Use the Aged Debtors report to check how much you’re owed at any point in time by each of your customers. Use the report to keep track of:
- How much your customers owe you
- How long your customers have owed you money for
- Which of your customers owe you the most money
- Due dates for sales invoices (in the Detailed report)
- The credit limit you’re giving to your customers
The aged debtors report divides your unpaid invoices out by time period so you see the amount you are due to be paid for each ageing period.
When you run an aged report, we calculate the total amount owed to you for each ageing period. The age of a transaction is worked out from the transaction date.
Ageing periods by days
The total of unpaid transactions show in each period based on the numbers of days past the invoice date.
|< 30 days||The age of the transaction is between 0 – 29 days.|
|< 60 days||The age of the transaction is between 30 – 59 days.|
|< 90 days||The age of the transaction is between 60 – 89 days.|
|< 120 days||The age of the transaction is 90 – 119 days.|
|Older||The age of the transaction is 120 days or older.|
For example, if today's date is 10 July, invoices dated between 11 June and 10 July show in the < 30 days column, invoices dated 11 May to 10 June show in the < 60 days column.
Ageing periods by calendar month
The total of unpaid transactions shows in each column based on the month. The first column is the current month. Subsequent columns show outstanding transactions for the previous months.
For example, if today's date is 10 July, invoices dated anytime in July show in the Current column, invoices dated anytime in June show in the 1 Month column.
|Current||transactions dated in the current month|
|1 month||transactions dated last month|
|2 months||transactions dated 2 months ago|
|3 months||transactions dated 3 months ago|
|Older||transactions are older than 3 months|
Choose whether to age your transactions by calendar months or days.
- From Settings, then Business Settings, choose Record and Transaction Settings.
- Choose from ageing by days or by calendar months.
Why is it important
The aged debtors report gives you an insight into your business’s financial health.
Use the report to understand how quickly, on average, your customers pay you, how effective your debt management processes are, how many customers owe you money and for how long, which customers are unlikely to ever pay you and which ones are more likely to be late payers.
For all customers
- From Reporting, choose More.
- Select Aged Debtors.
- Choose the date to run the report up to. Transactions are aged based on this date.
- Choose how to sort the report:
- by Name to see the amount owed by each customer alphabetically
- by Outstanding amount to see who owes you the most first
- Select Calculate.
For a single customer
Enter the customer name in the Search box.
Up to a specific date
You may want to run the report to show the total amount due at a point in time in the past. This is often required by your Accountant for auditing purposes.
Comparing the aged debtors report with the trial balance at a point in time also confirms that all the transactions have been entered correctly.
When you run the report retrospectively (for a date in the past), any payments received after that date are not included, so invoices that have been paid subsequently will show as outstanding.
Enter the required date and choose Calculate.
Include details of unpaid invoices
To include a list of unpaid invoices as well as the total amount outstanding, choose Detailed.
Per group of customers or other analysis types
If you have set up group analysis types, you can run the filter report to just show your aged debts by the group names.
For example, you might have grouped your customers by their location or salesperson.
- From More, choose the Analysis Type and Category.
- Select Calculate.
Select Export then choose one of the following:
- CSV – Depending on your Internet browser, the file automatically downloads to your Downloads folder or you’re prompted to save the file. If prompted, browse to where you want to save the file then click Save
- PDF – The PDF opens in a new window or tab, and you can then print or save it from your Internet browser menu
A negative amount shows on the report when your customer has an outstanding credit note that's not yet been used to pay to an invoice, or not refunded.
If the credit note should be used to pay off an outstanding invoice, go to Contacts to apply it to the correct invoice.
The aged debtors report only shows the gross value of your customer debt. Some businesses like to see the net and VAT amount separately so they can check their net income and how much they owe in tax.
To find this in Accounting, use the sales invoice list and filter it to show outstanding invoices only. Once filtered, select all the invoices and export the list to PDF or CSV file.
- From Sales, choose Sales Invoices.
- Set the date range to match your aged debtors report.
- From More, change the Status to Outstanding.
- Select the settings icon on the left of the column headers, and select Net, VAT. Click Save.
- Select Search.
To print the list
- Select the check box at the top of the list to select all invoices.
- Choose the Print, PDF or CSV icon from the toolbar.