Customer and vendor ageing
See what each customer owes you and what you owe each vendor on a date, split by how many days overdue, invoice by invoice.
Before you start
- Set up customer posting groupsThe ageing reads the receivable accounts set on customer posting groups (or in default accounts). Without one the report stops with "No receivable account is set up".
- Set up vendor posting groupsThe same for vendors and the payable accounts.
- Set up default accountsIf your company doesn't use posting groups, the receivable and payable accounts come from here.
- Set up currenciesAmounts are shown in the base currency, with the document currency alongside.
In this article
Customer Aging and Vendor Aging work the same way. Customer Aging lists open invoices, Vendor Aging open bills. Both read the ledger, so they agree with the receivable and payable accounts on the Statement of Financial Position.
Steps
Open the report and run it
In the menu on the left, select Reports, then Customer Aging (or Vendor Aging). Choose the filters and select Run.
- As at: the date to age on. Anything posted after it is ignored.
- Age by: Due date (days past the due date) or Document date (days since the invoice or bill date).
- Customer (or Vendor): one, or All customers.
- Run.
- Export to Excel: the summary or the detail, as on screen.
- The totals: Total receivable (base currency), Not yet due, Over 90 days, and the number of customers with a balance.
- Search for a customer or a document number.
- Summary shows one line per customer; Detail opens every customer to their documents.
- Export CSV saves the table.
- The age columns.
Read the detail
Select Detail, or the arrow next to one customer.
- The customer, with their total in each age column.
- Their open documents, with Document date, Due date and Open (document currency).
- Days overdue: from the due date to the as-at date. 0 means not due yet.
- Total of every column.
- How the figures were worked out, written under the table.
A Totals by currency table follows, with each currency's open amount in its own currency and in the base currency.
How the figures are worked out
| Figure | How it's worked out |
|---|---|
| Open amount of an invoice | The invoice less every receipt, credit note, advance applied and reversal posted against it on or before the as-at date, read from the receivable accounts. A reversed invoice and its reversal cancel out and drop off. |
| Open amount of a bill | The bill less payments, debit notes and reversals posted against it on or before the as-at date, read from the payable accounts. |
| Days overdue (Due date basis) | Whole days from the due date to the as-at date. A document not yet due goes in Not due. |
| Age (days) (Document date basis) | Whole days from the document date. There is no Not due column. |
| Age columns | Not due, 1-30, 31-60, 61-90, 91-120 and Over 120 days overdue (on the document date basis: 0-30 days up to Over 120 days). |
| Receipts or payments not matched to a document | Listed under the customer (vendor) at their own date and aged as if due that day, as negative amounts. Open customer advances are shown the same way. |
| Over 90 days | 91-120 plus Over 120. |
| Amounts | In the base currency. A customer's balance is debit less credit (positive means they owe you); a vendor's is credit less debit (positive means you owe them). |
Related
- Customer and vendor balances: balances only, and the reconciliations.
- View customer transactions: one customer's statement of account.
- Receive a payment and pay a vendor bill: what reduces the open amounts.
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