How to Set Up an Accounts Receivable Report in Access

By Bonnie Conrad

Build user prompts into your database.
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No matter what the nature of your business, keeping track of your customers' invoices and the amounts they owe is essential. One of the easiest and most effective ways to keep track of your accounts receivable is with a Microsoft Access database. Once that database is in place, you can create custom reports to track your accounts receivable and follow up with any customers who have not yet made their payments.

Log on to your computer, and open Microsoft Access. Open your Access database.

Create the tables and queries for your database if you have not done so already. List the fields you want to include in the database tables, including the name of the customer, the date of the invoice, the due date and the amount of the bill.

Go to the queries section of the database and create a new query. Select the fields you want to include in your report. You can, for instance, create a query that lists the customer name and due date, then limit the query results to show invoices that are more than 30 days overdue.

Right-click the query you created and choose "Design View." Type "Between [Enter Start Date] and [Enter End Date]" in the "Criteria" section of the Invoice Date field. This creates a prompt for the user to enter the date range to be used in the query and the report.

Click the "Reports" section, and choose the report wizard option. Select the query you want to base the report on.

Select the fields you want to include in the accounts receivable report. Click "Next" and select a style for the report. Click "Finish" to preview your report. Enter the start and end dates when prompted. This allows you to limit the report results to past due accounts receivable.