Accounts Receivable
Lists the customer invoices that are still unpaid or part paid, one row per invoice, with the balance and how many days past due it is. Use it to decide who to chase today.
Quick look
- Go to Reports › Sales Reports and click the Accounts Receivable card. It sits in Sales Reports, not Business Reports.
- Pick Overdue in Status to see only invoices past their due date.
- Click Run Report.
- Click an Invoice Number to open that invoice in a new tab.
Done. You see the unpaid invoices, with the balance and days overdue of each.
Full guide
What it shows, and when to use it
Each row is one invoice with money still owed on it (status Open or Partial Paid). Paid and voided invoices are not listed. Use it for collections: who is late, by how many days, and for how much. Above the table, a row of ageing totals shows how much is owed in each age band (see Ageing totals below).
Filters and date range
Click the filter button beside Run Report to show or hide the filters.
Fields in this section
| Field | Required | What to enter |
|---|---|---|
| Reports | No | Switch to another Sales report. |
| Status | No | Current (not yet past the due date) or Overdue (due date reached or passed). Leave it on Select a status to see both. |
| Customer Name | No | Search and pick one customer. Choose Clear Customer to remove it. |
There is no date range or amount filter on this report: it shows what is owed now.
Ageing totals
A row above the table splits what is owed by how late it is:
Fields in this section
| Total | What it adds up |
|---|---|
| Open (within due date) | Open invoices not yet past their due date. |
| 0-15 days delay | Balance on invoices 0 to 15 days past due. |
| 15-30 days delay | Balance on invoices 15 to 30 days past due. |
| 30-60 days delay | Balance on invoices 30 to 60 days past due. |
| 60+ days delay | Balance on invoices more than 60 days past due. |
The caption under the row says the totals cover every open invoice as of today, for the chosen business unit and customer. They follow the business unit and the Customer Name you pick, not the Status filter, and not the page you are on, so they can differ from the rows shown. They are not the same as Total Balance under the table, which adds up only the rows on the page.
Columns
Fields in this section
| Column | What it shows |
|---|---|
| Invoice Number | Click it to open the invoice. Invoices from before your go-live date carry an Old document badge. |
| Customer Name | The customer on the invoice. |
| Invoice Date | The date on the invoice. |
| Due Date | The date payment is due. |
| Invoice Amount* | The invoice total, tax included. |
| Balance* | What is still unpaid, tax included. |
| Delay Days | Whole days past the due date. 0 if it is not due yet. |
Under the table, Total Balance adds up the Balance of the rows on the page you are looking at, not of the whole report. The note under the table reads "Values marked with an asterisk (*) include GST". If your business has a go-live date, a line also says old documents dated before it are included, and that in the books they sit inside each party's opening balance. Row amounts show in whole currency units, rounded, while Total Balance shows decimals.
Click a column heading to sort by it; the arrow shows the direction. The sort is done on the whole report, not just the page you see, and your choice is remembered for this report. Use the column chooser in the table header to hide, show, drag into a new order or reset the columns; that choice is remembered too. The pager at the bottom has Go to page and Items per page; the list shows 10 rows a page until you change it.
Drill-down: open the invoice
Click an Invoice Number, or use Open Document in the row's action column. The invoice opens in a new browser tab. This is the only row action.
Export, print, PDF and email
Click the green spreadsheet icon above the table (it appears once there are rows) to download an Excel file (.xlsx) named after the report and today's date. The file starts with the filter tags, then the columns you can see, in the order you have them. It holds the rows on the page you are looking at, not the whole report, so raise Items per page first if you need more. Dates follow your date format.
Print, PDF and email are not available on this report.
The report does not send payment reminders. To remind a customer, open the invoice.
Who can see it
Open the report with View on Sales Reports. Without it the report list shows a No Access page. Sales Reports has only View and Add/Edit, and Delete comes with Add/Edit. A report changes no record, so Add/Edit and Delete make no difference here. Opening an invoice from a row needs access to invoices. If your role is limited to its own records, the report, its ageing totals and Total Balance count only the invoices you created.
On mobile
In the mobile app open Reports, choose Sales Reports, then Accounts Receivable. It has the Status and Customer filters, and the same ageing totals above the list (Within Due, 0-15 Days, 15-30 Days, 30-60 Days and 60+ Days). As on the web, they do not follow the Status filter. The download icon shares a CSV file, not an Excel file. Rows do not open the invoice.
Same on iPhone and Android. The Android app is on Google Play. The iPhone app is coming soon to the App Store.
Problems and fixes
Total Balance is smaller than I expected
Total Balance adds up only the rows on the current page. Raise Items per page to 100, or filter by one customer, so the rows you care about are all on the page, then read it again.
An invoice I know is unpaid is missing
Only invoices with status Open or Partial Paid are listed. Check the invoice status, and clear the Status and Customer Name filters.
The ageing totals do not match the rows
The totals cover every open invoice for the business unit and customer, as of today. They ignore the Status filter and the page you are on. Pick the customer to compare like with like.
I looked for this under Business Reports
Accounts Receivable is in Reports › Sales Reports. Its payable twin, Accounts Payable, is in Reports › Purchase Reports.
The report page says No Access
Your role does not have View on Sales Reports. Ask an administrator to turn it on.