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Aged receivables report

The Aged Receivables report shows how much your customers owe you, grouped by how overdue each balance is. It is the classic "who owes me, and how late are they" view, and it is…

Aged receivables report

The Aged Receivables report shows how much your customers owe you, grouped by how overdue each balance is. It is the classic "who owes me, and how late are they" view, and it is the tool for chasing debt and reviewing credit risk.

Before you begin

  • Sign in and select your organisation. The report is available on every plan.
  • Figures are shown in your functional currency.
  • Balances come from your accounts: what each issued sales invoice, and each credit note not yet used, still stood at in your accounts receivable ledger at the end of the As of Date.

Open the report

  1. Go to Reports and, under Sales, open Aged Receivables.
  2. In the Report Date card, choose an As of Date (it defaults to today) and select Refresh.

[Screenshot required: Aged Receivables report showing the aging-bucket summary and the per-customer table]

How to read it

The summary cards show the Grand Total Outstanding, the number of Customers with a balance, the As of Date and your Functional Currency. A row of bucket cards and a chart then split the total into aging bands:

  • Current — not yet due as at the report date.
  • 1–30 days overdue.
  • 31–60 days overdue.
  • 61–90 days overdue.
  • 90+ days overdue — the oldest, highest-risk debt, shown in bold red.

The table lists each customer across the same five buckets plus a Total. Select the Details control on a customer row to expand the individual documents making up their balance, each showing its Document number, Due Date, Days Overdue (or "Not due") and outstanding amount.

Credit notes. A credit note you have issued but not yet applied to an invoice is a real reduction in what the customer owes, so it appears as its own negative line under the customer, marked Credit note and aged from its own document date rather than an invoice's due date. Once you apply it to an invoice, the credit note line disappears and the invoice's outstanding amount falls instead. A credit note that names an invoice when you issue it is applied to that invoice straight away. The report's grand total therefore always agrees with your accounts receivable control account.

Note: An invoice due exactly on the report date counts as Current: it is due that day, not yet overdue. It moves into 1–30 days the day after. Aged Payables uses the same rule.

A red marker on a line. If an invoice has been settled for more than it was worth — for example, a payment allocated to it twice — its line shows a negative amount marked Settled for more than it was worth. A credit note used for more than it held is marked Used for more than it held. These lines are shown, never hidden, so that the total still agrees with your accounts receivable control account. Correct the settlement (unallocate the payment, or unapply the credit note) to clear them.

What the "As of Date" does

The report shows your debtors as they stood at the end of the As of Date. An invoice paid after that date still shows as owed on it, and an invoice raised after it does not appear. Pick the last day of a month to see that month-end as it was.

Note: A report for a past date can still change if something dated on or before that date is entered or corrected later — for example, a payment entered today but dated last month. If you need a record that never changes — for a month-end close or an audit — save a snapshot. See Create an aged-report snapshot.

Snapshots

Select Save Snapshot to freeze the report as a permanent, read-only audit record, or Snapshots to view the ones you have saved. See Create an aged-report snapshot.

Export

  • Export CSV — the aged figures as a spreadsheet-friendly file.
  • Download PDF — a formatted document for sharing or filing.

Both exports use the As of Date currently on screen.

Troubleshooting

  • A paid invoice is missing. Correct — only invoices with a balance at the As of Date appear. An invoice drops off once it is fully paid, credited, voided or written off by a transaction dated on or before that date; one paid after it still shows.
  • The total does not match a past statement. Check the As of Date is the statement's date. If something dated on or before it has been entered or corrected since, the report includes it; a saved snapshot does not change.
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