The Aged Debtors report

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.

What the report tells you

The aged debtors report shows you a totalled list of all the invoices your customers haven’t yet paid you for, less any credit notes you’ve issued to your customers and not yet refunded.

It helps you find out how much money you can expect to receive from each customer, and the total amount that should reach you by a specific date. Don’t forget, if you’re registered for VAT, the report includes the VAT because that’s how much money you will receive from your customer – even though you don’t get to keep it all.

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 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.

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 you 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.

Run the report

For all customers

  1. From Reporting.
  2. Select Aged Debtors.
  3. Choose the date to run the report up to. Transactions are aged based on this date.
  4. Choose how to sort the report
    1. by Name to see the amount owed by each customer alphabetically.
    2. by Outstanding amount to see who owes you the most first.
  5. Click Calculate.

For a single customer

Enter the customer name in the Search box.

Up to a specific date

You may want to run a 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 point in time also confirms that all the transactions have been entered correctly.

When you run the 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 at the total amount outstanding, choose Detailed.

Print or export the report

  1. Select Export then choose one of the following:
    1. 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.

    2. PDF – The PDF opens in a new window or tab, and you can then print or save it from your Internet browser menu.

Show the net and VAT amounts on outstanding invoices

Th 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 Start, 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.

  1. From Sales, choose Sales Invoices.
  2. Set the date range to match your aged debtors report.
  3. From More, change the Status to Outstanding.
  4. Select the settings icon on the left of the column headers, and select Net, VAT. Click Save.
  5. Click Search.

To print the list

  1. Select the check box at the top of the list to select all invoices.

  2. Choose the Print, PDF or CSV  icon from the toolbar.

Related content

  • The Aged Creditors report
  • The balance on my customer’s account is correct but my aged debtors report is showing a different figure