Employee aging report

The Employee aging report shows a list of employees along with how many days their reimbursements have aged.

An employee aging report looks similar to an accounts payable aging report. However, instead of showing the amounts you owe your vendors, it shows the amounts you owe your employees. Most businesses run this type of report at the end of each month.

You can find the Employee aging report by going to Expenses > All > Reports > Employee aging.

View a monthly report

To run a report:

1. When the report settings page appears, select View.
2. To refine the report, select Customize to return to the main report page, and follow the steps below.

Customize and run 

You can display the report as of the default of today, or another date you enter, and can base the report on the expense report origination dates or due dates.

You can filter the list by a single employee or all employees, and choose to sort by employee ID, name, or amount. If you choose amount, the report is organized in descending order with the largest expense report due listed first.

You can accept the default of a simplified report that summarizes the detail into a single line per employee, or generate a detailed report of all expense reports from the employee.

You can customize the detailed report to show only the dates you need with the Dates to display option.

Finally, you can accept the default of No to suppress accounts with zero balances, or display them if you wish. When the HTML report is displayed, the expense report entries for the current period are linked so you can drill down to their detail.

Before running the report, you can select the time period and types of items to include as well as specify how you want the report to appear.

To customize and run a report:

1. Select the aging period from the dropdown menu, or enter the date by which you want aging to be calculated.
2. Set the filters to get the specific data you want. Filters enable you to include or exclude specific types of data in the report, such as employee and employee type. As a general rule, to get fewer and more precise results in your report, set more filters.
3. Format the report. Format options will vary from report to report. Generally, you can set the layout of the report and arrange how to group and display the data contained in the report.
4. Type a title, subtitle, and footer text for your report.

Time period 

You can adjust the time period and other details to meet your reporting needs. For example, you might prefer listing the outstanding amounts by expense date rather than GL posting date.

To specify the time period for the report:

Time Period Box	Notes
Aging periods	Select the Aging periods down arrow, and then select the period you want. Aging periods are shared with Accounts Payable. You can set up the aging periods for your company in the Aging Periods section of Accounts Payable via Company > Admin > Subscriptions > Accounts Payable > Configure.
Report as of	Select either Today or Selected for the Report as of date (the date used as a baseline for the period you select). If you choose Selected date, you must specify the date in the Selected date box.
Selected date	Enter a specific start date.
Based on	For the Based on date, your choices are: Expense date GL Posting date

Report filters 

You can leave the filter fields blank, which is the same as specifying "All," or you can enter values that subset the list so it's more focused. You can continue to modify the filter criteria and other settings until you are satisfied with the results. However, note that you must select View or another output option each time you change the settings.

To set filters to refine your report results:

1. To set the report to show results for a specific employee or range of employees, use the From Employee and To Employee dropdowns.
How to use the From/To boxes
To run this report for a single employee:
1. Select the down arrow next to the From Employee box, and from the menu that displays select the employee you want.
2. Select the down arrow next to the To Employee box, and from the menu that displays select the same employee.
To run this report for a specific range of employees:
1. Select the down arrow next to the From Employee box, and from the menu that displays select the employee you want at the beginning of the range.
2. Select the down arrow next to the To Employee box, and from the menu that displays select the employee you want at the end of the range.
To run this report for all employees:
Leave both boxes blank.
If you have a large number of employees, or if this report takes too long to process, use the From Employee and To Employee boxes to run a series of smaller reports. For example, you can run 5 reports, one each for employees whose names begin with A-E, then F-K, L-P, Q-U, and V-Z. Location/Department, Individual Reports and Prompt on Run.
2. To set the report to show results for a specific employee type, select the Employee Type dropdown, and then select the employee type you want the report to cover.
3. In addition to filtering your results by employee and/or employee type, you can specify the type of currency, the exchange rate, the location, and the department.
To set additional filters for multi-currency, multi-entity companies:
Transaction currency
If you are a multi-currency company, you can filter transactions based on a specific currency. (This field is visible only in a multi-currency environment).  From the Transaction currency dropdown list, select the currency you want the report to show.  If you do not select a currency, the report includes transactions in your base currency.
Exchange rate types
If the transaction currency isn't your company's base currency, select Exchange Rate Type, and then select an exchange rate type such as Intacct Daily Rate or WSJ Published Rate.
If you know what the exchange rate should be for this bill or have contracted a set rate with the employee, you can type it into Exchange Rate. Otherwise, the exchange rate is generated at the time the occurrence of the bill is generated.
Location and department
The following filter options display only if you work in a multi-currency and multi-entity environment:
To filter the report by geographic location, type the name of the region, country, state or territory, or city in the Location box, or select the down arrow, and then select the location you want from the list that displays.
You must enter or select a location to run this report at the top level. The location you specify determines the appropriate currency.

The following table describes each item in the Filters section of this report settings page:

Filter Box	Notes
From employee, To employee	Enables you to get data only for that specific employee or range of employees. By default these boxes are blank, which means the report will get results for all employees.
Employee type	Enables you to get data only for the type of employee you specify here. By default this box is blank, which means the report will get results for all employee types.
From account, o account	Enables you to get data only for that specific account or range of accounts. By default these boxes are blank, which means the report will get results for all accounts.
Transaction currency	If you work in a multi-currency environment, you can set the currency you want the report to use (this box does not display unless you work in a multi-currency environment). To do this, select the Transaction currency down arrow, and then select the currency you want the report to show. If you don't select a currency, the report contains transactions in your base currency.
Exchange rate types	Enables you to select which exchange rate to use. If the transaction currency isn't your company's base currency, select Exchange rate type, and then select an exchange rate type such as Intacct Daily Rate or WSJ published rate. To specify additional exchange rate types, see Exchange rate types. If you know what the exchange rate should be for this expense or have contracted a set rate with the employee, you can type it into Exchange rate. Otherwise, the exchange rate is generated automatically when the occurrence of the bill is generated. The default is Intacct Daily Rate. You can add the exchange rates you want to appear on this dropdown menu in Company ( Company > Setup > Multi-currency > Exchange rates ). If your company uses custom exchange rate types, the Exchange rate type dropdown list contains choices for them, where one might also be a default. For example, your company could have Monthly, Weekly and Spot rate types along with their various exchange rates. Alternatively, if your company has not defined any custom exchange rate types, you can use the Intacct Daily Rate.
Location	Enables you to limit report results to a specific location. To filter the report by geographic location, type the name of the region, country, state or territory, or city in the Location box, or select the down arrow, and then select the location you want from the list that displays. Only displays for multi-currency, multi-entity companies. You must enter or select a location to run this report at the top level. The location you specify determines the appropriate currency.
Department	Enables you to limit report results to a specific department. To filter the report by department within the company, type the name of the department in the Department box, or select the down arrow and then, from the list that displays, select the department you want. Only displays for multi-currency, multi-entity companies.
Individual report	Select this checkbox if you want each entity or department and/or location to have its own report. Due to their potentially large size, reports with departments and locations on individual pages can be run offline only. Therefore, if you select the Individual report option, you can select only Process and store. When you select Individual reports, all of the individual reports are contained in a single report or Excel workbook.
Prompt on run	Select this checkbox to require you (or anyone using this report) to enter an entity or location and department before the report will run.
Show for	Enables you to display transactions for certain locations regardless of the location selected in the Location dropdown list. All locations: show transactions for all locations, regardless of the location selected in the Location dropdown list. This location: show transactions only for the currently selected entity. Child locations: shows transactions only for areas subordinate to the location of your entity. Example: Suppose your location is USA > California > Bay Area > Los Gatos. All locations would show transactions for California > Bay Area > Los Gatos. This location would show transactions for California. Child locations would show transactions for Bay Area and Los Gatos only.

Formatting

You can sort by employee ID, name, amount, or GL posting date. You can accept the default of a simplified report that summarizes the detail into a single line per employee, or generate a detailed report of all expenses from the employee. Additionally, you can choose to suppress or display accounts with zero balances.

To format this report:

Format Box	Notes
Sort by	Select the Sort by dropdown, and then select the category to sort by. The abbreviation "desc" after an option means "Descending order", reverse alphabetical or reverse numerical order. The default sort order and number of options change depending on whether you want a summary report or a detail report. Employee ID is the default sort order.
Group by	You can group the report data by employee ID, employee name, employee type, or GL posting date.
Report type	Select the Report type you want. By default you will get a summary report. The Summary report type condenses all account details to a single line. The Detail report type displays one line per customer per account. It also includes additional columns of information.
Show employees with zero balance	Select Yes to include employees with a zero balance, or select No to exclude them from this report. No is the default option.
Page orientation	To set the page layout, select either Portrait or Landscape.
Dates to display	Choose to include a column in the report for expense dates or GL posting dates. The default is to include all dates in the report. These dates are displayed in the box marked Selected. To hide a specific date, select a date and select the left arrow to move it into the box marked Available.

Titles and footer

Titles, subtitles, and footers apply only to the print versions of this report. Export to Excel or CSV, or select Print for a PDF version.

To add a title, subtitle, and footer to the report:

1. Type the title in the Report Title 1 box.
   • This title displays in large type at the top of the page, directly under your company name.
   • You can type over any default name that the was automatically in this box.
2. Type the subtitle in the Report Title 2 box.

   This subtitle displays in smaller type, directly beneath the main title.

3. Type the footer text in the Footer Text box. Footer text displays at the bottom center of the report.

What's in this report?

The default Employee aging report consists of the following columns:

Report Column Heading	Description
Employee ID	The ID associated with your employees (suppliers) with an outstanding bill
Employee name	The name of your employees with an outstanding bill
Expense	For detailed report only
Txn currency	Transaction currency For detailed report only
Txn amount	Transaction amount. For detailed report only.
-0	The amount you owe to your employees for purchases made during the current month
1-30	The amount you owe to your employee that is 1 to 30 days past due
31-60	The amount you owe to your employee that is 31 to 60 days past due
61-90	The amount you owe to your employee that is 61 to 90 days past due
91-	The amount you owe to your employee that is over 91 days past due
Total	The total amount owed to the employee. Select this number to see detailed information about the bill sent to the employee.

You can select any link to drill down to the details.