Receivables Aging

Receivables Ageing gives you a live view of everything your customers currently owe you. It shows each unpaid invoice, who it belongs to, when payment falls due, how much is still outstanding, and whether the due date has passed.

The data comes straight from invoices raised in the Sales module. As you record receipts and credit notes against an invoice, the outstanding amount here reduces automatically. Once an invoice is fully settled it drops out of the view, so what you’re looking at is always your genuine open balance.

This screen is read-only. Nothing can be created, edited, or deleted from here, which means your financial records can’t be altered from within this module.

What you can use it for

• Prioritising collections and deciding which customers to chase first
• Assessing credit exposure by customer or entity
• Reporting your receivables position at period end
• Forecasting cash flow from upcoming due dates

Getting started

Opening the screen

Go to Financial Management › Receivables Ageing in the sidebar.

The page opens with all outstanding invoices across your organisation: three summary tiles at the top, and the Customer Ageing Detail table below.

Access

This screen is permission-controlled. If you can’t see it in the sidebar, or you get an access-denied message, your administrator can grant you access.

Reading the screen

The summary tiles

Three tiles across the top give you an at-a-glance count:

Total Invoices

Shown in blue. The number of invoices with an amount still outstanding.

Due

Shown in green. Invoices that haven’t yet reached their due date.

Overdue

Shown in amber-red. Invoices past their due date that still need following up.

All three counts reflect whatever filters and search you have active, and update the moment you change them. When there are no outstanding invoices in the current view, the tiles are hidden altogether.

The Customer Ageing Detail table

Each row is a single outstanding invoice.

Columns

• Invoice No — the invoice reference, so you can trace the balance back to the original sales invoice
• Invoice Date — when the invoice was raised, shown as DD-MM-YYYY
• Invoice Due Date — when payment is due from the customer
• Customer Name — who the invoice was raised to
• Business Entity — the entity the invoice was raised under
• Currency — the invoice currency, such as INR or USD (hidden by default)
• Total Amount — the original invoiced amount, before receipts or credit notes
• Outstanding Amount — the net amount still owed, after everything applied against that invoice
• Status — either Due or Overdue
• Age — for overdue invoices, how long they’ve been overdue, shown as “Overdue by 45 Days”. Invoices not yet due show a dash.

The Grand Total row

At the bottom of the table, a Grand Total row sums the Total Amount and Outstanding Amount columns across every invoice currently in view. Both totals recalculate whenever you change a filter or search. The row is hidden when there’s no data to total.

How Due and Overdue are decided

An invoice shows as Due while its due date is today or later, and switches to Overdue once that date has passed. Where an invoice carries no due date, the system treats it as due 30 days after the invoice date.

The Age figure is a plain count of calendar days since the due date — there are no ageing buckets or bands.

What’s excluded

Only invoices with an outstanding amount above zero appear here. Fully settled invoices are excluded automatically and can’t be brought back into the view.

Working with the data

Filtering

Two dropdowns in the toolbar narrow what you see. They work independently, so you can use either on its own or both together.

Business Entity

Defaults to All Entities. The list only includes entities that have at least one outstanding invoice, so you won’t find yourself selecting empty options.

Customer

Defaults to All Customers. Again, only customers with at least one outstanding invoice appear in the list.

Searching

Type into the search box to filter by customer name. Results narrow as you type, and the search applies on top of any filters you’ve already set.

Clearing your selections

Whenever a filter or search is active, a ✕ Clear button appears in the toolbar. One click resets the entity filter, the customer filter, and the search together.

If nothing matches what you’ve asked for, the table displays “No outstanding receivables — All invoices are settled”.

Choosing which columns to show

Click ⚙ Display Fields in the toolbar to open the column panel. Every column can be switched on or off independently, and the table updates as soon as you make a change.

Currency is hidden by default — worth turning on if you deal in more than one currency.

Exporting

Click ↓ Export in the page header and pick a format.

PDF

An export preview opens showing your current data. Confirm it, and a print-ready version opens in a new window with a Print / Save as PDF option.

MS Excel

The same preview opens. Confirm it, and the file downloads as Receivables_Ageing.xls.

What gets exported

Both formats capture exactly what’s on screen at the moment you export: your active filters, your search, and only the columns you’ve chosen to display. If you need a different cut of the data, adjust the view first and then export.