Accounts Receivable Report
Overview
The Accounts Receivable Report tracks outstanding customer payments, showing exactly what's owed to your business, when payments are due, and which invoices require collection action. Monitor cash inflow and prioritize collection efforts based on aging and customer payment patterns.
When to Use This Report
Use this report when you need to:
- Review expected cash inflows for cash planning
- Identify overdue invoices requiring collection calls
- Prioritize collection efforts by customer and aging
- Verify outstanding balance with specific customers
- Prepare aging analysis for management or lenders
How to Run the Report
Step 1: Navigate to Reports
Access the report through main navigation: Reports → Business Reports
Select Accounts Receivable from the Reports dropdown if not already displayed.
Step 2: Apply Filters
Report Selector
Choose "Accounts Receivable" from the dropdown menu to view customer outstanding amounts.
Customer Filter
Use "Select a customer" dropdown to focus on a specific customer's outstanding invoices. Leave blank to view all customers with outstanding balances.
Status Filter
Filter the view by payment status:
- Select a status - Shows all outstanding invoices regardless of due date
- Current - Displays only invoices within their payment terms
- Overdue - Shows only invoices past their due date
Step 3: Run Report
Click Run Report to generate the receivables aging with current data.
The report displays instantly, organized by aging buckets with drill-down capability to individual invoices.
Understanding the Report
Summary Cards
Five cards at the top summarize outstanding amounts by aging category:
| Card | What It Shows | Collection Action |
|---|---|---|
| Open (within due date) | Invoices not yet due for payment | Monitor, no action needed yet |
| 0-15 days delay | Recently overdue invoices | Send payment reminder, follow up |
| 15-30 days delay | Moderately overdue amounts | Make collection call, request payment commitment |
| 30-60 days delay | Significantly overdue invoices | Escalate to management, consider payment plan |
| 60+ days delay | Severely overdue amounts | Legal notice, collection agency, or write-off consideration |
Invoice Detail Table
Each row shows a specific invoice with critical information for collection management:
| Column | Description | How to Use |
|---|---|---|
| Invoice Number | Unique invoice identifier | Click to view invoice details and payment history |
| Customer Name | Name of the customer company or individual | Identify who owes payment |
| Invoice Date | Date invoice was generated | Reference for aging calculation and payment terms |
| Due Date | Date payment is due per credit terms | Determine if invoice is overdue and by how much |
| Invoice Amount | Original total invoiced amount | Shows full amount originally billed |
| Balance | Current outstanding amount owed | Amount to collect (reduced by any partial payments received) |
| Delay Days | Days overdue from due date | Prioritize collection on highest delay first |
Field Definitions
Invoice Amount vs Balance
Invoice Amount represents the original total when the invoice was created, including all items, taxes, and adjustments.
Balance shows what's currently outstanding. When customers make partial payments, the balance reduces while the invoice amount remains unchanged for reference. Balance equals invoice amount when no payments have been received.
Delay Days Calculation
Delay Days shows positive values only for overdue invoices, calculated as current date minus due date. Invoices still within their payment terms show no delay days value (displayed as dash).
Aging buckets group invoices based on this delay: 0-15 days captures newly overdue, 15-30 shows moderate delay, 30-60 indicates significant issues, and 60+ represents severe collection problems.
GST Inclusion
Amounts marked with asterisk (*) include applicable GST. The footer note clarifies these are tax-inclusive totals, not the base amount before tax.
Working with Report Data
Drill-Down to Invoice
Click any invoice number to open the complete invoice document. Review sold items, payment terms, customer contact information, and any payments already received against that invoice.
Export Options
Export the report using the icon in top-right corner. Choose Excel format for pivot analysis and trend tracking, or PDF for sharing with management or external stakeholders like lenders.
Collection Strategy
Structure collection efforts using aging data:
Days 1-7 of delay - Automated payment reminder emails Days 8-15 - Personal email from accounts team with invoice copy attached Days 16-30 - Phone call to customer accounts team, request commitment date Days 31-60 - Escalation to sales relationship manager and senior management Days 60+ - Legal notice, payment plan negotiation, or collection agency referral
Common Scenarios
Scenario 1: Daily Collection Review
Each morning, run the report filtered by "Overdue" status to focus on problem invoices. Sort by delay days descending and prioritize calls to customers with highest aging. Document follow-up actions and commitments received.
Scenario 2: Customer Credit Review
Before approving new orders for existing customers, run the report filtered by that specific customer. Check for any overdue balances or slow payment patterns that might require payment before releasing new orders.
Scenario 3: Cash Flow Forecasting
Run the full report weekly to project incoming cash. Sum the "Open (within due date)" amounts by their due dates to forecast expected collections. Share with finance team for working capital management.
Scenario 4: Month-End Reporting
Export the receivables aging at month-end for financial records. The snapshot documents the outstanding position at period close for accounts receivable balance verification and audit trail purposes.
Related Reports
- Accounts Payable - Monitor outgoing payment obligations
- Sales Order Status Report - Track order-to-invoice pipeline
- Sales by Customer Report - Analyze customer revenue patterns
Quick Tips
Best Practices
Check accounts receivable every morning to catch new overdue invoices on day one rather than letting them age into bigger collection problems.
Use customer filter when receiving collection inquiries to instantly verify their claim against your system data without searching through multiple screens.
Export the report before year-end close to preserve the aging snapshot for audit purposes and tax filing support documentation.
Need help? Contact support at support@bizconnekt.com