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The Aged Debtors report

The Aged Debtors report shows you how much you’re owed at any point in time by each of your customers. You can 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

When the credit limit is exceeded the credit limit value is highlighted red. If the account balance is between 75% – 100% of the credit limit, the value is highlighted amber to show they’re nearing the credit limit you’ve set.

The report is broken down by ageing periods, which by default is every 30 days. You can change this if necessary.

To change the default ageing periods

  • 1. Go to Settings, then click Record and Transaction Settings.
  • 2. In the Customer Defaults section, enter the number of days you want each ageing period to start from in the Ageing boxes.

When you run the report, it automatically includes from zero up to the number immediately prior the value you enter in the first box. For example, if you want your first ageing period to start at 40 days, enter 40 in the first box. The report shows transactions from 0 to 39, then 40 onwards.

  • 3. Click Save.

You’ve now changed the default customer ageing periods and when you produce the Aged Debtors report, the outstanding values are grouped by the number of days specified.

To produce the Aged Debtors report

  • 1. Go to Reporting, then click More.
  • 2. Click Aged Debtors.

The report shows all customers with an outstanding balance up to the current date. To view the report for a particular customer, enter their company name or reference in the search box.

  • 3. Change the end date of the report by entering a date in the To box.
  • 4. In the Sort by list, click either Name or Outstanding Amount.
  • 5. If you use analysis types, you can filter the report based on analysis type and category. To do this, click More then select the relevant by analysis type and/or category. Only the customers who belong to the selected analysis type or category appear on the report.
  • 6. Click Calculate.
  • 7. Click the customer’s name to view their account. To return to the report, click Back in your Internet browser.
  • 8. To save or print the report, click 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.

To view details of which transactions make up each of the values on the report, click Detailed. From here you can see the outstanding transactions and view details of each one by clicking the relevant line. You can also export this information to a CSV file or PDF. To return to the Aged Debtors report, click Summary.

Negative amounts on the Aged Debtors report

If you see a negative amount on the Aged Debtors report, it represents a credit that you owe a customer. To find it, check your sales credit notes and payments for a transaction that has not been applied to a sales invoice. Once found, apply it to the correct sales invoice to credit your customer.

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