This process applies only to companies that invoice all payments. The prerequisite for using this process is that all payments for trips that have returned by the end of the period must be invoiced before closing the period.

AR Reconciliation Report 

Overview

The AR Reconciliation Report is an accounting tool that helps verify that Accounts Receivable (AR) activity is correct for a selected time period. It functions similarly to a bank reconciliation — it proves that the AR balance moved correctly from the start of a period to the end, and that every dollar is accounted for.

Customers typically use this report when closing their books for a month. The report shows:

• The AR balance at the start of the period

• All activity during the period (invoices, payments, voids, adjustments)

• The AR balance at the end of the period

• Whether everything reconciles correctly

If the report shows CLEAN, the customer can be confident their AR numbers are correct for that period.

Permissions

Access to the AR Reconciliation Report is permissions-based. If you do not see this report in your system, please contact your company administrator or TBN Support to review your user permissions and request access if appropriate.

Navigation:

Financial → Accounting → AR Reconciliation

How Customers Use the Report

Step 1 — Select a Date Range

Select the start and end date for the period you want to reconcile.

Examples:

• February 1 – February 28

• March 1 – March 31

The maximum date range is 45 days.

Step 2 — Run the Report

Click Run Report.

The report may take some time to load for larger companies because it performs a full reconciliation across all invoices and transactions for the selected period. Load times of 10–30 seconds are normal for large datasets.

Step 3 — Review the Results

The report contains three main sections:

Reconciliation Audit

This is the status panel at the top of the report.

It will display either:

• CLEAN (Green) — All numbers reconcile correctly

• ISSUES FOUND (Red) — There is a discrepancy that needs investigation

Items Requiring Attention (Yellow Section)

This section appears only if there are data quality issues such as:

• Invoices missing dates or due dates

• Payments missing transaction dates

• Invoices voided after the period closed

These are warnings, not necessarily accounting errors.

Line Item Table

This section shows a detailed breakdown of AR activity during the period. Each row can be expanded to view individual invoices, payments, voids, and adjustments.

What the Audit Checks Mean

AR Aging Cross-Check

This is the most important audit check.

The system calculates the closing AR balance two different ways:

1. From transaction activity during the period

2. From the AR Aging report as of the closing date

If both numbers match, the AR balance is considered reliable.

If this check fails, it usually means there is a data issue that needs investigation.

Explanation for customers:

The system calculated your closing AR two different ways and got different numbers. This usually means there is an invoice or transaction that needs attention.

Period Continuity Check

If this fails, it usually means someone:

• Edited a prior invoice

• Changed a payment date

• Voided an invoice after the period was closed

• Backdated a transaction

Explanation for customers:

A change was made to data in a prior period after that period was already closed.

Data Quality Warnings (Yellow)

• Missing invoice dates
  

• Missing due dates

• Voided invoices after period close

• Payments missing transaction dates
  

These do not necessarily mean AR is wrong. They are best-practice cleanup items.

Orphaned Transactions

• An invoice
  

• A booking

• A customer record
  

Explanation for customers:

These are payment records that are not connected to any invoice or booking. They should be linked to the correct record so they are properly tracked.

How the Closing Balance Is Calculated

Next to this, the report shows:

AR Aging Starting
AR Aging Closing
Audit Closing
Variance

If Variance = $0.00, the AR is fully reconciled for the period.

Common Customer Questions

My report says CLEAN — does that mean everything is correct?

My report says ISSUES FOUND — is something wrong with the system?

Not necessarily. It usually means there is a data discrepancy that needs review.

Common causes:

• Backdated payments or edits

• Missing invoice dates

• Transactions not linked to invoices

• Voided invoices

• Edited prior-period transactions

Can I run this for any date range?

Yes, up to 45 days at a time. Most customers run it monthly.

Why is the report slow?

It performs a full reconciliation across all invoices and transactions. For large companies, this can take 10–30 seconds.

Can multiple users run this at the same time?

Yes. The report is read-only and does not change any data.

Why does this report differ from my Excel calculation?

Common reasons:

• Payment dates entered differently than expected

• Voided and reissued invoices

• Deposits or pre-payments applied to invoices later

• Credits applied to invoices

• Timing differences between invoice date and payment date

The report uses actual transaction dates in the system, which is the correct accounting method.

What should I do with the CSV export?

Customers often:

• Send it to their accountant or auditor

• Save it with their month-end reports

• Use it to investigate specific invoices or payments

• Keep it as documentation of their reconciliation

When to Escalate to TBN Support

Escalate to support if:

1. The AR Aging Cross-Check fails and the customer cannot determine why
   
2. The Period Continuity check fails but no one made backdated changes
3. The report times out or errors
4. The customer sees orphaned transactions and cannot resolve them
5. The customer believes the numbers are wrong but the report shows CLEAN
   

Key Terms

Summary