Account Aging

The Account Aging report shows accounts with unpaid amounts from the three most recent billing cycles, as well as a total of unpaid amounts from all previous bills.  The presentation is similar to a traditional 30 - 60 - 90 day delinquency report provided by many accounting systems.  The report also shows any new charges since bills were issued with a total of all unpaid charges to date as additional information for the user.

The report normally appears in alphabetical order, but can be sorted by the total of all unpaid charges (i.e., the customer account balance).  Customers whose flight privileges have been suspended (i.e., with their "no fly" flag set) appear with a light red background.‡  Inactive customers appear with a gray background.  Clicking a customer or company name will place that customer "in focus."

The Account Aging report includes totals for each age of delinquency, as well as the average due per delinquent customer. 

Taking Action

The Account Aging report allows the user to take action on delinquent accounts:

• Suspend the privileges of delinquent customers / members.  You can select any of your delinquent accounts for this action, or click "All" at the bottom of the Suspend column.  Clicking the Suspend button (page bottom) sets the "no fly" flag on all selected accounts, preventing additional scheduling and/or dispatching of flights.  An e-mail is sent to suspended customers.  Suspension can optionally include the cancellation of existing reservations for selected accounts (use the check box labeled "Cancel reservations with suspension").
• Send e-mail dunning notices.  Clicking the "Send" button at the bottom of the Dunning column sends an e-mail to all selected accounts.  A list of customers to be dunned and the content of the e-mail is entered on the page that follows.  (The dunning message can also be pre-specified in your Footer Parameters.)
• Assess a late payment fee.  Clicking the "Assess" button creates a new transaction for all selected accounts.  The amount and description of the late fee are entered on the page that follows.
• For users with online payment processing and credit cards or checks on file, electronic payment collection can be attempted.  A column labeled "Collect Total Due" will be included on the report, and will include buttons labeled "Card" or "Check" corresponding to the data on file for an account (see below).

Card and Check Buttons

For users with online payment processing and credit card or checking account data on file, the "Card" and "Check" buttons carry additional intelligence.  If either of these buttons appears with a green background‡, automatic collection of billed amounts is set in the customer profile.

If a "Check" button is grayed-out, a previous attempt at online collection by e-Check has failed.  This "check is invalid" can be reset in the Online Charge section of the customer profile.  If a "Card" button is grayed-out, either a previous attempt to charge the credit card on file has failed or the card has expired.  Either of the data items can be changed in the Online Charge section of the customer profile.

Note that the "Card" and "Check" buttons attempt to collect the unpaid amount billed, not the total of all charges.

Running the Report

To run an Account Aging report select the account type (Prepay or Charge) in the drop down box next to "Account Aging" on the Customer Billing Menu.  Next choose which customers to list and then press the "Go" button, the Account Aging Report will appear as shown below.

Account Aging Report

‡ To see background colors in printed copies of this report, you may need to adjust your browser settings.  In Internet Explorer, select Tools | Internet Options and click the Advanced tab.  Scroll down until you see "Printing" and then select "Print background colors and images."

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