the settings on all tabs.

5.	Optional. Save your new report settings for future use.


Aged Accounts Receivable Report Options

For an Aged Accounts Receivable report you can:

•	Roll up the base project number.

•	Roll up the base task number.

•	Display the name of the client contact. (You must choose Client or Client Name on the Sorting tab to use this option.)

•	Show the final percent of final total for each aging column, and the average age and last receipt date for the final totals.

•	Exclude unassigned receipts.

•	Display all invoices with retainage amounts.

•	Specify the time frame.

•	Specify sorting for drill-downs.

What do you want to do?

Write or review comments for a client on this report. See Comments on the Aged Accounts Receivable Report.

Specify aging dates on the Aging tab.

Sort the data on the Sorting tab.

Choose columns on the Column Selection tab.

Choose printing options on the Print Settings tab.


Comments on the Aged Accounts Receivable Report

  Interactive A/R Reporting indicates whether or not comments exist for a client through the use of a Comments icon displayed on the Aged Accounts Receivable report.

•	If the icon appears in color, comments exist. Click on the icon to display them.

•	If the icon is shaded gray, no comments exist for the client.

The placement of the icon on the report depends upon your sort criteria—it appears either next to the client name or project name on the report, according to your sort criteria.

Comments are stored by client. You must specify a client for your projects in order to use the Comments feature.

When you click on the Comments icon, Interactive A/R Reporting displays the Comment Entry form.

AR Comments Report

In standard Accounts Receivable Reporting, you can run the related AR Comments report, which lists invoice comments entered through Interactive Accounts Receivable Reporting.

Displaying Existing Comments

The top portion of the Comment Entry window contains a list of all comments on file for the client.

•	To sort the list, click on a column heading.

•	To resize a column, click and drag the edges of the column headings.

The bottom portion of the window contains the full comment text for the selected comment.

Entering New Comments on the Comment Entry Form

You can also use the bottom portion of the Comment Entry form to enter new comments and to change existing comments. Use the following buttons, as appropriate:

Button	Use the button to:
Insert	Create a new comment.
Copy	Create a new comment by making a copy of the current comment.
Delete	Delete the current comment.
OK	Save your changes.
Cancel	Discard your changes.


Aging Tab for the Aged Accounts Receivable Report

For an Aged Accounts Receivable report, you can use the Aging tab to:

•	Specify the aging date.

•	Select to age unassigned receipts.

•	Select to age interest.

•	Define the aging columns that will appear on the Columns tab.


Accounts Receivable Ledger Report Options

For an Accounts Receivable Ledger report you can:

•	Roll up the base project number.

•	Roll up the base task number.

•	Choose the interest column.

•	Display the name of the client contact. (You must choose Client or Client Name on the Sorting tab to use this option.)

•	Show modification detail.

•	Include invoice totals and separate totals for the amounts billed and received in the final totals.

•	Specify the time frame.

What do you want to do?

Sort the data on the Sorting tab.

Choose columns on the Column Selection tab.

Choose printing options on the Print Settings tab.


Accounts Receivable Statement Options

For an Accounts Receivable Statement you can:

•	Roll up the base project number.

•	Roll up the base task number.

•	Include your firm’s name, byline, and address in the statement.

•	Include the country in the client’s address.

•	Specify whether the Statement Summary or the Aging Summary are included.

•	Show the average number of days for which invoices are outstanding.

•	Include unassigned receipts.

•	Select whether to create statements by client or billing group main project.

•	Specify the statement date.

•	Specify the grace period beyond which amounts become past due.

What do you want to do?

Specify on the Aging Summary tab which aging columns will appear across the bottom of the Accounts Receivable Statement.

Add, edit, or delete a comment for an Accounts Receivable Statement. Please note that changing the Statement’s options can result in the loss of comments. Add comments just before you print the statement, after selecting the options you want.

Sort the data on the Sorting tab.

Choose columns on the Column Selection tab.

Choose printing options on the Print Settings tab.


Adding Comments to the Accounts Receivable Statement

You can add a comment or note to a statement. The comment can be up to four lines of text, and is placed under the client’s address, to the left of the gray statement block. A comment is saved, and appears the next time you run the statement.

If you selected Client as the Statement Type, the last comment entered for that client is the comment that is saved. For example, if you have three different addresses and statements for the same client and you enter different comments for each statement, the statements will print correctly for the three addresses. However, the next time you run one of these three statements, it will display the last comment you entered for that client (not necessarily the comment that was entered for that statement).

You can add, edit, and delete statements.

	Warning Changing the statement’s options can result in the loss of comments. Add comments just before you print the statement, after selecting the options you want.
To add a comment:

1.	Position the mouse pointer in the comment area of the statement (beneath the client’s address and to the left of the gray statement block).

2.	When the pointer shape changes to the comment shape, click to open the comment text box.

3.	Type the text of the comment.

As you type, the text wraps to the size of the text box. To insert a line break, press CTRL+ENTER.

The comment appears on the statement as it appears in the text block.

4.	Click OK to place the comment on the statement.

To edit or delete a comment:

1.	Position the mouse pointer over the comment.

2.	When the pointer shape changes to the comment shape, click to open the comment text box.

3.	Edit the comment as needed or remove all text to delete.

4.	Click OK to place the edited comment on the statement.


Aging Summary Tab for the Accounts Receivable Statement

You use the Aging Summary tab to define the aging columns that you want to appear across the bottom of the Accounts Receivable Statement.

	Type the column heading in the text boxes on the left. (The column headings can be one or two lines.) The text boxes right justify the text, which is how it will appear in the report.
	Use these text boxes to enter the range of days for the corresponding column. If both start and end values are 0 (zero), the column is not displayed on the statement.  Enter 0 (zero) in all columns that you don’t want shown on the statement.
Using the above two samples, the Accounts Receivable Statement would show an aging column for receivables that are from 31 to 60 days overdue.


Saving Report Options

There are certain combinations of report option settings that you may find you use repeatedly. For example, there may be one set that you use when presenting the report to a client, and another when presenting the report in an internal meeting. You can save settings, and you can save as many sets of report options settings as you want.

When you save a set of report options, you save all settings on all options tabs, including your choices on the Column Selection tab.

Each set of saved report options is available only for a single report type. For example, options saved for the Aged Accounts Receivable report cannot be used when running the Accounts Receivable Statement.

Default settings

You can also save a set of settings to use as your personal default settings. Interactive A/R Reporting automatically uses these default settings whenever you open the report. Your personal default settings are used instead of the system default settings; they do not replace the system defaults.

To save report options for the current report:

1.	Click on the Options button, [image], or select Modify, Options.

2.	Select report options.

3.	Click on the Save Current Options button. The Save Report Options dialog box opens.

4.	Enter a description or name for the settings. You select this name later, when you want to use the saved options.

If you would like to reuse an existing name, display the drop-down list of saved settings. Select the name you would like to reuse and confirm that you want to use it. The new settings replace the old settings stored under that name.

5.	Optional. Select the Use as default settings option if you want to use these settings as your personal default settings.

6.	If you are an Interactive A/R Reporting system administrator, you may select the box Save this globally (for all users) option to make the saved settings available to all other users in your firm.

7.	Click on the Save button. The description now appears in the Saved Options drop-down list.

  Tip


Using Saved Report Options

Once you have saved a set of options for a report, you can use them at any time.

To use saved settings for the current report:

1.	Click on the Options button, [image], or select Modify, Options.

2.	Select the saved set of options from the Saved Options drop-down list. Sets marked <G> were created and saved by your system administrator and are available to all employees using Interactive Accounts Receivable Reporting.

3.	Click OK.

The settings are applied to the report.

4.	Click on the Run button, [image], if you have not already run this report.


Using Default Report Options

Interactive A/R Reporting maintains two different sets of default report options for each report:

•	Your personal defaults, which you may or may not decide to set up. Interactive A/R Reporting uses these defaults automatically whenever you run the report. See Saving Report Options for setup instructions.

•	Interactive A/R Reporting’s defaults. The system uses these defaults automatically whenever you run the report if you have not set up personal defaults. If you do have personal defaults, follow the steps below to return temporarily to the Interactive A/R Reporting defaults.

To use the Interactive A/R Reporting default settings (instead of your personal default settings):

1.	Click on the Options button, [image], or select Modify, Options.

2.	Click on the Defaults button to restore the Interactive A/R Reporting default settings.

3.	Click OK.

The Interactive A/R Reporting default settings are automatically applied to the report.

4.	Click on the Run button, [image], if you have not already run this report.


Deleting a Set of Saved Options

To delete a set of saved option settings for the current report:

1.	Click on the Options button, [image], or select Modify, Options.

2.	From the Saved Options drop-down list, select the saved settings to delete.

3.	Click on the Delete button.

4.	Click on the Yes button to confirm the deletion.


Sorting Data on Interactive A/R Reports

The Sorting tab determines how the report information is sorted. For example, an Aged Accounts Receivable report could list invoices by project, or list invoices by client and by project.

When you run the report, you can sort by any of the columns displayed, for up to six sorting levels. The lowest level of the sort has the most detailed information. For example, if you sort by client, then by project, and then by invoice, the invoice level will have the most detailed information.

The sorting criteria vary, according to report type:

Aged Accounts Receivable Report Sorting Options

Accounts Receivable Ledger Report Sorting Options

Accounts Receivable Statement Sorting Options

To use the Sorting tab:

1.	Drag a sort criterion from the Available list box to the Selected list box.

2.	Sort by moving columns up or down within the Selected list box. Click on the column you want to reposition and drag it to the new location.

The sequence in which you include sort criteria in the Selected list box determines how Interactive A/R Reporting handles multiple sort criteria.

3.	Choose project or task as the Source of the information for each sort criterion.

4.	Optional. For each sorting level, you can also specify a page break, the line style used to separate values within a sort band, and the color of the sort band.

5.	Click OK to confirm the changes you’ve made.

Custom Labels and User-defined Fields

If any custom labels have been specified for your firm through system setup utilities, those labels will be available for sorting and selecting data on the Sorting tab. You might see custom labels for project principal, project manager, profit center levels, and labor code levels. For example, if your firm has set up the custom labels "Project Director" and "Task Director," then those labels will appear in place of the Principal and Project Manager labels on the Sorting tab. Interactive A/R Reporting also makes available any user-defined text fields, numeric fields, and date fields set up for your firm.


Sorting Data on the Aged Accounts Receivable Report
Aged Accounts Receivable Report Sorting Options

For each level of information in the Aged Accounts Receivable report, you can specify the following sort criteria:

•	%'s (Percent of the total)

•	Avg Age (Average Age)

•	Last Rec't (Last Receipt)

These options are applicable depending on which level you’re selecting them for and how you’re sorting the report. For example, if the report lists invoices by client and by project, you could select the Last Rec’t option for the project level to see when you last received payment for specific projects.

The following sort criteria are available for the Aged Accounts Receivable report:

Default Sort Criteria	Available Sort Criteria
Project	Client
Invoice	Client Name
	Address Code
	Billing Group
	Billing Group Name
	Project Name
	Task
	Principal
	Project Manager
	Supervisor
	Profit Center
	Office
	Discipline
	Project Type
	Revenue Method
	Status (A/I/D/P)
	Type of Work
	Sector
	Region
	Billing Type
	Unassigned Receipts


Sorting Data on the Accounts Receivable Ledger Report
Accounts Receivable Ledger Report Sorting Options

For each level of information in the report, you can also specify the following:

Billed/Rec'd

The Billed/Rec’d option is applicable depending on which level you’re selecting the option for and how you’re sorting the report. For example, if the report lists invoices by client and by project, you could select Billed/Rec’d for the project and client levels.

The following sort criteria are available for the Accounts Receivable Ledger report:

Default Sort Criteria	Available Sort Criteria
Project	Client
Invoice	Client Name
	Address Code
	Billing Group
	Billing Group Name
	Project Name
	Task
	Principal
	Project Manager
	Supervisor
	Location Code
	Office
	Discipline
	Project Type
	Revenue Method
	Status (A/I/D/P)
	Type of Work
	Sector
	Region
	Billing Type
	Contract Type
	Building Type


Sorting Data on the Accounts Receivable Statement
Accounts Receivable Statement Sorting Options

The following sort criteria are available for the Accounts Receivable Statement:

Default Sort Criteria	Available Sort Criteria
Invoice	Billing Group
	Project
	Task


Changing Print Settings

The print settings determine the margins, orientation, and size of the printed report, and the number of copies printed.

If you save option settings for a report, the print settings are included in the saved set.

To change the print settings for the current report:

1.	Click on the Options button, [image], or choose Modify, Options.

2.	Click on the Print Settings tab.

3.	Change the settings as needed:

Margins

Orientation

Copies

Zoom

4.	Click OK.

5.	Click on the Print button, [image], to print the report.


Margins

Enter the amount of space you want for the top, bottom, left, and right margins.


Orientation

Select one of the following settings:

•	Portrait to print across the width of a page (8-1/2 x 11).

•	Landscape to print across the length of a page (11 x 8-1/2).


Copies

Enter the number of copies you want printed.


Zoom

Enter the percentage of which to change the size of the report. For example, enter 75 to shrink the report to 75% of its normal size.


Printing a Report

For each report, you can change the print settings for the margins, orientation, and number and size of copies printed.

To print the current report:

Click on the Print button, [image], or select File, Print.


The WHERE Clause

A WHERE clause is part of a Structured Query Language (SQL) query, which Interactive A/R Reporting uses to retrieve information from the database. A WHERE clause contains the criteria that you want used for selecting the projects that appear in a report.

You can build a WHERE clause in either of two ways:

•	By choosing selection criteria and having Deltek Advantage automatically build the WHERE clause for you, behind the scenes. You do this on the Selection tab of the A/R Selection form. This is the standard way to create a WHERE clause.

•	By building the WHERE clause yourself on the SQL Select tab of the A/R Selection form. This option lets you create more complex WHERE clauses than those that Deltek Advantage creates for you. This process is somewhat complicated, but lets you make very specific choices about the data to be included.

Syntax

A WHERE clause uses the following syntax:

[table.alias.column name] [operator] [value] [AND/OR]

•	Table.alias.column name is the data source. It specifies the database table and column to search.

•	Operator and value specify the condition being evaluated. For example, if you are querying the database for all projects for the project manager Apple, the WHERE clause uses the operator LIKE and the value APPLE. That is, to find all project manager names that are "like Apple":

(PROJ.prProjMgr LIKE ‘APPLE%’)

Note that the WHERE clause contains the % wildcard. You can place this anywhere in the value (for example, %PPLE%, %P%E). Deltek Advantage automatically adds it to the end of any character string.

•	If you want to add another condition to the WHERE clause, you need to use a logical operator, AND or OR. For example, the following WHERE clause looks for "all projects where the project manager is Apple OR all tasks where the project manager is Apple":

(PROJ.prProjMgr LIKE ‘APPLE%’)

OR (TASK.prProjMgr LIKE ‘APPLE%’)


Data Source

If you are familiar with WHERE clauses and the Deltek Advantage database, you may want to bypass the normal data selection process and type a WHERE clause directly into the text box on the SQL Select tab.

If you do, you need to prefix each column name with a table alias. Note that the WHERE clause can reference columns in the Project, Client, and Employee tables only.

Table Alias	Description
PROJ.	Project information from the Project table
TASK.	Task information from the Project table
PROJ_CL.	Client information from the Client table, associated with projects
TASK_CL.	Client information from the Client table, associated with tasks
PROJ_MGR.	Project manager information from the Employee table, associated with projects
TASK_MGR.	Project manager information from the Employee table, associated with tasks
PROJ_PRINCIPAL.	Principal information from the Employee table, associated with projects
TASK_PRINCIPAL.	Principal information from the Employee table, associated with tasks
Database table aliases for Billing Group selection:

Table Alias	Description
bw_group	Main project’s project information from the Project table
ar_nosec	A/R information from the Accounts Receivable table
group_cm	Main project’s client information from the Client table
group_cad	Main project’s client address information from the Client Address table
Database table aliases for Client selection

Table Alias	Description
proj	Project’s information from the Project table
ar_nosec	A/R information from the Accounts Receivable table
proj_cm	Project’s client information from the Client table
proj_cad	Project’s client address information from the Client Address table
Once you have referenced the correct table, you can select from the column names. These are the same column names that appear on the Project Search form.

Column Name	Table Alias	Description
prName	PROJ or TASK	Project or task name
prProject	PROJ or TASK	Project or task number
clName	PROJ_CL	Client name
prClient	PROJ	Client number
clContact	PROJ_CL	Client contact
prType	PROJ. or TASK	Project or task type
emLastName + ‘,’+ em.FirstName	PROJ_PRINCIPAL. or TASK_PRINCIPAL	Principal name
emLastName + ‘,’+ em.FirstName	PROJ_MGR or TASK_MGR	Project manager name
prStatus	PROJ or TASK	Project or task status
prProfCtr	PROJ or TASK	Profit center
Substring (prProfCtr,1,2)	PROJ or TASK	Profit center level 1
Substring (prProfCtr,3,2)	PROJ or TASK	Profit center level 2
Substring (prProfCtr,5,2)	PROJ or TASK	Profit center level 3
Substring (prProfCtr,7,2)	PROJ or TASK	Profit center level 4
prStartDate	PROJ or TASK	Start date
prEndDate	PROJ or TASK	End date
prRevType	PROJ or TASK	Revenue type
prSelect1 to prSelect15	PROJ or TASK	Select codes 1 to 15, which select based on character strings
prSelect16 to prSelect25	PROJ or TASK	Select codes 16 to 25, which select based on numeric values
prSelect26 to prSelect30	PROJ or TASK	Select codes 26 to 30, which select based on dates


Comparative Operators

Comparative operators are used in WHERE clauses to select projects based on numeric or character values. For example, the following WHERE clause, in which the comparative operator is >, searches for all projects where the project number is greater that 97000.00:

(PROJ.prProject>’97000.00’)

WHERE clauses are not case-sensitive. For example, you can enter APPLE or apple or Apple as a value, and the WHERE clause will find any possible upper- or lower-case combination of that name.

You can use the following comparative operators when creating a WHERE clause in Interactive A/R Reporting:

Operator	Meaning
=	Is equal to
NOT=	Is not equal to
>=	Is greater than or equal to
<=	Is less than or equal to
<	Is less than
>	Is greater than
LIKE	Compares a string of characters (The SQL wildcard characters % and _ are allowed. See The LIKE Operator.)
IN	Is equal to any of a series of values. See The IN Operator.


The LIKE Operator

When you use the LIKE operator, you can use wildcard characters rather than enter the entire value. For example, if you want projects and tasks for all client names ending in CH, you can enter %CH in the Value field. The WHERE clause retrieves all projects whose client name ends with CH.

To retrieve all projects whose project manager name contains the string AN, enter %AN for the Value.

Deltek Advantage automatically adds a % to the end of every character string.

For the LIKE operator, you can use the % and _ (underscore) wildcard characters.

•	% retrieves a string of zero or more characters of any value. (The % wildcard is similar to the * wildcard in DOS.)

•	_ retrieves a single character of any value. (The _ is similar to the ? wildcard in DOS.)

In the following WHERE clause, LIKE ‘apple%’ searches for all projects where the project manager’s name starts with the letters Apple:

(PROJ.prProjMgr LIKE ‘apple%’)


The IN Operator

Use the IN operator when you are looking for information contained in a group of values. For example, if you are searching for only overhead and promotional jobs (types H and P), you can use the syntax:

(PROJ.prType IN H,P)

instead of:

(PROJ.prType=’H’) OR (PROJpr.Type=’P’)


Logical Operators

The logical operators AND and OR combine multiple conditions in a WHERE clause.

For example you can query for all projects WHERE the project manager is LIKE Apple AND the client number is 1234:

(PROJ.prProjMgr LIKE ‘APPLE%’)

AND (PROJ.prClient=’1234’)

This clause retrieves all projects for client 1234 for which Apple is the project manager.

The following WHERE clause retrieves all tasks for projects that have Apple as the manager of the project, and any other specific tasks that have Apple as the manager of the task:

(PROJ.prProjMgr LIKE ‘APPLE%’)

OR (TASK.prProjMgr LIKE ‘APPLE%’)


The Search Button

When you click on the Search button, Interactive A/R Reporting queries the database to find the projects and tasks that meet your selection criteria.

As the projects and tasks are retrieved from the database, Deltek Advantage displays a message telling you how many projects have been retrieved out of your pool of projects. If it is displaying a number far greater than the number of projects and tasks than you want or expect, click on the Cancel button to stop the retrieval. (The number of projects and tasks you can retrieve for a report depends on your system’s available resources.) Double check that you entered selection criteria correctly.

Note that you cannot save selection criteria until you click on the Search button to retrieve projects and tasks.


Projects/Tasks Selected Pane

The retrieved projects are listed in the Projects/Tasks Selected pane by project number.

•	To list them by project name, click on the Project Name heading.

•	To list them again by project number, click on the Project Number heading.

•	To change from ascending order (1,2,3… or A-Z) to descending order (…3,2,1 or Z-A), click on the Project Number or Project Name heading twice.

•	To change the width of a column on the pane, drag the column divider to the left or right.


Select Groups Pane

The retrieved main projects are listed in the Select Groups pane by main project number.

•	To list them by main project name, click on Name.

•	To list them again by main project number, click on Main Project.

•	To change the width of a column on the pane, drag the column divider to the left or right.


Select Clients Pane

The retrieved clients are listed in the Select Clients pane by client number.

•	To list them by client name, click on Name.

•	To list them again by client number, click on Client.

•	To change the width of a column on the pane, drag the column divider to the left or right.


Selecting Projects from the Projects/Tasks Selected Pane

To select projects in the Projects/Task Selected pane:

•	To select one project, click on it.

•	To select additional projects, hold down the CTRL key as you click on each additional project.

•	To select a range of projects, click on the first project and SHIFT + click on the last one. For example, to select the first ten projects, click on the first project and then SHIFT + click on the tenth one.


Selecting Tasks from the Task List
Selecting Tasks from the Tasks List

If a project has a task list, a right-pointing arrow appears to the right of that project. Although Interactive A/R Reporting automatically selects all tasks for that project, you can narrow down the selection.

The retrieved tasks are listed in the Select Projects pane by task number, in ascending order (1,2,3 or A,B,C). To change to descending order (3,2,1 or Z,Y,X), click on the task heading.

To select tasks:

1.	Click on the right-pointing arrow to display the task list.

2.	Select the tasks you want.

•	To select one task, click on it.

•	To select additional tasks, hold down the CTRL key as you click on each additional task.

•	To select a range of tasks, click on the first task and SHIFT + click on the last one. For example, to select the first ten tasks, click on the first task and then SHIFT + click on the tenth one.


Selecting Groups in the Select Groups Pane

To select a billing group’s main project in the Select Groups pane:

•	To select one main project, click on it.

•	To select additional main projects, CTRL + click each one (hold down CTRL as you click each additional main project).

•	To select a range of main projects, click on the first one and SHIFT + click on the last one. For example, to select the first five main projects, click on the first one and SHIFT + click on the fifth one.


Selecting Clients in the Select Client Pane

To select clients in the Select Client pane:

•	To select one client, click on it.

•	To select additional clients, CTRL + click each one (hold down CTRL as you click each additional client).

•	To select a range of clients, click on the first one and SHIFT + click on the last one. For example, to select the first five clients, click on the first one and SHIFT + click on the fifth one.


Selecting Invoices from the Invoice List

If a main project or client has an invoice list, a right-pointing arrow appears to the right of the project or client. Although the system automatically selects all invoices for the project or client, you can select only the invoices you want to see in the report.

To select invoices:

1.	Click on the right-pointing arrow to display the invoice list.

2.	Select the invoices you want.

•	To select one invoice, click on it.

•	To select additional invoices, CTRL + click each one (hold down CTRL as you click each additional invoice).

•	To select a range of invoices, click on the first one and SHIFT + click on the last one. For example, to select the first five invoices, click on the first one and SHIFT + click on the fifth one.

Once you display an invoice list, that list remains displayed until you either click on the right-pointing arrow again or click another main project’s or client’s right-pointing arrow.


Project and Task Count

To total the number of projects and tasks selected, and the number in your total pool of projects and tasks, Interactive A/R Reporting follows these rules:

•	Each project that has no tasks counts as one.

•	Each task counts as one.

•	For projects with tasks, Interactive A/R Reporting counts only the tasks, not the project itself. For example, a project with eight tasks counts as eight.


Billing groups and main projects

A billing group is a group of projects that are billed together on one invoice. There is always one project that is the main project of the billing group.

Individual projects that are not part of billing groups are also considered to be main projects when you are using the billing group feature.

The billing group feature is available only if you are also using the Deltek Advantage Billing System.


Selecting the First Column

When you first display the Selection tab, Interactive A/R Reporting lists columns on which you can base your selection. Click on any drop-down list to see the rest of the columns available for selection.

For example, if you want to generate a report for only those projects that belong to specific project managers, select the Project Manager column.

If you choose a column from the drop-down list, Interactive A/R Reporting replaces the column next to the drop-down list with your new choice. For example, if you click on the drop-down list next to Principal, then choose Revenue Type from the list, Revenue Type replaces Principal.


Choosing the values to include

Click on the Search button, [image], to display a list of possible values for the column you have chosen. Then, select the values you want:

•	To select one value, click on that value.

•	To select a range of values, click on the first, then SHIFT + click on the last.

•	To select several different values, click on the first, then CTRL + click on each additional value.

For example, if you want to generate a report for only those projects belonging to project managers Apple and Cohen, select Apple and Cohen.

If you select values, then close the Selection form, your values will still be in place when you return. If you add more values, Deltek Advantage appends them to the original list.

The list remains intact until you:

•	Deliberately clear the values, or

•	End the Interactive Accounts Receivable Reporting session.


Clearing Project Selection Criteria
Clearing Selection Criteria

Several buttons let you clear your selections:

•	The Eraser button, [image], which appears next to each column selection, deletes all of the values you have entered for the column.

•	The Clear button deletes the values you have entered for all columns.

•	The Restore Default button restores the original six columns to the form and deletes all other values entered.


Reviewing and Modifying the Values List

The values that you select appear in a single horizontal list, separated by semi-colons.

•	To see the values listed vertically, double-click anywhere on the list.

•	To delete a value, click on it, then press the Delete key.

•	To delete several values, click and drag to highlight all of the values, then press the Delete key.


Entering values

You can enter any valid value for the column that you chose. To enter more than one value, separate your choices by commas (for example, Project Type = H, P).

You do not need to put quotes around any values. Interactive A/R Reporting automatically puts quotes around character strings and dates.


Selection based on task values

Select the Selection based on task values option if you want to make selections based on information stored at the task level. For example, use this option if you want to select all tasks that have a particular project manager.


Using the Search By field

Use the Search By drop-down list to select the column that you want queried. For example, if you are searching for a particular client’s projects, select the Client Name or Client Number column.


Add to Where button

Click on the Add to WHERE button to add the selection criteria to the WHERE clause.

As you add criteria to the WHERE clause, you can see it being built in the text box in the middle section of the form.


Clear button

Click on the Clear button to delete the entire WHERE clause. You will see the WHERE clause removed from the text box in the middle section of the form.


Accept button

Click on the Accept button to make the selected projects and tasks the current selection. The Selection form closes and you return to the A/R Reporting window.


Delete Option Button

Use the Delete Option button to delete a saved set of report options. This button deletes the options saved on all report options tabs. Follow these steps:

1.	Click on the down arrow next to the Saved Options box.

2.	Select the appropriate name from the drop-down list.

3.	Click on the Delete Option button.

4.	Confirm that you want to delete the saved settings.


Defaults Button

To restore the settings on all report options tabs to their original values, click on the Defaults button at the bottom of the form.


Selecting projects based on other selection criteria

On the Selection tab, Interactive A/R Reporting lists a variety of fields on which you can base your project selection. These include client number, profit center, and billing type.


List of Selection Criteria

In this field, Interactive A/R Reporting lists the selection criteria that you choose.

•	Double-click in the field to see the criteria listed vertically.

•	Highlight an item, then press the Delete key, to delete the item.

•	Click on the X button to clear all items in the field.

•	Click on the Clear button to clear all selections on the form.


Saving Selection Criteria Globally

The Interactive Accounts Receivable Reporting system administrator can save selection criteria globally, so that it is available to all other users in the firm.

Once a set of selection criteria is saved globally, its name (for example <G> Chicago) appears in the Saved Selection Criteria drop-down list on the Selection and SQL Select tabs. You must have an administrator’s level of security to save selection criteria globally.


Moving and Arranging Columns

•	To move a column name from one list box to the other, click the name and drag it to the other list box.

•	To change the order of columns in the Selected list box, click the column name you want to reposition, then drag it to its new position.

•	As you drag the column name, an arrow on the left side of the list box shows your current position in the list. When the arrow is pointing to where you want the column name to appear, release the mouse button.


Saved Report Options Drop-Down List

The drop-down list includes any sets of report options that you have saved, as well as any saved globally by the Interactive A/R Reporting System Administrator. For more information, see Saving Report Options.


Saved Selection Criteria Drop-Down List

The drop-down list includes any set of project/task selection criteria that you have saved, as well as any saved globally by the Interactive A/R Reporting system administrator.

See Saving A/R Selection Criteria.


Saved Report Options field (Select Report dialog)

Use this field to apply a set of saved report options to the report you are opening. Follow these steps:

1.	Highlight the report name.

2.	Click on the down arrow next to the Saved Report Options field.

3.	Select the appropriate name from the drop-down list.

4.	Optional. Select a set of saved selection criteria.

5.	Click on the Select button.

Interactive A/R Reporting uses the saved options to update the settings on all Report Options tabs.


Saved Selection Criteria field (Select Report dialog)

Use this field to apply a set of saved selection criteria to the report you are opening. Follow these steps:

1.	Highlight the report name.

2.	Click on the down arrow next to the Saved Selection Criteria field.

3.	Select the appropriate name from the drop-down list.

4.	Optional. Select a set of saved selection criteria.

5.	Click on the Select button.

Interactive A/R Reporting uses the saved selection criteria to update the settings on the Selection tab.


Saving Report Options Globally

The Interactive A/R Reporting System Administrator can save a set of report options globally, so that it is available to all other users in the firm. Once a set of report options is saved globally, its name (for example <G> Project Managers) appears in the Saved Report Options drop-down list on the Selection and SQL Select tabs.

You must have an administrator’s level of security to save report options globally.


drill down
Drill down definition

Drilling down opens a window that displays supporting detail for an amount on an Aged Accounts Receivable report.

 The amounts on which you can drill down are displayed in light blue (or red if the amounts are negative). When the pointer is on these amounts, it changes to the magnifying glass shape. You can then click to view the supporting detail.


First-time Instructions

If this is the first time you are using Interactive Accounts Receivable Reporting, you must set up your database. Follow these steps:

1.	Click on the Settings… button. Deltek Advantage displays the Database Settings form.

2.	In the Database Description field, enter a name to associate with the database link.

For example, enter Chicago if you are setting up a link to the Chicago office’s Deltek Advantage database. Then, when you log on, you can choose Chicago from the login form, instead of choosing the more complicated link file name.

3.	In the Link File Name field, enter the name and path of your Database Link File, AdvLink.mdb (for example, C:\Programs\Deltek\Advantage\7.0\AdvLink.mdb).

You can click on the Browse… button to help locate this file.


Entering Accounting Periods

To enter an accounting period:

•	Type a specific accounting period, using the format yyyydd.

•	In the Start period, enter 000000 or leave the field blank to include all transactions from the time your projects began.

•	In the End period, enter 000000 or leave the field blank to include all transactions up to and including the current period.


Changing Accounting Periods

When you first log into Interactive A/R Reporting, you select a fiscal period from the Select Processing Period form. All of the reports that you subsequently run are for the period selected.

You can select a different period at any time.

To change accounting periods:

1.	Click on the Change Accounting Period toolbar button, [image], or select Modify, Change Period.

2.	Select a new accounting period from the Select Processing Period form.

3.	Click OK. Any reports generated will contain information for the newly selected period.


A/R Aged Report

The Aged Accounts Receivable report shows you outstanding receivables and their corresponding age. The A/R Aged report lets you look at outstanding receivables for an individual project, a client, a billing group, or several projects or clients. You can specify the information you want to see, such as the percentage each aging column is of the total outstanding, and the most recent date on which payment was received.

You can drill down on invoice totals to see their ledger detail.

You can also display or add comments for this report. See Comments on the Aged Accounts Receivable report for more information.


A/R Ledger Report

This report displays the ledger information for receivables. For each invoice, the report shows amounts for each billing type (for example, labor or consultant) and any amounts received against the invoice. This report is typically used by the Accounting Department and Finance Managers.

Your firm has a choice of one of three settings for handling paid invoices (invoices with a zero balance) in the ledger. You can save historical ledger information for the life of the job, the fiscal year, or the current month. For information on this setting, see your Finance Manager or System Administrator.


Accounts Receivable Statement

This is the statement that you send to a client. You determine the aging periods you want to appear in the statement, as well as the statement date and grace period. You can also display a comment on the statement.


Aging Date

The Aging Date option sets the date from which the aging is calculated. There are three choices:

•	Current Date:  This is today’s date.

•	Period End Date:  This is the last day of your firm’s current accounting period.

•	Specific Date:  You can type the date or select it from a calendar.


Age Unassigned Receipts

An unassigned receipt is a payment for which an invoice transaction was not posted.

Select the Age Unassigned Receipts option to include unassigned receipts in the aging columns. The amount of the receipt is deducted from the aging column based on the date of the receipt.

On the Columns tab, you can choose to display the Unassigned Receipts column. This column shows the received amounts and is typically used when you choose not to age unassigned receipts.


Age Interest

Select the Age Interest option to include interest on past due amounts in the aging columns.

On the Columns tab, you can select to display the Interest column separate from the aging columns.


Aging Column Definitions

You use the Aging Column Definitions to set up the aging columns that you want to appear on the Columns tab. (You use the Columns tab to select the columns that appear in the report.)

 You type a column heading in the text boxes on the left. The column headings are right justified, as they are in the report.

 Use these text boxes to enter the range of days for the corresponding column.

Using these examples, the column will show aged receivables that are from 31 to 60 days overdue.


Aging Summary

If you select the Aging Summary option, Advantage includes a summary of aging data on the A/R Statement.


Statement Summary

If you select the Statement Summary option, Advantage includes a summary on the right side of the A/R Statement. The summary includes the date and balance.


Base Project

The Base Project option lets you summarize report information for projects that use some common numbering scheme. In the report, asterisks in the base project codes represent the rolled-up characters.

For example, if the first five characters of your project number represent a master contract, you can consolidate, or roll up, information for all projects that have a common master contract number. When you display a report, asterisks represent the rolled-up characters.

The Base Project slider box displays the number of characters in your firm’s project numbers. For example, if your firm uses a 12-digit project number, the slider box displays 123456789012. A project number can also include up to two delimiters (for example, 123-4567890.12). You use the slider box to show which parts of the project number you want rolled up.

You can roll up the base project and still display information by task. When you do this, a task total is the total of all occurrences of that task across the base project. For example, the total for Task 00001 is the total of all Task 00001s in the base project.

To roll up project numbers:

Drag a slider to cover the characters that you want rolled up. You can drag a slider from the left or right or both sides of the slider box.


Base Task

Throughout Deltek Advantage, a task is a smaller job that has its own labor, expenses, fees, and billings.

The Base Task option lets you summarize information at the task level for tasks that use some common numbering scheme. It works in the same way as the Base Project option, but is available only if you use tasks. In the report, asterisks in the task codes represent the rolled-up characters.

For example, if the first two characters of your task number represent a department, you can consolidate, or roll up, information for all tasks that have a common department number. When you display a report, asterisks represent the rolled-up characters.

The Base Task slider box displays the number of characters in your firm’s task numbers. For example, if your firm uses a 3-digit task number, the slider box displays 123. You use the slider box to show which parts of the task number you want rolled up.

To roll up task numbers:

Drag a slider to cover the characters that you want rolled up. You can drag a slider from the left or right or both sides of the slider box.


Show Modification Detail

Use the Show Modification Detail option to have an additional line of information printed for each invoice in the current selection. This line includes the invoice number, the year and month, and the number of postings for the accounting period against which the report is being run.


Contact Information

The Contact Information option determines whether or not the name of your client contact is displayed on the report. To include the contact information, select this option.

The contact information can be displayed only if you also select to sort by Client or by Client Name on the Sorting tab.


% of Final Total

The % of Final Total option determines whether or not the report shows the percentage each aging column represents of the final total. The % of Final Total is displayed in the final total section of the report. To display the percent of final total, select this option.

The percents are rounded to whole numbers, and may not add up to exactly 100%.


Final Average Age

The Final Average Age option determines whether or not the report shows the average age for all receivables in the report. The Final Average Age is displayed in the final totals section of the report. To display the final average age, select this option.


Final Last Receipt Date

The Final Last Receipt Date option determines whether or not the report shows the date of the most recent receipt for all receivables in the report. The Final Last Receipt Date is displayed in the final totals section of the report. To display the final last receipt date, select this option.


Exclude Unassigned Receipts

An unassigned receipt is a cash receipt posted to an invoice that does not have a record in Advantage.

If you select the Exclude Unassigned Receipts option, unassigned receipts are not included in the Aged Accounts Receivable report.


Display All Invoices With Retainage

Choose this option to include on the Aged Accounts Receivable report all invoices that have retainage amounts.


Interest Column

Choose the column in which interest is to be listed.


Time Frame

The Time Frame option lets you choose a beginning and ending point for the information displayed in the report. You can choose one of the following settings:

•	Time Frame:  Current, Year-to-Date, or Job-to-Date.

•	Period Range: A range of accounting periods that you specify.

•	Date Range: A range of dates that you specify.

Time Frame

The choices in the drop-down list are the following:

Option	Description
Current	Displays information for the accounting period that is currently open.
Year-to-date	Displays information for the current fiscal year through the current accounting period.
Job-to-date	Displays information from the beginning of the project through the current accounting period.
Period Range

If you want to include transactions for one or more accounting periods, select a beginning and ending accounting period from the period Start and End drop-down lists. The lists show all the accounting periods your firm has set up in Advantage, displayed in the yyyypp format. For example, 200109 for the ninth period in 2001.

You can also bypass the lists and enter the accounting periods in the Start and End fields.

Date Range

For a date range, you need to enter the start and end dates of the range. You can enter the desired dates or select them from a drop-down calendar.


Invoice Totals

Select the Invoice Totals option to include in the Accounts Receivable Ledger report a total for each invoice, net of receipts.


Final Billed/Received Totals

Select the Final Billed/Received Totals option to include final totals for all billed and received amounts, in the final totals section of the report. The final billed and received amounts represent the information that is stored in the system.

On the Sorting tab you can also choose to display billed and received amounts for specific levels of information in the report.

Handling Paid Invoices

Your firm has a choice of one of three settings for handling paid invoices (invoices with a zero balance) in the ledger. The choices are to keep the ledger information for:

•	the life of the job

•	the fiscal year

•	the current month

The setting that your firm chooses determines how old the information in a ledger report can be and the accuracy of the final billed and received amounts. (For information on this setting, see your Finance Manager or System Administrator.)


Firm Name

Select the Firm Name option to include your firm’s name on the report. If you’re printing the statement on letterhead, you probably do not want to select this option.


Firm Byline

Select the Firm Byline option to include your firm’s byline on the report. If you’re printing the statement on letterhead, you probably do not want to select this option.


Firm Address

Select the Firm Address option to include your firm’s address on the report. If you’re printing the statement on letterhead, you probably do not want to select this option.


Country

Select the Country option to include the country in the client’s address. If the client and your firm are in the same country, you probably do not need to select this option.


Average Days Outstanding

Select the Average Days Outstanding option to include the average number of days for all receivables in the summary section of the statement.


Statement Type

Select the Statement Type option to determine whether the statement address is that of the client or the main project in a billing group. The choices are Client and Billing Group Main Project.

•	Select Client if you send statements based on the client address code, as specified in Project maintenance.

You must select the Client setting if you’re not using the Advantage Billing system.

•	Select Billing Group Main Project if you send statements to clients based on how you group projects for billing purposes.

You can also use the Billing Group Main Project setting for individual projects that are not billed with other projects. In effect, an individual project becomes a billing group of just one project.


Statement Date

Select the Statement Date option to specify the date that appears on the statement. This date is used along with the Grace Period option to calculate past due amounts.

Choose one of three settings:

•	Current Date:  This is today’s date.

•	Period End Date:  This is the last day of your firm’s current accounting period.

•	Specific Date:  You can enter a particular date or select it from a calendar.


Grace Period

Enter the number of days for the Grace Period for your receivables. This option sets the number of days after an invoice date for which you do not consider a receivable to be overdue.

Receivables that exceed the grace period relative to the Statement Date option will be included in the past due columns on the statement.


Unassigned Receipts

An unassigned receipt is a cash receipt posted to an invoice that does not have a record in Advantage.


Sorting by Address Code

When you choose Address Code on the Sorting tab, Interactive A/R Reporting sorts the data on the report according to the client’s address code.


Sorting by Billing Type

When you choose Billing Type on the Sorting tab, Interactive A/R Reporting sorts the data on the report according to the contract type (for example, Fee, T&M).


Sorting by Billing Group

When you sort by Billing Group, the report displays both billing groups and individual projects that are not members of groups. (An individual project is considered to be a billing group made up of one project.) Generally, if you sort by billing group, you don’t need to sort by project.

However, Billing Group shows the details for only the group’s main project. If you want to see details for all projects in a group, then sort by both Billing Group and Project.


Sorting by Billing Group Name

When you choose Billing Group Name on the Sorting tab, Interactive A/R Reporting sorts the data on the report according to billing groups, listing them alphabetically.


Sorting by Building Type

When you choose Building Type on the Sorting tab, Interactive A/R Reporting sorts the data on the report by building type (for example, hospitals, libraries, sporting arenas).


Sorting by Client

When you choose Client on the Sorting tab, Interactive A/R Reporting sorts the data on the report by client number, in ascending numerical order (for example, 00001, 00002, 00101, 00382).


Sorting by Client Name

When you choose Client Name on the Sorting tab, Interactive A/R Reporting sorts the data on the report alphabetically by client name (for example, City of Cambridge, Stott Foundation, Town of Amherst).


Sorting by Contract Type

When you choose Contract Type on the Sorting tab, Interactive A/R Reporting sorts the data on the report according to the contract type (for example, Fee or Time & Materials).


Sorting by Department

When you choose Department on the Sorting tab, Interactive A/R Reporting sorts the data according to the codes established for departments in your firm (for example, A-Architectural, C-Civil, L-Landscape Design).


Sorting by Discipline

When you choose Discipline on the Sorting tab, Interactive A/R Reporting sorts the data on the report according to the code for each project discipline (for example, AR-Architectural, EN-Engineering).


Sorting by Invoice

When you choose Invoice on the Sorting tab, Interactive A/R Reporting sorts the data on the report according to invoice numbers, in ascending numerical order.


Sorting by Invoice Date

When you choose Invoice Date on the Sorting tab, Interactive A/R Reporting sorts the data on the report according to invoice date.


Sorting by Location Code

When you choose Location Code on the Sorting tab, Interactive A/R Reporting sorts the data on the report according to the location codes.


Sorting by Office

When you choose Office on the Sorting tab, Interactive A/R Reporting sorts the data on the report according to the code assigned each office in your firm (for example, BO, CO, and SF).


Sorting by Phase

When you choose Phase on the Sorting tab, Interactive A/R Reporting sorts the data on the report according to the code assigned to each phase of the project work (for example, 01-Predesign, 06-Bid-Negotiate, 98-Field Work).


Sorting by Profit Center

When you choose Profit Center on the Sorting tab, Interactive A/R Reporting sorts the data on the report by profit center.


Sorting by Principal

When you choose Principal on the Sorting tab, Interactive A/R Reporting sorts the data on the report alphabetically by principal name (for example, Apple, Bartlett, Jones, Smith).


Sorting by Project

When you choose Project on the Sorting tab, Interactive A/R Reporting sorts the data on the report by project number in ascending numerical order (for example, 00001.00, 00002.00, 97001.00, 98001.00).


Sorting by Project Manager

When you choose Project Manager on the Sorting tab, Interactive A/R Reporting sorts the data on the report alphabetically by project manager name (for example, Apple, Bartlett, Jones, Smith).


Sorting by Project Name

When you choose Project Name on the Sorting tab, Interactive A/R Reporting sorts the data on the report alphabetically by project name (for example, ABC Plaza Study, Stott Park, Greylock Mountain Lodge).


Sorting by Project Type

When you choose Project Type on the Sorting tab, Interactive A/R Reporting sorts the data on the report by project type (for example, Regular, Promotional, or Overhead).


Sorting by Region

When you choose Region on the Sorting tab, Interactive A/R Reporting sorts the data on the report according to the project’s geographical region (for example, Atlantic, South East, South West).


Sorting by Revenue Method

When you choose Revenue Method on the Sorting tab, Interactive A/R Reporting sorts the data on the report alphabetically, according to the revenue method code used for calculating revenue for the task or project.

Revenue Method Table Maintenance provides six standard revenue methods (see the following chart). You can add as many as 30 additional revenue types, defined by your own firm.

Code	Description
B	Job-to-date Billings
M	(Job-to-date Direct Labor X Multiplier) + Job-to-date Reimbursable Expenses @ Cost Rates
N	No revenue generation
P	Percent Complete + Job-to-date Reimbursable Expenses @ Cost Rates
R	Job-to-date Receipts
W	Job-to-date Billings + Work-in-Progress (WIP) @ Billing Rates


Sorting by Sector

When you choose Sector on the Sorting tab, Interactive A/R Reporting sorts the data on the report according to project sector (for example, commercial, government, or residential).


Sorting by Sort/Select Codes

You can sort your reports by a specific sort/select code.


Sorting by Staff

When you choose Staff on the Sorting tab, Interactive A/R Reporting sorts the data on the report according to the codes assigned to employees on the project (for example, A-Architect, D-Designer, C-Clerical).


Sorting by Status (A/I/D/P)

When you choose Status on the Sorting tab, Interactive A/R Reporting sorts the data on the report according to project status—Active, Inactive, Dormant, or Purged.


Sorting by Supervisor

When you choose Supervisor on the Sorting tab, Interactive A/R Reporting sorts the data on the report alphabetically by supervisor name (for example, Burger, Clark, Marcus, Stott).


Sorting by Task

When you choose Task on the Sorting tab, Interactive A/R Reporting sorts the data on the report in ascending numerical order by task number (for example, 001, 002, 003, 007).


Sorting by Type of Work

When you choose Type of Work on the Sorting tab, Interactive A/R Reporting sorts the data on the report according to the field of work (for example, bridges, hospitals, schools).


Sorting by Unassigned Receipt

When you choose Unassigned Receipt on the Sorting tab, Interactive A/R Reporting sorts the data on the report by those cash receipts that have been posted to invoices that do not have records in Advantage.


%'s (Percent of the total)

Select this option to display the percentage of the total that the amount due in each aging column represents.


Avg Age

Select this option to display the average age of each amount due.


Last Rec't

Select this option to display the date on which you last received payment for each sort value.


Billed/Rec'd

Select this option to display separate total amounts billed and received for each subtotal shown in the report.


Page Break option for sorting on reports

You can use the Page Break option on the Sorting tab to have Interactive Accounts Receivable Reporting include a page break automatically each time that the sort value changes. You can insert a page break after any or all of the sorts that you specify.

For example, if you insert a page break for the first sort, Office, and you have three offices (BO, CO, and SF), Interactive A/R Reporting inserts a page break each time the office changes.


Restoring Default Values

Click on the Defaults button to restore all of the settings on the Report Options tabs to their default values.


Report Drop-Down List (Select Favorite dialog)

When you display the Select Favorite form, Advantage lists all of the favorite reports available for all report types. Follow these steps to choose a favorite report for a specific report:

1.	Select a report name from the drop-down list at the top of the dialog.

In the middle of the dialog, Interactive A/R Reporting lists all of the favorite reports available for that report type.

2.	Highlight a favorite report.

3.	Click on the Select button.


Selection

Displays the Selection tab for the type of data most recently selected in this session or, if you’re just starting a session, displays the Selection tab for projects.

For example, if you last used the Client Selection version of the Selection tab, that is the version Advantage will display when you choose Modify, Selection or click on the Selection button.


Project Selection

Searches for information by project, and retrieves all projects that match the WHERE clause criteria.


Billing Grp Selection

Searches for information by main project for a billing group and retrieves all groups that match the criteria and have invoices.


Client Selection

Searches for information by client, and retrieves all clients that match the criteria and have invoices.


Notes about Interactive AR Reporting
Notes about Interactive A/R Reporting

•	To use this application, your firm must have a SQL Server or MSDE database. Interactive A/R Reporting does not work with an Access Jet database.

•	The Privileges tab and the Row Level tab in Deltek Advantage Security Setup controls access to this application. For more information, see Security


Tip for using the toolbar

You can remove the toolbar by selecting Window, Toolbar. To turn the toolbar display back on, select Window, Toolbar again.


Notes about creating a report

•	Some options, if changed, cause Interactive A/R Reporting to re-retrieve data from the database, which takes time. Therefore, it is more efficient to specify report options before you run a report. See Running a Report.

•	If your firm has a large amount of project data, you may not have the system resources needed to generate a report that includes all of your projects. You may have to report on subsets of your total project pool.


Notes about the Selection tab

•	Behind the scenes, Deltek Advantage uses the selection criteria you enter to create its own SQL WHERE clause. You can review this WHERE clause by switching to the SQL Select tab of the Project Selection form.

•	Keep in mind that the Selection tab builds simple WHERE clauses that let you include projects and tasks on the report. You must use the SQL Select tab to create more complex WHERE clauses, using comparative operators  >, <, LIKE, IN, etc., or by combining project-based and task-based selections in the same WHERE clause.

•	If you create a WHERE clause using the Selection tab, then change it using the SQL Select tab, Deltek Advantage clears all of the criteria on the Selection tab. Deltek Advantage clears the selections so that you do not have a Selection tab that is inconsistent with the current version of the WHERE clause.


Tip for creating WHERE clauses

If you are an experienced SQL user, you can enter the WHERE clause in the text box in the middle of the Selection form. However, do not precede the clause with WHERE and do not end the clause with a semicolon (;).


Notes about saving project selection criteria
Notes about saving selection criteria

•	Deltek Advantage saves selection criteria under your Advantage username, not on your workstation. You can use saved selection criteria no matter where you are, as long as you log on under your username.

•	If you have just created or edited a WHERE clause by typing it in the text box on the SQL Select tab, you must press the Tab key or click on another area of the form to activate  the Save button.


Note about modifying saved selection criteria

If you have just created or edited a WHERE clause by typing it in the text box on the SQL Select tab, you must press the Tab key or click on another area of the form to activate the Save button.


Tip for selecting and ordering the columns

Select Do not display this message to remove the instruction panel from the dialog box. The instruction panel provides information for first-time users.

Removing the instruction panel means that you will not see it again when you come back into this dialog box. Do not turn off the message unless you are sure you don’t need it.


Tip for specifying report options

If you are the Interactive A/R Reporting administrator, you may want to establish and save settings relevant to certain groups of users. You might, for example, set up a new user called Project Manager and, under this username, establish and save settings specifically for your project managers. All of your project managers can log on under this username to generate reports.

You may also want to save sets of report options globally, so that they are available to all of the users in the firm.


Example of base project rollup

Assume your project numbers use eight characters, and the third, fourth, and fifth characters are the client code. To roll up the base project number to just the client code, drag the left slider over the first two characters, and drag the right slider over the last three characters.


Example of base task rollup

Assume your task codes use four characters, and the characters are used as follows:

•	The first two characters are the phase of work.

•	The third and fourth characters are a subphase of work.

If you want to consolidate task information based on phase, cover the third and fourth characters.


Note about print settings

These settings override the Windows print settings, but do not change them. The print settings you have for your other Windows applications remain intact.


Note about security access

Interactive A/R Reporting retrieves only projects or tasks to which you have security access. For more information on your security level, see your system administrator.


Note about selecting tasks

Once you display a project’s task list, it remains displayed until you either click the right-pointing arrow again, or click another project’s right-pointing arrow.


Note about multiple sorting levels

You can combine multiple sort criteria; if you do, the lowest level of the sort has the most detailed information. For example, if you sort by project, then by principal, and then by project manager, the project manager level will have the most detailed information.


Account Table Maintenance

As of Version 6.1f, whatever security privileges are specified for users of Chart of Accounts Maintenance now apply to those users in Account Group Names and Account Group Tables:

•	A security workgroup with Review privileges for Chart of Accounts Maintenance also has Review privileges for Account Group Names and Account Group Tables, but cannot add, delete, or modify Account Group Names or Group ranges.

•	A security workgroup with Modify privileges for Chart of Accounts Maintenance also has Modify privileges for Account Group Names and Account Group Tables and can modify, but cannot add or delete, Account Group Names or  Account Group ranges.