Running Data Miner or External Reports on AR Files

The ARFILE contains all outstanding A/R as well as all A/R history. A smaller file, called a CR (Cash Receipt), contains only the outstanding A/R details. The CR file is rebuilt based on the details in the ARFILE during the statement run, so the ARFILE is considered the master file of Accounts Receivable.

Topics in this section include:

Cash Receipts and Batches

Cash Receipts keyed through batches are temporarily held in the CR file (batch information is in CRDEP). When a cash receipts update is run, the CR data is posted back into the ARFILE.

There are a number of fields used to flag records depending on what is being done and from where. Every entry that is billed, keyed, paid, copied, etc, creates a new line in the A/R file. Any outstanding lines are put into history every time a statement run is completed. If statements run multiple times per month then expect extra lines in the ARFILE.

Fields and Statuses

Here are the main key fields and the various statuses and descriptions:

ARRID ARSTA ARCRT Description of Line Outstanding?
C   A Payment of an invoice since statements were last run Y
C H A Payment of an A/R invoice OR bottom line entry to an A/R account that has been through a statement run (bottom line entries always have ARRID = 'C' whether they are debits or credits to A/R) N
C H G A non-A/R entry that has been through a statement run N
C   G A non-A/R entry done since statements were last run Y
I     Invoice billed since statements were last run Y
I H   Invoice that has been through a statement run N
      Invoice that was billed prior to the last statement run Y
  D   A line above that has been through a statement run N

Additional Field Information

  • The ARBL field is used to indicate if the line is a bottom line (aka. An adjustment line). If the ARBL field is set to a ‘Y’ it is a bottom line entry. If the bottom line entry is on an A/R account when the original line gets set to an H status during the statement run, then the bottom line setting on the new line is set to a blank if the item is still outstanding. The only way to know if the line in the file is used as a bottom line is by looking at the other lines to see if the same invoice number was used on a bottom line entry, and is logged in A/R history (ARSTA has an ‘H’ value).

  • If the ARTID field is blank then the entry is linked back to an invoice and is hyperlinked. The invoice number is not hyperlinked for entries that originated from vouchers or special invoices like surplus returns for example.

  • To get all outstanding A/R details for just your A/R accounts you can select the following in the data miner:
    ARSTA = ‘ ‘
    ARCRT != ‘G’ (!= means not equal to)

Revision: 2025.03