The Accounts Receivable Aging report

Use the Accounts Receivable Aging 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 Accounts Receivable Aging report shows you a totaled 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 tax, the report includes the tax because that’s how much money you will receive from your customer – even though you don’t get to keep it all.

The Accounts Receivable Aging report divides your unpaid invoices out by time period so you see the amount you are due to be paid for each aging period.

When you run an aged report, we calculate the total amount owed to you for each aging period. The age of a transaction is worked out from the transaction date.

Aging 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.

Aging periods by calendar month

The total of unpaid transaction show 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

Why is it important

The Accounts Receivable Aging 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, choose More.
  2. Select Accounts Receivable Aging.
  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 Accounts Receivable Aging 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.

Per group of customers or other analysis type

If you have set up group analysis types, you can run the filter the 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.

Read more about analysis types

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.

  2. Accounts Receivable Aging

Negative amounts on the Accounts Receivable Aging report

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.

Related content

The Aged Creditors report